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.
24. Authority to Execute Agreement.
The person or persons executing this Agreement on behalf of each Party warrants and represents that he or she has the authority to execute this Agreement on behalf of his or her Party and has the authority to bind his or her Party to the performance of its obligations hereunder.
IN WITNESS WHEREOF, CITY and VHWC have caused this Agreement to be executed by their duly authorized officers as of the Effective Date.
CITY OF COVINA VALENCIA HEIGHTS WATER
COMPANY
By: By:(
ri L
Name: Name: P. David Michalko
Title: Title: General Manager
151854/ 000/ 00344842} 7
ATTACHMENT B
RESOLUTION CC 2026-45
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, RESCINDING RESOLUTION 2021-39, APPROVING AN
AGREEMENT BETWEEN THE CITY OF COVINA AND COVINA VALLEY
WATER COMPANY FOR EMERGENCY WATER SERVICE AND
AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AGREEMENT
WHEREAS, on September 17, 1996, the City Council of the City of Covina approved Resolution No. 96-5745 which approved an Agreement, also dated September 17, 1996, for the sale of water by the City of Covina to Valencia Heights Water Company; and
WHEREAS, Resolution No. 96-5745 and its related September 17, 1996, Agreement was rescinded on April 20, 2021, which the City Council approved Resolution 2021-39 between the City of Covina and Valencia Heights Water Company for emergency water service from the City of Covina to Valencia Heights Water Company; and WHEREAS, Valencia Heights Water Company recently meagered into Covina Valley Water Company, the Resolution 2021-39 must be rescinded and terminated due to change in company ownership; and
WHEREAS, Covina Valley Water Company desires to continue to purchase emergency water from the City of Covina; and
WHEREAS, facilities remain in place to adequately deliver emergency the water when needed; and
WHEREAS, the parties agree to the terms under which sale and delivery will be made.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Council of the City of Covina hereby rescinds Resolution No. 2021-39 in its entirety, thereby terminating the related Agreement for water service dated April 20, 2021.
SECTION 2. The City Council hereby approves a new Agreement between the City of Covina and Covina Valley Water Company for emergency water service from the City of Covina to Covina Valley Water Company, dated June 16, 2026, attached hereto as Exhibit "A" and incorporated by this reference as though set forth in full, and authorizes the City Manager to execute said agreement on behalf of the City of Covina.
SECTION 3. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.
Resolution CC 2026-45 Page 2 of 3
SECTION 4. The City Clerk is hereby directed to forward a copy of this resolution to the Honorable David P. Michalko, General Manager of the Covina Valley Water Company.
APPROVED and PASSED this 16th day of June, 2026.
City of Covina, California
BY:
HECTOR DELGADO, 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 2026-45 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 16th day of June, 2026, by the following vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
Dated:
FABIAN VELEZ, Chief Deputy City Clerk
Resolution CC 2026-45 Page 3 of 3
EXHIBIT "A"
See attached "Emergency Interconnection Agreement between the City of Covina and Covina Valley Water Company, Dated June 16, 2026
{151854/000/00349842} 1
EMERGENCY INTERCONNECTION AGREEMENT
This Emergency Interconnection Agreement (the "Agreement") is entered into as of the 16th day of June 2026 (the "Effective Date") by and between the CITY OF COVINA, a municipal corporation ("CITY") and COVINA VALLEY WATER COMPANY, a mutual water company ("CVWC"). CITY and CVWC shall be referred to individually as a "Party" and collectively as the "Parties,"
RECITALS
WHEREAS, both Parties operate water distribution systems and VHWC is looking for opportunities to increase the reliability of its systems by establishing and maintaining interconnections that could be used in emergency situations for CVWC only; and WHEREAS, CVWC is requesting that the City supply water on an emergency basis to CVWC located at 1478 East Holt Avenue, Covina.
WHEREAS, City will provide emergency supplemental source water to CVWC upon request and if available in accordance with the terms and conditions specified herein; and
WHEREAS, the supply of emergency water will be purchased at the currently published Three Valleys rate; and
WHEREAS, the Parties now seek to enter into this Agreement upon the terms and conditions set forth herein.
NOW, THEREFORE, in consideration of the promises and terms contained herein, the receipt, adequacy, and sufficiency of which are hereby acknowledged, CITY and CVWC agree as follows:
1. Term.
The term of this Agreement shall commence on the Effective Date and shall remain in full force and effect for one year (the "Initial Term"). After the Initial Term, the Agreement shall automatically renew for successive one year terms (each a "Renewal Term") unless terminated in accordance with Section 2 below.
2. Termination.
Either Party may terminate this Agreement without cause by providing sixty (60) days prior written notice to the other Party. For a material breach, where a Party gives written notice to the other Party of an alleged material breach and the allegedly breaching Party does not cure that breach within fifteen (15) days after receipt of that written notice. Upon termination, both Parties will share equally the cost to remove the interconnections and related facilities which are described in more detail herein; provided, however, that if the termination of the Agreement is due to the material breach of a Party, the breaching Party shall be fully responsible for the costs to remove the interconnections and related facilities.
{151854/000/00349842} 2
3. Interconnections and Other Facilities.
This Agreement shall include the interconnection between CITY and CVWC and other facilities that are listed below:
A. This is a high-pressure connection at 1478 East Holt Avenue, Covina, which CVWC is connecting to the City of Covina's water main to provide CVWC with emergency water supply. This connection is controlled by an eight-inch Cla-Val. Also, at its sole discretion, an additional smaller Cla-Val may be installed at a future date by CVWC at its sole cost and expense in coordination with future residential development(s) in the area.
Notification to Take Water.
Should CVWC require water, CVWC shall notify the City at the respective contact number identified below:
If to CITY: (626) 384-5235 from 8:00 AM to 4:30 PM
Monday thru Thursday
(626) 712-3803 After Hours Emergency
Dean Dospital: [email protected]
If to CVWC: (626) 332-8935 from 7:00 AM to 4:00 PM
(626) 251-4540 After Hours Emergency,
follow the prompts to report an
emergency.
Tim Pacheco: [email protected]
5. Compensation
CVWC, as the Receiving Party, will pay the City, as the Supplying Party upon receiving an invoice for all water delivered based upon Three Valleys Municipal Water District's treated tier one or two-rate based on consumption for all water supplied to the Receiving Party based on the current month end water rate being charged to the City of Covina from Three Valleys Water District. CVWC shall pay that invoice within thirty (30) days of the date of the invoice.
6, Monthly stand-by charge.
In addition to the compensation listed in Section 5 of this Agreement, CVWC will pay the City the currently published monthly 6" fire connection charge during stand-by (no water use), and in addition will pay the City the currently published monthly domestic 4”-meter charge during the month(s) that the connection is or has supplied water to CVWC.
7. Measurement and Reporting of Amounts Provided.
The amount of water provided at the connection shall be measured by the meter installed at that connection. CITY shall read the meter installed at the connection on a monthly
{151854/000/00349842} 3
basis and shall report any water usage to CVWC by the tenth (10th ) day of the month following the month of such water usage. If within seven (7) days after receipt of such a report of water usage CVWC disputes the accuracy of the reported water usage, the Parties shall meet and confer to determine the accuracy of the subject report. The Parties may thereafter test the meter installed at the connection to determine the accuracy of the meter. If the quantity of water recorded by the meter measures above 105 percent, or below 95 percent, of the actual water passing through the meter, then the report shall be adjusted accordingly and the Parties shall equally divide all costs incurred in testing the meter. If the meter is found to be accurate, i.e., if the quantity of water recorded by the meter does not measure above 105 percent, or below 95 percent, of the actual water passing through the meter, then the Party that disputed the report shall bear all costs incurred in testing the meter. If CVWC does not dispute the report within seven (7) business days of receipt, the quantities set forth on the report are deemed correct and CVWC waives any right to later dispute that report, the quantity of water to be offset under Section 5, above, or any monies determined to be owing under Section 5, above, as a result of water usage reported through that report.
8. Ownership, Construction and Maintenance.
The following describes the nature of ownership for the valve's stations excluding nonvault piping, including vault, control valve, and metering equipment subject to this agreement:
A. Interconnection #1 - CITY shall own and maintain the interconnection up to and including the meter, and CVWC shall own and maintain the Cla-Valve(s). The meters will serve as the point of service for purposes of billing for water use and responsibility for water loss.
Non-vault piping is that pipe installed outside of the vault that connects the interconnection control and meter assembly to each of the Parties' water systems. The interconnection vault will serve as the point of demarcation for the non-vault piping. Nonvault piping located upstream of the vault belongs to the City, and the pipe downstream of the vault belongs to the CVWC for the purpose of performing and paying for maintenance.
With the exception of non-vault piping, future vault and meter repair or replacement costs will be the responsibility of the owner of that interconnection or meter. The meters will be tested no less than once every 4 years and maintained by the owner to an accuracy of plus (+) or minus (-) five percent (5%).
9. Water Quality.
All water to be provided hereunder shall be in compliance with all applicable federal, state and local regulatory water quality requirements pertaining to the production and transmission of water for municipal use.
10. Notice
{151854/000/00349842} 4
Any and all notices or other communications which the Parties shall be required or may elect to provide to the other Party pursuant to this Agreement shall be in writing unless otherwise so agreed. Any notice or communication hereunder shall be sent by (j) electronic mail (receipt confirmed by reply e-mail or by telephone); (ii) personally delivery; (iii) certified or registered mail, postage prepaid, return receipt requested, or (iv) overnight courier service providing evidence of delivery to the other Party at the applicable address set forth below:
If to CITY: City of Covina
Public Works Dept. - Water Division
125 E. College Street
Covina, CA 91723
Tel: (626) 384-5230
If to CVWC: Covina Valley Water Company
Attention: David Michalko, General Manager, or his
successor
146 E College Street,
Covina, CA. 91723
Tel: (626) 332-1502
E-mail: [email protected]
11. Indemnity.
To the fullest extent permitted by law, CVWC 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: (a) arising out of CVWC's acts, omissions or willful misconduct related to this Agreement; (b) injuries to third persons or damage to property caused by the acts or omissions or willful misconduct of the CVWC or any of its employees, contractors, consultants or agents in performing under this Agreement, or (c) any violation of applicable laws, regulations or permits. CVWC shall reimburse the Indemnitees for any and all legal expenses and costs incurred by Indemnitees in connection therewith. The indemnification in this Section 11 shall survive the expiration or termination of this Agreement.
12. Severability
If any provision, paragraph, or subparagraph of this Agreement is adjusted by any court of law to be void or unenforceable in whole or in part, the adjudication shall not be deemed to affect the validity of the remainder of the Agreement, including any other provision, paragraph or subparagraph. Each provision, paragraph, and subparagraph of this Agreement is declared to be separable from every other provision, paragraph and subparagraph and constitutes a separate and distinct covenant.
{151854/000/00349842} 5
13. Modification.
No change or modification of this Agreement shall be valid unless in writing and signed by both Parties. No waiver of any provision of this Agreement shall be valid unless in writing signed by the person or Party to be charged.
14. Compliance with Applicable Laws.
CVWC shall keep itself informed of all local, state and federal ordinances, laws and regulations regarding the provision and delivery of water in its possession pursuant to this Agreement. CVWC 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 CVWC to comply with this section.
15. Conflicts of Interest.
CVWC understands that CITY maintains comprehensive policies and procedures for its employees, including policies prohibiting employees engaging in activities that could create even the appearance of a conflict of interest. CVWC acknowledges the existence of such policies and procedures and affirmatively states that CVWC will take no actions to induce employees to violate such policies.
16. Complete Understanding
This Agreement constitutes the entire agreement between the parties and contains all of the agreements between the Parties with respect to this subject matter. This Agreement cancels and supersedes any and all other agreements, whether oral or in writing, between the Parties with respect to this subject matter.
17. Governing Law
This Agreement shall be subject to and governed by the laws of the State of California without reference to its conflict of laws rules.
18. Headings
The headings in this Agreement are inserted for convenience only and are not to be considered in construction of this Agreement provisions,
19. No Third Party Beneficiaries Intended.
This Agreement is made solely for the benefit of the parties to this Agreement, and no other person or entity may have or acquire a right by virtue of this Agreement.
20. Assignment
Neither Party shall have the right to assign this Agreement without the prior written consent of the other Party.
{151854/000/00349842} 6
21. Limitation of Liability.
Neither Party is responsible for indirect, incidental, special, exemplary, or punitive damages.
22. 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.
23. Authority to Execute Agreement.
The person or persons executing this Agreement on behalf of each Party warrants and represents that he or she has the authority to execute this Agreement on behalf of his or her Party and has the authority to bind his or her Party to the performance of its obligations hereunder.
IN WITNESS WHEREOF, CITY and CVWC have caused this Agreement to be executed by their duly authorized officers as of the Effective Date.
CITY OF COVINA COVINA VALLEY WATER COMPANY
By: ___________________ By: ___________________
Name: Chris Marcarello Name: David P. Michalko
Title: City Manager Title: General Manager
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 13
Meeting: June 16, 2026
Title: Resolution CC 2026-44, Amending the Fiscal Year 2025-2026 Operating Budget and Approving an Appropriation of $50,000 as per a Development Agreement with PKL Investments, LLC
Presented by: Brian K. Lee, AICP, Deputy City Manager/Director of Community Development Recommendation: Adopt Resolution CC 2026-44.
EXECUTIVE SUMMARY/DISCUSSION
As part of the Covina Village Specific Plan development at 1000 N. Azusa Avenue, the City entered into a Development Agreement with PKL Investments, LLC (Ordinance 23-13). Per Section 6 (d) of the Agreement entitled “Permitted Extensions of Commencement and Completion Deadlines”, PKL Investments, LLC submitted a request to extend the Completion Deadline by sixty (60) days and supplied a payment of $50,000 to the City of Covina.
The City intends to use the payment of $50,000 towards City Projects which may include but is not limited to: the Covina Metrolink Connectivity Project (Fiscal Year 2023 Federal Appropriation Authorized through the Community Project Funding/Congressionally Directed Spending Program), the Covina Recreation Village Project, and/or additional Mural Installations within the City’s Town Center area. It is recommended that the Council adopt Resolution CC 2026-44 (Attachment A), appropriating these funds into Community Development Account 1010-4010-55100 to facilitate Community Development-initiated public improvements/tasks.
FISCAL IMPACT:
The receipt and appropriation of $50,000 is from the cash payment to the City of Covina from PKL Investments, LLC, according to the Development Agreement adopted by the City Council on January 16, 2024. The receipt and appropriation of said funds has a net-zero fiscal impact on the General Fund due to the funds originating from the Development Agreement and not from standard General Fund revenues. Resolution CC 2026-44 proposes the following appropriation and amendment to the FY25 Operating Budget:
Account Number Account Title Original
Budget Increase Amended Budget
1010-4010-48990
Community
Development
Revenue – Other
$0 $50,000 $50,000
1010-4010-55100
Community
Development
Buildings & Structures
$0 $50,000 $50,000
CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):
This action is exempt from the California Environmental Quality Act (CEQA).
Respectfully submitted,
ATTACHMENT A
RESOLUTION CC 2026-44
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, AMENDING THE FISCAL YEAR 2025-2026 OPERATING BUDGET, APPROVING THE ACCEPTANCE OF PAYMENT $50,000
FROM EXTENSION PAYMENT FROM PKL INVESTMENTS, LLC AND
APPROPRIATION TO COMMUNITY DEVELOPMENT ACCOUNT 1010-
4010-55100 TO FACILITATE COMMUNITY DFEVELOPMENT
DEPARTMENT PUBLIC BENEFIT PROJECTS
WHEREAS, the City of Covina (“City”) is a municipal corporation duly organized and existing pursuant to the Constitution and laws of the State of California; and WHEREAS, the budget for the City of Covina for the fiscal year commencing July 1, 2025 and ending on June 30, 2026, was approved on May 6, 2025; and WHEREAS, the approved budget is in accordance with all applicable ordinances of the City and all applicable statutes of the State; and WHEREAS, on occasion, the City Council will deem it necessary to amend the Operating Budget to create a new budget allocation in order to facilitate a project the City Council deems necessary and important; and
WHEREAS, those amendments (allocations) to the Budget shall be by approval and memorialized by Resolution of the City Council; and WHEREAS, The City Council of the City of Covina adopted Ordinance 23-13, approving a Development Agreement between the City of Covina and PKL Investments, LLC.; and
WHEREAS, pursuant to Section 6 (D) of the Agreement entitled “Permitted Extensions of Commencement and Completion Deadlines”, PKL Investments, LLC., supplied a payment of $50,000 to the City of Covina; and WHEREAS, the City Council of the City of Covina wishes to establish a new budget allocation to facilitate Community Development Department lead/City Initiated public benefit projects; and
WHEREAS, the appropriation of the $50,000 payment from PKL Investments, LLC., is cost-neutral to the General Fund.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. Amend the fiscal year 2025-2026 Operating Budget as follows:
Resolution CC 2026-44 Page 2 of 2
Account Number Account Title Original
Budget Increase Amended Budget
1010-4010-48990
Community
Development
Revenue – Other
$0 $50,000 $50,000
1010-4010-55100
Community
Development
Buildings &
Structures
$0 $50,000 $50,000
SECTION 2. The City Clerk shall certify to the adoption of this resolution.
APPROVED and PASSED this 16
th day of June, 2026.
City of Covina, California
BY:
HECTOR DELGADO, 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 2026-44 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 16
th day of June 2026, by the following vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
Dated:
FABIAN VELEZ, Chief Deputy City Clerk
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 14
Meeting: June 16, 2026
Title: Sixth Amendment to Agreement Between the City of Covina and Social Vocational Services, Inc. for Cleaning City Park Areas and Restrooms Presented by: Rafael M. Fajardo, Director of Public Works/City Engineer Recommendation: Authorize the City Manager to execute a Sixth Amendment to Agreement Between the City of Covina and Social Vocational Services, Inc. for Cleaning City Park Areas and Restrooms, in an amount not-to-exceed $33,864.00 for a oneyear period between July 1, 2026 and June 30, 2027.
EXECUTIVE SUMMARY/BACKGROUND:
Social Vocational Services, Inc. (SVS) has provided cleaning services for City Park restrooms and related areas since August 10, 2015. The proposed Sixth Amendment to the Agreement between the City of Covina and SVS is necessary for the provision quality service from an existing supplier or vendor that is experienced in maintaining City Park restrooms.
SVS was initially selected to clean City Park restrooms due to the quality of their services. They also offer a critical community function by providing employment opportunities in our region for adults with disabilities. They have consistently provided high-quality work over the years on which staff can depend. Their services provide an essential cleaning function to City Park restrooms and related areas, enabling City Park Maintenance personnel to focus on higher-level operational and larger project work that is best performed in-house by City personnel.
DISCUSSION:
SVS is a 501(c)(3) non-profit organization serving adults with disabilities. SVS provides transportation, supervision, and job coaching to its employees and only invoices the City for wages paid to their employees. Functions of both the current and proposed service remain the same and include/will include collection and disposal of trash, sweeping, mopping floors, cleaning sinks and toilets, mirror cleaning, and toilet paper and towel replenishment when applicable. There may be occasional landscaping, weed removal, light painting, and other special projects performed on an as-requested basis. City Park Maintenance personnel maintains oversight of this organization/agreement.
SVS maintains the restrooms and related areas at Covina, Heritage Plaza, Hollenbeck, Kelby (Sunkist Park), and Wingate (previously Kahler Russell) Parks. In order to continue this essential duty of restroom cleaning services, the Department of Public Works recommends that the City Council authorize, and the City Manager to execute, the Sixth Amendment to Agreement between the City of Covina and SVS for Cleaning City Park Areas and Restrooms (Attachment A) to extend the agreement term through June 30, 2027, and establish the compensation levels for this period.
Granting authorization to the City Manager to execute the proposed Sixth Amendment for City Park restroom cleaning services would enable City Park Maintenance personnel to continue focusing on higher-level operational and larger project work that is best performed by City staff, while ensuring that park patrons continue to receive quality service from SVS, an existing provider experienced in cleaning City Park restrooms and related areas.
FISCAL IMPACT:
The General Fund impact associated with the Sixth Amendment to Agreement between the City of Covina and SVS for Cleaning City Park Areas and Restrooms is $33,864.00. Sufficient funding is included in the FY 2027 Department of Public Works operating budget, approved by City Council on May 5, 2026 (Account No. 1010-2550-52300).
The annual compensation amounts reflected in the proposed Sixth Amendment include Los Angeles County minimum wage increases (CA SB 3) and annual cost of living adjustments for FY 2026-2027.
Service Period Per Month 6-Month Total
July 1, 2026 – December 31,
2026
$2,741.00 $16,446.00
January 1, 2027 – June 30,
2027
$2,903.00 $17,418.00
Total FY 2026-2027 $33,864.00
CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):
The project has been reviewed for compliance with the California Environmental Quality Act (CEQA) and is exempt per Section 15061 (b) (3). The project is covered by the general rule that CEQA only applies to projects that have the potential for causing a significant effect on the environment. The proposed Fourth Amendment to Agreement Between the City of Covina and SVS for Cleaning City Park Areas and Restrooms will not result in any significant effect on the environment.
Respectfully submitted,
SIXTH AMENDMENT TO AGREEMENT BETWEEN THE CITY OF COVINA
AND SOCIAL VOCATIONAL SERVICES FOR CLEANING
CITY PARK AREAS AND RESTROOMS
The Sixth Amendment to Professional Services Agreement is made and entered into as of June 17, 2026 by and between the City of Covina, a California municipal corporation (hereinafter referred to as “City”), and Social Vocational Services, Inc. a Domestic Non-Profit (hereinafter referred to as "Consultant"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:
1. This Sixth Amendment is made with respect to the following facts and purposes:
A. On August 10, 2015, the City and Consultant entered into that certain Professional Services Agreement for cleaning of City Park areas and restrooms in the amount of Nine Hundred Sixty-Nine Dollars ($969) per month.
B. Since August 10 2015, the City and Consultant have used the existing Agreement to allow for continued services while the City and Consultant worked to amend the Agreement to allow for annual cost increases by the consultant. This Amendment to Agreement will extend the term of the Agreement until June 30, 2027, with cost increases to the monthly fee payments to compensate for wage increases and worker productivity.
C. On July 17, 2017, the City and Consultant entered into the First Amendment to modify the scope of work, extend the term of the Agreement to June 30, 2020, and increase the not-to-exceed compensation in the amount of Sixty-One Thousand, Six Hundred Twenty Dollars ($61,620) over Fiscal Years 17/18, 18/19, 19/20. The total Agreement amount shall not exceed the original contract amount from 2015-2017 of $25,581.60 plus the next 3 consecutive years of $61,620 for a total amount not-to-exceed Eighty-Seven Thousand, Two Hundred One Dollars and Sixty Cents. ($87,201.60).
D. On June 16, 2020 the City and Consultant entered into the Second Amendment to extend the term of the Agreement to June 30, 2023, and increase the compensation in the amount of $24,156 for Fiscal Year 2021, $26,004 for Fiscal Year 2022, and $27,864 for Fiscal Year 2023 for Second Amendment amount not-to-exceed $78,024 over the next three consecutive fiscal years. The total Agreement amount shall not exceed the original contract amount from 2015-2017 of $25,581.60 plus the First Amendment total of $61,620 for a total amount notto-exceed $165,225.60 E. On July 18, 2023 the City and Consultant enterd into the Third Amendment to extend the term of the Agreement to June 30, 2024 and increase the compensation in the amount of $29,994 for Fiscal Year 2024, for an amount not-to-exceed Twenty-Nine Thousand Nine Hundred Ninety-Four Dollars ($29,994) over the next fiscal year. The total Agreement amount shall not exceed the original contract amount from 2015-2017 of $25,581.60 plus the First Amendment total of $61,620 and Second Amendment total of $78,024 for a total amount not-toexceed One Hundred Ninety-Five Thousand Two Hundred Nineteen Dollars and Sixty Cents ($195,219.60).
F. On June 4, 2024 the City and Consultant enterd into the Fourth Amendment to extend the term of the agreement to June 30, 2025 and increase the compensation in the amount of $30,960 for Fiscal Year 2025, for an amount not-to-exceed Thirty Thosand Nine Hundred Sixty Dollars ($30,960). The total Agreement amount shall not exceed the original contract amount from 2015-2017 of $25,851.60 plus the First Amendment total of $61,620, Second Amendment total of
ATTACHMENT A
$78,024, and Third Amendment total of $29,994, and Fourth Amendment total for a total amount not-to-exceed Two Hundred Twenty Six Thousand One Hundred Seventy-Nine Dollars and Sixy Cents ($226,179.60).
G. On June 16, 2025 the City and Consultant enterd into the Fifth Amendment to extend the term of the agreement to June 30, 2026 and increase the compensation in the amount of $32,412 for Fiscal Year 2026, for an amount not-to-exceed Thirty Two Thosand Four Hundred Twelve Dollars ($32,412). The total Agreement amount shall not exceed the original contract amount from 2015-2017 of $25,851.60 plus the First Amendment total of $61,620, Second Amendment total of $78,024, and Third Amendment total of $29,994, and Fourth Amendment total to $30,960 and Fifth Amendment for a total amount not-to-exceed Two Hundred Fifty Eight Thousand Five Hundred Ninety One Dollars and Sixty Cents ($258,591.60).
H. Now the parties now desire to extend the term of the Agreement to June 30, 2027, increase the compensation in the amount of $33,864 for Fiscal Year 2027, for the Sixth Amendment to the Agreement. The total Agreement amount shall not exceed the original contract amount from 2015-2017 of $25,581.60, plus the First Amendment total of $61,620, Second Amendment total of $78,024, Third Amendment total of $29,994, Fourth Amendment total of $30,960, the Fifth Amendment total of $32,412, and Sixth Amendment total for a total amount not-to-exceed Two Hundred Ninety Two Thousand Four Hundred Fifty Five Dollars and Sixy Cents ($292,455.60).
2. The Term of Agreement is hereby amended to read as follows:
A. Section 3.1.2 “Term of Agreement”. The term of this Agreement shall be from the Effective Date through June 30, 2027 unless sooner terminated as provided in Section 3.4 of this Agreement.
3. Paragraph A of Section 3.3.1 of the Agreement entitled “Compensation” is hereby amended to read as follows:
A. Compensation. As full compensation for Consultant’s services provided under this Agreement, City shall pay Consultant the total sum over the period of the next fiscal year of $33,864 as set forth in the Approved Fee Schedule, attached hereto as Exhibit B. Any terms in Exhibit B, other than the payment rates and schedule of payments are null and void.
4. Exhibit A and B to the Agreement is hereby amended by adding the items set forth on Exhibit A to this Amendment, which is attached hereto and incorporated herein as though set forth in full.
5. Except for the changes specifically set forth herein, all other terms and conditions of the Agreement shall remain in full force and effect. [SIGNATURE PAGE FOLLOWS]
The parties, through their duly authorized representatives, are signing this Sixth Amendment on the date stated in the introductory clause.
City:
City of Covina,
a California municipal corporation
By:
Name: Chris Marcarello
Title: City Manager
ATTEST:
By:
Name: Fabian Velez
Title: Chief Deputy City Clerk
Consultant:
Social Vocational Services, Inc.
a Domestic Non-Profit Corporation
By:
Name: Pam Stephenson
Title: Director of Operations
By:
Name: Edward Dawson
Title: Executive Director
(Two signatures of corporate officers required
for corporations under Corporations Code
Section 313, unless corporate documents
authorize only one person to sign this
Agreement on behalf of the corporation.)
EXHIBIT A
SCOPE OF SERVICES
Attached hereto and incorporated herein is the additional scope of work.
Cleaning City Park areas and restrooms at:
• Hollenbeck Park (except baseball field)
• Covina Park
• Heritage Plaza
• Kelby Park (Sunkist Park)
• Wingate Park (Formerly Kahler Russell Park)
• Cougar Park
Duties will include:
• Cleaning restrooms, including collecting and disposing of trash, sweeping, mopping floors, cleaning sinks and toilets, cleaning mirrors and replenishing toilet paper and towels where applicable.
• Occasional light landscaping, weed removal, light painting and other special projects may be performed.
• Cleaning equipment is supplied by SVS (mops, brooms, etc.) • Supplies provided by the City include terry towels, squeegee, and gloves along with replacement paper towels, trash can liners, toilet paper, and trash can liners The schedule will be Monday through Friday from 8:30 a.m. to 11:30 a.m. for a total of two and a half (2.5) hours daily.
EXHIBIT B
PARTICIPATION AGREEMENT AND COMPENSATION
SVS CIS 455 10/06, 01/10, 08/15, 01/16,10/16
Participation Agreement
Community Inclusion Services (CIS)
This agreement, effective 7/1/26 is between Employ America (EA), a division of SVS and:
Employer Name: City of Covina – Public Works
Address: 534 N. Barranca St.,
Covina, CA 91723
Phone, Fax: (626) 384-5483
Billing E-Mail: [email protected]
[email protected]
Contact Person: Valerie Cortez, Management Analyst
Frank Cisneros, Park Maintenance Supervisor
Social Vocational Services (SVS) will provide trainees and supervision of trainees according to the following mutually agreed upon terms:
1. SVS will provide the employer with pre-screened workers supervised by SVS staff. The usual configuration of a CIS group is either 3 clients with one supervisor or 6-7 clients with 2 supervisors. The group will work according to the following schedule (if days and hours are flexible, please indicate below):
Days/week: Mon-Fri Hours/day: 2.5 Start time: 8:30am End time: 11:30am
2. Training and supervision of workers will be provided by SVS staff who together with their Program Directors will serve as a liaison between the Employer and SVS to ensure satisfaction and compliance with this Agreement. Workers’ Compensation Insurance for SVS employees and Liability Insurance for the work is provided by SVS.
3. Description of work to be performed by SVS (include specific duties, responsibilities and tasks as well as equipment and supplies that are to be used):
Cleaning City Park areas and restrooms at:
• Hollenbeck Park (except baseball
field)
• Covina Park
• Heritage Plaza
• Kelby (Sunkist Park)
• Wingate Park
• Cougar Park
Duties will include:
Collecting trash & debris and disposing into trash receptacles, removing liners that are full, placing them in larger dumpsters and replacing trash receptacle liners.
Cleaning restrooms including collecting and disposing of trash, sweeping, mopping floors, cleaning sinks and toilets, cleaning mirrors and replenishing toilet paper and towels where applicable.
Occasional light landscaping, weed removal, light painting and other special projects may be performed.
SVS EA 455 2/06, 08/15, 01/16, 6/20, 5/22 Page 2 of 3
4. SVS office responsible for this contract:
Program Director: Laura Felix-Polino
SVS Office Address: 5200 Irwindale Ave., Suite 168
Irwindale, CA 91706
Phone/Email: (626) 960-1828, [email protected]
5. Training of SVS staff to job specifications will occur according to the following plan:
✓ SVS will arrange for the supervising staff person to report to the Employer at a pre-scheduled time (at least one week prior to the contract start date) to receive training and information regarding work skills required, employer rules/policies and any interpersonal skills necessary to adapt to the work environment. This information will be conveyed to all workers individually and in daily group meetings during the first two weeks of work. ✓ If the Employer chooses, SVS workers and their supervisors may attend an orientation and introduction to the workplace prior to start of the contract. ✓ The SVS supervisor will be responsible for quality control. Sample inspections of all work performed will occur daily. SVS administrative staff will complete a site visit at least once per month to review overall performance and compliance.
6. Billing for SVS services will be:
July 1, 2026 – December 31, 2026
January 1, 2027 – June 30, 2027
$2741. per month
$2903. per month*
*based on anticipated increase to CA minimum wage. Rate will be adjusted if there is a change.
Billing will be monthly and is due and payable upon receipt. If you would like to pay by Visa or MasterCard, please contact our Client Contracts Biller at 310-944-3303, ext. 146. If you prefer to pay by check, please make it payable to Employ America and send to:
Employ America
Attn: CCB – Accounts Receivables
3555 Torrance Blvd.
Torrance, CA 90503
Any bill not paid within 60 days of receipt will be subject to a late charge.
7. SVS personnel generally observe 9 non-working holidays during the year. Any and all variations to this schedule must be specified below:
SVS Holidays (cross off if not applicable)
New Year’s Day Memorial Day Thanksgiving
Martin Luther King Day Independence Day Thanksgiving Friday Presidents’ Day Labor Day Christmas Day
Additional Employer Holidays (if any)
SVS EA 455 2/06, 08/15, 01/16, 6/20, 5/22 Page 3 of 3
8. This agreement will remain in force unless amended or cancelled by either party, with 30 days written notice. Annually, the performance and costs associated with this agreement will be reviewed by both parties and a new Personnel Leasing Agreement (PLA) signed if necessary.
Matt Guerrero
EA Associate Director of
Employment Services
Date Johnnie Martinez
SVS Regional Director
Date
Company Representative (Name and Title, Please Print)
Company Representative (signature) Date
SVS Employer Identification Number: 95-3284250
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 15
Meeting: June 16, 2026
Title: Professional Services Agreement with West Coast Arborists, Inc. for Citywide Tree Care and Maintenance Services
Presented by: Rafael M. Fajardo, Director of Public Works/City Engineer Recommendation: Authorize the City Manager to execute a Professional Services Agreement with West Coast Arborists, Inc. for Citywide Tree Care and Maintenance Services for the period of July 1, 2026, through June 30, 2029, with the option of (2) two-year extension upon mutual consent of both the City and West Coast Arborists, Inc. in an amount not-to-exceed $238,000 each year for the first two years and an annual COLA not-to-exceed the Los Angeles-San Bernardino County Consumer Price Index for each year thereafter.
EXECUTIVE SUMMARY/BACKGROUND:
West Coast Arborists, Inc. has provided the City of Covina with above satisfactory tree care and maintenance services for street and park trees since September 1999. Services include tree trimming, planting, maintenance, watering, emergency call-out services, and administration of ArborAccess, the City’s street and park tree inventory system.
On July 1, 2021, the City entered into a Professional Services Agreement with West Coast Arborists, Inc. (West Coast) to perform the City’s street and park tree maintenance. The original term for tree care and maintenance services was for the period of July 1, 2021 through June 30, 2024, with the option of two one-year extensions at the City’s sole discretion. Subsequent to City Council approval, the City exercised its two-year extension of this agreement and the current contract will expire June 30, 2026.
DISCUSSION:
In preparation for the expiration of this agreement, the Department researched joint purchasing agreements with other governmental entities to determine if a “piggyback” opportunity exists that is in compliance with the City’s Purchasing Code (CMC Sections 2.20.100 through 2.20.160).
When it is to the City’s advantage, CMC Section 2.20.210.B. (Joint Purchasing Agreements with Other Governmental Entities) allows the City Manager to waive the formal bid procedure prescribed in CMC Sections 2.20.100 through 2.20.160 in the following instance:
Supplies, vehicles, equipment or services can be purchased from a vendor offering the same prices, terms and conditions as in a previous award from the City or another governmental entity either by competitive bid or through a negotiated process. (Ord. 16- 2051 § 1, 2016.)
Based on this review, it was determined that the City of Rosemead recently conducted a formal bid process to select a street and park tree maintenance contractor which includes the necessary contract language that allows other agencies the opportunity to piggyback onto this contract (Attachment A).
Other agencies, such as the cities of Delmar, Santa Clarita, Coachella, have recently piggybacked as
a means to ensure competitive bidding and to streamline efficiencies for the procurement of street and park tree maintenance services.
Staff engaged the successful vendor, West Coast Arborists, Inc. (WCA), and they have agreed to extend the terms of the City of Rosemead agreement to the City of Covina. Staff has evaluated the services of WCA who is the City’s current service provider, WCA has provided street and park tree maintenance for the City and their performance has been outstanding. As such, staff recommends the City Council authorize the City Manager to execute a new Piggyback Authorization Letter with WCA (Attachment B) for tree care and maintenance services for the period of July 1, 2026, through June 30, 2029, with the option of (2) two-year extension upon mutual consent of both the City and WCA in an amount not-to-exceed $238,000 each year for the first two years and an annual COLA not to exceed the Los Angeles-San Bernardino County Consumer Price Index for each year thereafter.
FISCAL IMPACT:
The fiscal impact associated with this Agreement is $238,000 for FY 26-27. There are sufficient funds to cover the routine grid cycle and sufficient discretionary funds to use in cases of emergency or unanticipated services.
General Fund- Street Maintenance (1010-2200-52330) $196,000 General Fund- Park Maintenance (1010-2550-52320) $35,000 Landscape District- Tree Maintenance (2720-2250-52330) $5,000 Water - Tree Site Maintenance (6010-5060-52427) $2,000
Total Contract Amount FY 26-27 $238,000
CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):
City staff has determined that taking the award of contract for tree care and maintenance services would not result in, or have a potential for resulting in, either a direct or indirect physical change in the environment, or a reasonably foreseeable indirect physical change in the environment; and, accordingly, does not qualify as a "project" under the California Environmental Quality Act (CEQA) (Cal.
Pub. Resources Code, § 21000 et seq.) and the CEQA Guidelines (Cal. Code Regs., tit. 14, § 15000 et seq.), as defined in CEQA Section 21065 and CEQA Guidelines Section 15378. Alternatively, City staff has determined that even if the award of contract were to qualify as a project, the contract award would be categorically exempt from CEQA and the CEQA Guidelines in accordance with Section 15301(h) of the CEQA Guidelines (Existing Facilities - Class 1). 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 City’s contract award, including the maintenance of existing landscaping. City staff recommends that the City Council review staff's determinations of exemption, and based on its own independent judgment, concur in the staff's determinations of exemption.
Respectfully submitted,
ATTACHMENT
A
"PIGGYBACK" CONTRACT AUTHORIZATION
The parties to this "PIGGYBACK" CONTRACT do mutually agree to the use of the Contract listed below:
Contract/ Project Name: City Wide Tree Care and Maintenance Services City of Rosemead authorizes City of Covina to piggyback on the above referenced contract with West Coast Arborists, Inc. The following documents have been provided to City of Covina:
1. Original Contract
2. Award Letter
3. Renewal Amendment (if applicable)
Original Contracting Entity:
City of Rosemead
8838 E. Valley Boulevard
Rosemead, CA 91770
Contractor shall honor and provide the City of Covina with all pricing, terms and conditions and scope of services as those listed in the above referenced contract originally entered into with City of Rosemead. The parties to this Contract are the City of Covina and the following named Contractor:
Contractor Contractor Primary Contact
West Coast Arborists, Inc. Name: Victor Gonzalez, M.A.
2200 E Via Burton Street Phone:(714) 412-4225
Anaheim, CA 92806 Email: [email protected]
The effective date of the contract is July 1, 2026, and terminates on June 30, 2029, with the option of two-year extension upon mutual consent of both the City and West Coast Arborists, Inc.
Chris Marcarello, City Manager Victor Gonzelez, Vice President
Date: Date:
City of Covina shall provide West Coast Arborist Inc. with a purchase order which shall constitute a contract.
C I T Y O F C O V I N A
125 East College Street ⚫ Covina, California 91723-2199 www.covinaca.gov
ATTACHMENT B
1 Grid Prune Each $72.00
2 Block Prune Each $140.00
3 Svc Rqst Prune 0-6 DSH Each $52.00
4 Svc Rqst Prune 7-12 DSH Each $100.00
5 Svc Rqst Prune 13-18 DSH Each $150.00
6 Svc Rqst Prune 19-24 DSH Each $200.00
7 Svc Rqst Prune 25-30 DSH Each $250.00
8 Svc Rqst Prune 31+ DSH Each $300.00
9 Raise/Clearance Prune 0-12 DSH Each $45.00
10 Raise/Clearance Prune 13-24 DSH Each $95.00
11 Raise/Clearance Prune 25+ DSH Each $120.00
12 Date Palm Prune Each $225.00
13 Fan Palm Prune Each $72.00
14 Palm Prune, all other species Each $72.00
15 Date Palm Trunk Clean Foot $40.00
16 Fan Palm Trunk Clean Foot $25.00
17 Tree & Stump Removal 0-24 DSH Inch $40.00
18 Tree & Stump Removal 25+ DSH Inch $60.00
19 Stump Grinding Inch $20.00
20 Plant 15 Gallon Tree Each $225.00
21 Plant 24" Box Tree Each $425.00
22 Plant 36" Box Tree Each $1,100.00
23 Tree Watering Man Hour $100.00
24 Milling Lumber Foot $20.00
25 Root Prune Foot $30.00
26 Root Barrier Installation Foot $30.00
27 Arborist Report Man Hour $175.00
28 Resistograph Testing Man Hour $175.00
29 Ground Penetrating Radar Man Hour $175.00
30 Air Spade Services Man Hour $175.00
31 Fumigation Services Man Hour $175.00
32 Fertilization Services Man Hour $175.00
33 Level 1,2,3 Risk Assessment Man Hour $175.00
34 Soil Testing/Enchancement Man Hour $175.00
CITY OF COVINA
Item
Schedule of Compensation for Year 2026 - 2027
Tree Maintenance Services performed by WCA, Inc.
Description Unit Proposed Prices
Printed on: 4/1/2026 10:12:15 AM Page 414 of 1114 Page 1 of 2 35 Citywide Tree Risk Survey - per tree Each $10.00
36 GPS Tree Inventory Each $3.00
37 Canopy Spray - ground Inch $12.00
38 Canopy Spray - aerial Inch $12.00
39 Trunk Banding - insecticide/fungicide Inch $12.00
40 Trunk Banding - PGR Inch $12.00
41 Soil Application - insecticide/PGR Inch $12.00
42 Soil Application - insecticide/fungicide Inch $12.00 43 Soil Injection - fertilization Inch $12.00
44 Soil Drenching - fertilization Inch $12.00
45 Trunk Injection - insecticide/miticide Inch $12.00
46 Trunk Injection - fungicide Inch $12.00
47 Trunk Injection - Combo Inch $12.00
48 Injection - avermectin class insecticide Inch $12.00 49 Crane Rental Hour $200.00
50 95' Aerial Tower Rental Hour $200.00
51 Loader or Bobcat Rental Hour $150.00
52 Crew Rental - per crew member Man Hour $100.00
53 Emergency Response - bus hrs Man Hour $125.00
54 Emergency Response - after hrs Man Hour $150.00
The proposed rates reflect the same rates from the City of Rosemead's formal competitive bid which WCA was successfully awarded. We would be glad to offer these same rates effective 07/01/2026. The rates will remain valid for 12 months.
CITY OF COVINA
Item
Schedule of Compensation for Year 2026 - 2027
Tree Maintenance Services performed by WCA, Inc.
Description Unit Proposed Prices
Printed on: 4/1/2026 10:12:15 AM Page 415 of 1114 Page 2 of 2
City of Covina – Upgraded Tree Trim Cycles FY 26-29
ATTACHMENT
C
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 16
Meeting: June 16, 2026
Title: City Hall Roof Repair Project – Final Acceptance and Filing Notice of Completion Presented by: Rafael M. Fajardo, Director of Public Works/City Engineer Recommendation: 1. Accept the work performed by Titans Roofing Corporation; and
2. Authorize the City Clerk to file a Notice of Completion for the City Hall Roof Repair Project.
EXECUTIVE SUMMARY/BACKGROUND:
On April 7, 2026, the City Council approved a contract with Titans Roofing Corporation in the amount of $41,219.00 with a project scope that included seal drain repair and replacement of metal coping outlining the eastern wing of City Hall’s roof structure.
Over the past several years, the roof at City Hall has required routine repairs for leaks and other damage as a result of aging and deterioration. Periodic maintenance has helped preserve the integrity of the structure and prevent additional damage while also safeguarding against severe weather. The most recent repairs have fortified the structure in its most vulnerable areas above Public Works Department offices and conference rooms. All sites, including furniture and carpet that were previously susceptible to water damage, are now protected from inclement weather in the future.
DISCUSSION:
During project construction, wood rot affecting several sections of the building along the eastern wing and the hallway leading to the west wing was discovered and impacted sections were replaced with new wood. Roof repairs in these specific areas could not continue without replacement of the wood and, as such, a change order in the amount of $2,775 was approved for full removal of the wood rot and replacement of the damaged sections. These unforeseen circumstances were offset by the project contingency amount of $4,000, approved at time of contract award.
FISCAL IMPACT:
Funding for this project was available in the Public Works Department Operational Budget, Building Maintenance Budget (Account No. 70206100-52400), approved as part of the Fiscal Year 2025-2026 Citywide Budget at City Council on May 6, 2025.
The project summary is as follows:
Item Amount
Contract – Titans Roofing Corporation $41,219.00
Change Order No. 1 $2,775.00
Final Fiscal Impact $43,994.00
Project Balance $1,225.00
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,
RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO:
NAME City of Covina
STREET ADDRESS 125 E College Street
CITY Covina
STATE CA
ZIP CODE 91723
SPACE ABOVE THIS LINE FOR RECORDER’S USE
NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 9204, must be filed within 15 days after completion. (See reverse side for complete requirements.) Notice is hereby given that:
1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described:
2. The full name of the owner is The City of Covina .
3. The full address of the owner is 125 E College Street, Covina, CA 91723 .
4. The nature of the interest or estate of the owner is: In fee. (If other than Fee, strike “in fee” and insert, for example, “purchaser under contract of purchase”, or “Lessee”)
5. The full names and full addresses of all persons, if any, who hold title with the undersigned as joint tenants or as tenants in common are:
NAMES ADDRESSES
6. The full names and full addresses of all the predecessors in interest of the undersigned, if the property was transferred subsequent to the commencement of the work or improvements herein referred to:
NAMES ADDRESSES
7. A work of improvement on the property hereinafter described was completed on: May 15, 2026 . The work done was:
City Hall Roof Repair Project
8. The names of the contractor, if any, for such work improvement was:
Titans Roofing Corporation April 7, 2026
(If no contractor for work of improvement as a whole, insert “None”) (Date of Contract)
9. The property on which said work of improvement was completed in the City of: Covina County of Los Angeles , State of CA , and is described as follows:
City Hall Roof Repair Project
10. The street address of said property is 125 E College Street Covina, CA 91723 (If no street address has been officially signed, insert “None”.) Dated June 16, 2026
Fabian Velez, Chief Deputy City Clerk, City of Covina
VERIFICATION
I, the undersigned, say: I am the City Engineer The declarant of the foregoing Notice of Completion; (President of, Manager of, Partner of, Owner of)
I have read said Notice of Completion and know the contents thereof; the same is true to my own knowledge. I declare under penalty of perjury that the foregoing is true and correct.
Executed on June 16, , 2026 at Covina , California .
Rafael M. Fajardo, City of Covina
ATTACHMENT A
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 17
Meeting: June 16, 2026
Title: Eight Amendment to the Agreement between MRH & Associates and the City of Covina
Presented by: Ric Walczak, Chief of Police
Recommendation: Approve the Eighth Amendment to the agreement between MRH & Associates LLC and the City of Covina and authorize the City Manager or his designee to execute the amendment.
EXECUTIVE SUMMARY:
The current agreement with MRH & Associates LLC provides the City of Covina with a Homeland Security and Emergency Services Coordinator and is set to expire on June 30, 2026. This eighth amendment is to extend the agreement to June 30, 2027.
DISCUSSION:
Since October 2018, MRH & Associates (Consultant) has been assisting the City of Covina with emergency operations center training and exercises to ensure the City is able to respond to emergencies and to continue providing services with minimal or no disruption during unusual incidents/events.
The purpose of this request is to align the city and consultant with contemporary security challenges requiring collaboration with Federal Emergency Management Administration (FEMA), Department of Homeland Security (DHS), Federal Bureau of Investigation (FBI) and the Joint Regional Intelligence Center (JRIC). In light of upcoming national events, the title of Homeland Security and Emergency Services Coordinator positions the consultant to participate in National Security classified briefings that may impact the city.
The Homeland Security and Emergency Services Coordinator will report directly to the Covina Chief of Police and liaise with the Los Angeles County Fire Department.
The current annual city budget for emergency services is $80,000 and will be the same amount for FY 26-27. Consultant will again work four (4) days EOC staffing @ five (5) hours daily, and twenty (20) hours per week. The $80,000 will cover this contract cost as well as contingency work.
The following scope of services is proposed:
HOMELAND SECURITY
Maintain active liaison with local, state and federal law enforcement agencies regarding allhazards incidents, criminal and terrorism intelligence. Attend relevant local, state and federal agencies meetings and training sessions. Remain informed regarding emerging threats and best practices that may impact the city. Represent the city regionally during upcoming special events requiring coordination and preparedness.
Represent the city during special event planning involving security-related incidents.
Serve as the city’s representative during classified briefings with the FBI, Joint Terrorism Task Force meetings.
Liaise with the JRIC to ensure timely intelligence sharing that provides situational awareness to emerging incidents.
Provide ad hoc briefings to the City Manager, Chief of Police, city elected officials and other directors regarding significant events designated as For Official Use Only (FOUO). Assist the Chief of Police and Information Technology Section in evaluation and development of a real-time operations center including review of manufactures, emerging technologies, integration platforms and Unmanned Aerial Systems.
Assist Covina Police Department in delivering community presentations regarding Homeland Security and Emergency Preparedness topics.
Assist the Covina Police Department in homeland security related training. Attend appropriate homeland security training as approved by the Chief of Police.
EMERGENCY SERVICES
Collaborate with all city directors, including Fire and Police personnel in the development and management of the city’s Emergency Operations Center (EOC). Identify and maintain an updated city-wide EOC Cadre. Coordinate Standardized Emergency Management System (SEMS) and Incident Command System (ICS) training for all EOC Cadre members and city employees. Organize and conduct annual EOC tabletop exercises for EOC Cadre personnel to ensure preparedness and resilience.
Assist in the development of Event and Incident Action Plans as needed. Manage the updates of the city’s Emergency Operations Plan (EOP) and associated appendices.
Review the FEMA-required Hazard Mitigation Plan (HAZMIT). Mentor designated personnel to assume the role of Homeland Security and Emergency Services Coordinator.
Function as advisor to the Director of Emergency Services (City Manager), Chief of Police and City Attorney during emergency situations.
Liaise with local, state and federal agencies involved in emergency preparedness and response. Participate in Area D Disaster Management meetings to enhance regional collaboration. Attend appropriate emergency preparedness training as approved by the Chief of Police. Provide ad hoc briefings to the City Manager, Chief of Police, city elected officials and other directors regarding emergency preparedness.
FISCAL IMPACT:
No additional fiscal impact. $80,000 is already appropriated in the FY 2026-27 budget under 1010-1700 51005.
CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):
Not applicable.
Respectfully submitted,
ATTACHMENT A
EIGHTH AMENDMENT TO AGREEMENT BETWEEN THE CITY OF COVINA AND
MRH & ASSOCIATES LLC
THIS EIGHTH AMENDMENT is made and entered into as of July 1, 2026 by and between the City of Covina, a California municipal corporation (hereinafter referred to as “City”), and MRH & Associates LLC, a Limited Liability Company (hereinafter referred to as "Consultant"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:
1. This Eighth Amendment is made with the respect to the following facts and purposes:
a. On October 1, 2018, the City and Consultant entered into that certain Professional Services Agreement for Emergency Operations Center training and assistance in the amount of $50,000.
b. On August 20, 2019, The City and Consultant entered into the First Amendments to that certain Professional Services Agreement to extend the term of the agreement to October 1, 2020 and to increase compensation in the amount of $50,000 for a total not-to-exceed Agreement amount of $100,000.
c. On June 2, 2020 the City and Consultant entered into the Second Amendment to that certain Professional Services Agreement to extend the term of agreement to June 30, 2021 and to increase the compensation in the amount of $100,000 for a new total agreement amount not to exceed $200,000 and to amend the Agreement as set forth in the Second Amendment.
d. On July 1 , 2021 the City and Consultant entered into the Third Amendment to that certain Professional Services Agreement to extend the term of agreement to June 30, 2022 and to increase the compensation in the amount of $50,000 for a new total agreement amount not to exceed $250,000 and to amend the Agreement as set forth in the Third Amendment. e. On July 1, 2022 the City and Consultant entered into the Fourth Amendment to extend the term of agreement to June 30, 2003 and to increase the compensation in the amount of 50,000 for a new amout of $300,000 and to amend the Agreement as set forth in the Fouth Amendment.
f. On July 1, 2023 the City and Consultant entered into the Fifth Amendment to extend the term of agreement to June 30, 2024 and to increase the compensation in the amount of $50,000 for a new amout of $350,000 and to amend the Agreement as set forth in the Fifth Amendment.
g. On July 2, 2024 the City and Consultant entered into a Sixth Amendment to extend the terms of agreement to June 30, 2025 and increase the compensation in the amount of $50,000 for a new amount of $400,000 and to amend the agreement as set forth in the Sixth Amendment.
h. On February 18, 2025 the City and Consulant entered into a Seventh Amendment to extent the terms of agreement to June 30, 2026, to increase compensation in the amount of $80,000 for a new total agreement not to exceed $480,000, to amend the scope of service and amend the title of consultant representative.
2 12923/0001/1924106-1
i. The parties now desire to extent the agreement to June 30, 2027 as set forth in this Eight Amendment
2. Section 1 of the Agreement entitled “TERM OF AGREEMENT” is hereby amended to read as follows:
“The term of this Agreement shall be from the Effective Date of July 1, 2026 through June 30, 2027, unless sooner terminated as provided in Section 12 of this Agreement. The City may, upon mutual agreement, extend this Agreement for one (1) additional one year terms.” . 3. Except for the changes specifically set forth herein, all other terms and conditions of the Agreement shall remain in full force and effect.
The parties, through their duly authorized representatives, are signing this Eighth Amendment on the date stated in the introductory clause.
City:
City of Covina,
a California municipal corporation
By:
Name: Chris Marcarello
Title: City Manager
ATTEST:
By:
Name: Fabian Velez
Title: Chief Deputy City Clerk
Consultant:
MRH & Associates LLC
A Limited Liability Company
By:
Name: Michael R. Hillmann
Title:
By:
Name:
Title:
(Two signatures of corporate officers required
for corporations under Corporations Code
Section 313, unless corporate documents
authorize only one person to sign this
Agreement on behalf of the corporation.)
3 12923/0001/1924106-1
Exhibit A
Approved Fee Schedule
2. As full compensation for consutaltant’s services provided under this agreement, City shall pay consultant at a rate of $80/hour for work performed
4 12923/0001/1924106-1
Exhibit B
Scope of Services
HOMELAND SECURITY
Maintain active liaison with local, state and federal law enforcement agencies regarding all-hazards incidents, criminal and terrorism intelligence. Attend relevant local, state and federal agencies meetings and training sessions. Remained informed regarding emerging threats and best practices that may impact the city.
Represent the city regionally during upcoming special events requiring coordination and preparedness.
Represent the city during special event planning involving security-related incidents. Serve as the city’s representative during classified briefings with the FBI, Joint Terrorism Task Force meetings.
Liaise with the JRIC to ensure timely intelligence sharing that provides situational awareness to emerging incidents.
Provide ad hoc briefings to the City Manager, Chief of Police, city elected officials and other directors regarding significant events designated as For Official Use Only (FOUO). Assist the Chief of Police and Information Technology Section in evaluation and development of a real-time operations center including review of manufactures, emerging technologies, integration platforms and Unmanned Aerial Systems. Assist Covina Police Department in delivering community presentations regarding Homeland Security and Emergency Preparedness topics.
Assist the Covina Police Department in homeland security related training. Attend appropriate homeland security training as approved by the Chief of Police.
EMERGENCY SERVICES
Collaborate with all city directors, including Fire and Police personnel in the development and management of the city’s Emergency Operations Center (EOC). Identify and maintain an updated city-wide EOC Cadre. Coordinate Standardized Emergency Management System (SEMS) and Incident Command System (ICS) training for all EOC Cadre members and city employees. Organize and conduct annual EOC tabletop exercises for EOC Cadre personnel to ensure preparedness and resilience.
Assist in the development of Event and Incident Action Plans as needed. Manage the updates of the city’s Emergency Operations Plan (EOP) and associated appendices.
Review the FEMA-required Hazard Mitigation Plan (HAZMIT).
5 12923/0001/1924106-1
Mentor designated personnel to assume the role of Homeland Security and Emergency Services Coordinator.
Function as advisor to the Director of Emergency Services (City Manager), Chief of Police and City Attorney during emergency situations.
Liaise with local, state and federal agencies involved in emergency preparedness and response.
Participate in Area D Disaster Management meetings to enhance regional collaboration. Attend appropriate emergency preparedness training as approved by the Chief of Police. Provide ad hoc briefings to the City Manager, Chief of Police, city elected officials and other directors regarding emergency preparedness.
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 18
Meeting: June 16, 2025
Title: Adopting a Records Retention Schedule and Authorizing the Destruction of Certain City Records
Presented by: Fabian Velez, Chief Deputy City Clerk
Desiree Jimenez, Deputy City Clerk/Records Manager
Recommendation: 1. Adopt Joint Resolution CC 2026-46 rescinding Resolution CC 2025-58 and adopting a Records Retention Schedule; and
2. Adopt Resolution CC 2026-47 authorizing the destruction of certain City records.
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 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.
The Departments of Finance, Human Resources, City Clerk/Records Management, Community Development (Code Enforcement & Planning), Parks & Recreation/Library Services, Police Department, and Public Works, have completed a review of files to determine which records have met their retention and are eligible for destruction per the City’s Record Retention Schedule. Records to be destroyed with the consent of the City Attorney are detailed in Exhibit A to Resolution CC 2026-46.
Therefore, staff recommends that the City Council adopt Resolution CC 2026-47 authorizing the destruction of obsolete records.
FISCAL IMPACT:
There is no fiscal impact to adopt the updated retention schedule; however, there is a nominal cost of $400 per fiscal year, which was included in the Fiscal Year 2025-26 budget, account no. 1010-0700- 51005 for the subscription to provide an annual update and unlimited advice.
A nominal fee is also associated with the destruction of obsolete records, which is based on the number of boxes destroyed. Funding for document destruction has been authorized and budgeted within Fiscal Year 2025-26 under accounts within each participating department.
CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):
Not applicable.
Respectfully submitted,
ATTACHMENT A
RESOLUTION CC 2026-46
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 2025-58 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
• April 2, 2024, Resolution CC 2024-14
• June 3, 2025, Resolution CC 2025-58
Resolution CC 2026-46 Page 2 of 3
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 2025-58 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.
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 16th day of June, 2026.
City of Covina, California
BY:
HECTOR DELGADO, Mayor
ATTEST:
FABIAN VELEZ, Chief Deputy City Clerk
Resolution CC 2026-46 Page 3 of 3
CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2026-46 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 16th day of June, 2026, 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
©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.
The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained.
Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.
The term “records” shall include all records as defined by the California Public Records Act.
STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.
Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):
Destruction or deletion of an official (original) record that has exceeded its retention period (and has SUBSTANTIVE CONTENT) must be authorized prior to destruction or deletion. • If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.
Copies, drafts, notes and non-records (or originals that do NOT have SUBSTANTIVE CONTENT) do NOT require authorization, 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, copy, or the Content is NOT Substantive.
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 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.
Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record.
Records Description: The record series (a group of like records).
Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated and certain data may require minimum retention.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, “Hard Copy”
OD = Optical Disk or other Unalterable 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 (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.
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; other legal mandates may apply.
Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA)
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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)
Lead Dept. CW-002 Accounts Payable, Invoices -
City Attorney Invoices Only 5 years 5 years Yes: Before Payment Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Meets
municipal government auditing
standards; GC §34090
Lead Dept. CW-004
Affidavits of Publications /
Public Hearing Notices / Legal
Advertising / Affidavits of
Posting
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Statute of Limitations for some
Municipal Government actions
is 3 - 6 months; CCP§335 et
seq; GC §§34090, 65009(c)(1)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-007
Administrative Files for
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: After
QC & OD
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, and
570.502(a)(7), 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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).
Lead Dept.
(Managing the
Agreement /
Contract)
CW-008
Administrative Files for
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: After
QC & OD
Covers EandO Statute of
Limitations; Published Audit
Standards=4-7 years; Statute
of Limitations: Contracts and
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
CCP §335 et. seq., GC §34090
Lead Dept. CW-011
Bids: UNSUCCESSFUL BIDS,
UNSUCCESSFUL
PROPOSALS /
UNSUCCESSFUL
RESPONSES to RFPs
(Request for Proposals) /
RFQs (Request for
Qualifications) that don't result
in a contract
Includes Rating Sheets and
Interview Questions
Excludes Bid Files, which are
retained by the City Clerk
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
All recommendations are
presented to the City Council;
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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).
Staffing Dept. CW-013
Boards, Commissions,
Committees: Employees Staff
Meetings / Department Staff
Meetings (If agendas or
minutes are created)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.
CW-014
Boards, Commissions,
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-records
Lead
(Requesting)
Dept.
CW-017 City Attorney Opinions Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD City preference; GC §34090
Lead
(Responding)
Dept.
CW-019 Complaints / Concerns from
Citizens
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed in 6
months; GC §34090
Human
Resources CW-020 Complaints Against Employees
Send to
Human
Resources
Send to
Human
Resources
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Lead Dept. CW-022 Copies or duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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).
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-023
Correspondence - ROUTINE
(IF CONTENT relates in a
SUBSTANTIVE way to the
conduct of the public's
business)
(e.g. Administrative Files,
Chronological Files, e-mail /
email with SUBSTANTIVE
content, General Files, Letters,
Memorandums, Miscellaneous
Reports, Press Releases,
Public Records Requests, etc.)
SUBSTANTIVE synonyms:
Significant, Meaningful,
Considerable, Essential
IF the Content relates in a
SUBSTANTIVE way to the
conduct of the public's
business
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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).
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, email / email, social media posting, employee directories,
flyers, invitations, instant
messaging, inventories, logs,
mailing lists, meeting room
registrations, speaker cards,
Teams staff videoconference
chats, notes and recordings,
supply inventories, telephone
messages, text messages,
transmittal letters, thank yous,
requests from other cities,
undeliverable envelopes /
returned mail, 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 §§7927.500, 64 Ops. Cal.
Atty. Gen. 317 (1981)); City of
San Jose v. Superior Court
(Smith). (2017) 2 Cal.5th 608
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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).
Lead Dept. CW-026
Deposit Accounts / Trust
Accounts / Refundable
Deposits
Close + 5
years
Close + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; meets
auditing standards; GC §34090
Lead Dept. CW-027 DMV Pull Notices
When
Superseded or
Separated
When
Superseded
or Separated
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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, 7927.500
Lead Dept. CW-029
GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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.
(Managing the
Grant)
CW-030 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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).
Lead Dept.
(Managing the
Grant)
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
or 5 years,
whichever
is longer
After Funding
Agency Audit,
if required -
Minimum or
5 years,
whichever is
longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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, and
570.502(a)(7), 29 CFR 97.42;
OMB Circular A-133; GC
§34090; GC §8546.7
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference;
Confirm with City Attorney prior
to destruction of any litigation
files; CCP §§335 et seq.; GC
§34090
Lead Dept. CW-034 Leave Slips / Time Off
Requests
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts not retained
in the Regular 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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-035
Material Safety Data Sheet
(MSDS) / Safety Data Sheet
(SDS) Chemical Use Report
Form (or records of the
chemical / substance / agent,
where and when it was used)
While
Chemical In
Use
30 years 30 years
Mag,
Mfr, OD,
Ppr
S / I 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
and 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
Lead Dept. CW-038 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Non-records - may be obtained
from the newspaper company;
GC §34090
Staffing Dept. CW-039 Notices: Public Hearing
Notices / Proofs of Publications 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Statute of Limitations for some
Municipal Government actions
is 3 - 6 months; CCP§335 et
seq; GC §§34090, 65009(c)(1)
Human
Resources CW-042 Personnel Files (Departmentlevel Files) Shred Upon
Separation or
Transfer
Shred Upon
Separation or
Transfer
Before
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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).
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-046 Purchase Orders / Requisitions 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S / I 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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Not accessible to the public;
GC §§34090, 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 / I 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),
and 570.502(a)(7); 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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).
CW-050
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Handbooks, Manuals,
Newsletters, Plans (if not
provided in the schedule.)
Standard Operating
Procedures (SOPs), Studies or
Reports (if not provided in the
schedule.): etc.: Produced by
OUTSIDE ORGANIZATIONS
(League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-Records
Lead Dept. CW-051
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Handbooks, Manuals,
Newsletters, Plans (if not
provided in the schedule.)
Standard Operating
Procedures (SOPs), Studies or
Reports (if not provided in the
schedule.): etc.: Produced by
YOUR Department
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC
§34090
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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-052
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Handbooks, Manuals,
Newsletters, Plans (if not
provided in the schedule.)
Standard Operating
Procedures (SOPs), Studies or
Reports (if not provided in the
schedule.): etc.: Produced by
OTHER Departments
When
Superseded
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
CW-053 Reference or Working Files:
See Correspondence
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Lead Dept. CW-054
Reports / Studies (Historically
significant - e.g., Zoning
Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Administratively and
Historically significant,
therefore retained
permanently; GC §34090
Lead Dept. CW-055
Reports / Studies (other than
Historically significant e.g.
Annual Reports)
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Information is outdated after 10
years; If historically significant,
retain permanently; GC
§34090
Lead Dept. CW-057 Special Projects / Subject Files
/ Issue Files
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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).
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
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
and 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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-059.5
Training EMPLOYEE
RECORDS (If Records are
Created - filed by Employee
Name)
Required Information by
Employee for all Employee
Training for Separation + 5
years:
Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualification
Documents
Separation +
5 years
Separation +
5 years Mag
LC §§1198.5, 6401.9(f),
6429(c); 8 CCR §3203 et seq.,
29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b);
53238.3(b)
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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.
(Presenting the
Training)
CW-060
Training Presented by Staff -
ALL COURSE RECORDS
Attendance Rosters / Sign-in
Sheets, Outlines and Materials
Includes Ethics, Fiscal &
Financial, Harassment
Prevention, Workplace
Violence, Safety Training,
Tailgates)
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Ethics,
Fiscal & Financial, &
Harassment and Workplace
Violence Prevention Training
is 5 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 4 years for personnel
actions;29 CFR 1602.31; LC
§6429(c); GC §§12946, 12960,
34090, 53235.2(b), GC §§
53237.2(b); 53238.3(b); LC
§6401.9(f)
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
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-001.1
Agenda Packets: Boards and
Commissions: Finance
Advisory Commission, Historic
Preservation Commission,
Parks and Recreation
Commission, Personnel
Advisory Commission,
Planning Commission,
Transportation & Mobility
P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD No GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
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-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 and property
restrictions, redevelopment,
reservoirs, sewers, sidewalks,
street and alley improvements,
settlement, subdivisions,
utilities, water, etc.
Completion P P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All
infrastructure contracts
should be permanent for
emergency preparedness;
Statute of Limitations is 4
years; 10 years for Errors and
Omissions; land records are
permanent by law; CCP §335
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
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-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 NonInfrastructure: Consultants,
Landscaping, Painting, Slurry
Seals (Paving), Tree Trimming,
Leases, Personnel,
Professional Services, etc.
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference;
Statute of Limitations is 4
years; 10 years for Errors and
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
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-004
Agreements / Contracts -
HOUSING Loans, Trust Deeds,
Promissory Notes, etc.
Fully Paid or
Forgiven P P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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; 2
CFR 200.334; 24 CFR
92.508(a)and(c) and
570.502(a)(7), 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, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-007
Bid Files: INFRASTRUCTURE
RFP / Specifications,
Successful Proposal, Notice of
Completion
2 years P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; CCP
§§337. 337.1(a), 337.15, 343;
GC §34090
City Clerk CC-008
Bid Files: NONINFRASTRUCTURE
RFP / Specifications,
Successful Proposal, Notice of
Completion
2 years 8 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
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-009
Board / Commission /
Committee Maddy Act Lists /
Vacancy Notices
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-010
Board Applications /
Commission Applications
(Successful and Unsuccessful)
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC
§34090
City Clerk CC-013
City Council, Board,
Commission Historical List of
Members
P P
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
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-014.5
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests):
ELECTRONICALLY FILED
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
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 QC
City maintains original
statements; GC
§81009(e)and(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
QC 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 QC
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
QC
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 QC GC §81009(e)
City Clerk CC-020 FPPC Form 804 (Agency
Report of New Positions) P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC
FPPC Regulation 18734(c);
GC §81009(e)
City Clerk CC-021 FPPC Form 805 (Agency
Report of Consultants) P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC
FPPC Regulation 18734(c);
GC §81009(e)
City Clerk CC-022
FPPC Form 806 (Agency
Report of Public Official
Appointments)
7 years 7 years Mag, Ppr S / I Yes: After
QC
Must post on website; 2 CCR
18702.5(b)(3); GC §34090;
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
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 / ELECTIONS - CONSOLIDATED
City Clerk /
Elections CC-023
Assessment District Ballots,
Protest Letters, Envelopes -
Prop. 218 proceedings
2 years 2 years Ppr GC §§53753(e)(2), 53755(d)
City Clerk /
Elections CC-024
Campaign Filings (FPPC 400
Series Forms and Form 501):
SUCCESSFUL CANDIDATES
(Elected Officials)
All, whether filed electronically
or not
10 years P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC
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)and(g); GC
§84615(i)
City Clerk /
Elections CC-025
Campaign Filings (FPPC 400
Series Forms and Form 501):
UNSUCCESSFUL
CANDIDATES
Includes Unsuccessful
Candidates Without
Committees that Don't File
Electronically
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
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)and(g); GC
§84615
City Clerk /
Elections CC-025.1
Campaign Filings (FPPC 400
Series Forms, 501 Form):
UNSUCCESSFUL
CANDIDATES,
ELECTRONICALLY FILED -
WITH or WITHOUT
Committees
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Statements filed electronically
are required to be retained
for 10 years; GC
§81009(b)and(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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
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 /
Elections CC-026
Campaign Filings (FPPC 400
Series Forms): THOSE NOT
REQUIRED TO FILE
ORIGINAL WITH CITY CLERK
(copies)
4 years 4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Paper must be retained for at
least 2 years; GC
§81009(f)and(g)
City Clerk /
Elections CC-027
Campaign Filings (FPPC 400
Series Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Paper must be retained for at
least 2 years; GC
§81009(c)and(g)
City Clerk /
Elections CC-028
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. - SUCCESSFUL
CANDIDATES
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Ppr
CA law states term of office
and 4 years after the
expiration of term for
Nomination Papers EC
§17100
City Clerk /
Elections CC-029
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. -
UNSUCCESSFUL
CANDIDATES
Election + 4
years
Election + 4
years
Mag, Ppr
Department preference; CA
law states term of office and 4
years after the expiration of
term for Nomination Papers
EC §17100
City Clerk /
Elections 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 Precinct
Board Members, Notices,
Postings, etc.)
2 years 2 years Mag, Ppr GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
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 /
Elections CC-031
Elections - HISTORICAL
(Sample ballot, copies of
resolutions, final results;
Certificate of Election)
2 years P P
Mag, Mfr,
OD, Ppr S
Yes: After
QC & OD No
Retained for Historical Value,
GC §34090
City Clerk /
Elections CC-032.1
Elections - Petitions (Initiative,
Recall / Referendum) - IF
INSUFFICIENT - IF Examined
by Proponents
Final
Examination
+ 1 year after
petition
examination
Final
Examination
+ 1 year after
petition
examination
Ppr
Not accessible to the public;
If the insufficient petition is
NOT examined by the
proponent(s), it has a
retention of 8 months after
final examination by the
elections official, unless there
is a legal or FPPC
proceeding. If the petition is
examined by the
proponent(s), the petition has
a retention of 1 year after
examination. EC
§§17200(b)(3), 17400
City Clerk /
Elections CC-032.2
Elections - Petitions (Initiative,
Recall / Referendum) - IF
INSUFFICIENT - NOT
Examined by Proponents
Determination
of
Insufficiency
+ 8 months
Determinatio
n of
Insufficiency
+ 8 months
Ppr
Not accessible to the public;
The 8 month retention applies
after the City Clerk makes the
determination of insufficiency
/ examines the petitions.
unless there is a legal or
FPPC proceeding. EC
§§17200(b)(3), 17400
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
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 /
Elections CC-032.2
Elections - Petitions (Initiative,
Recall or Referendum) - IF
SUFFICIENT
Results + 8
months
Results + 8
months Ppr
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
CITY CLERK / ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk /
Elections CC-033 Applications to View Voter Registration Information 5 years 5 years Ppr EC §2188(f) City Clerk /
Elections CC-035 Ballots - After Election 6 mo. 6 mo. Ppr EC §17302 City Clerk /
Elections CC-036 Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306 City Clerk /
Elections CC-037 Challenged, Assisted Voters List 6 mo. 6 mo. Ppr If uncontested, EC §17304 City Clerk /
Elections CC-038 Inspector Receipts for Ballots 6 mo. 6 mo. Ppr EC 17302, 17306 City Clerk /
Elections CC-039 Precinct Officer Appointments 6 mo. 6 mo. Ppr EC §17503 City Clerk /
Elections CC-040 Roster of Voters 5 years 5 years Mag, Mfr, OD, Ppr EC §17300 City Clerk /
Elections CC-041 Tally Sheets 6 mo. 6 mo. Ppr EC §17304 City Clerk /
Elections CC-042
Vote-by-Mail Applications,
Roster of Absentee
Applications
6 mo. 6 mo. Ppr EC §17302
City Clerk /
Elections CC-043 Vote-by-Mail Identification Envelopes 6 mo. 6 mo. Ppr EC §17302 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
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 /
Elections CC-044
Voter Index Copies used as
the Voting Record at Polling
Places
6 mo. 6 mo. Ppr EC §17304
City Clerk /
Elections CC-045 Voter Index Original 5 years 5 years Ppr EC §17001 (End of Elections Section)
City Clerk CC-046
Ethics Training Certificates,
Financial and Fiscal Training
Certificates, City Council,
Board and Commission
Members
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
GC §53235.2(b); GC
§53238.3(b)
City Clerk CC-046.5
CC-065
Enterprise System Catalogue
(posted online) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
City Clerk CC-047
Historical Records,
Photographs, Historical
Projects (e.g. Incorporation,
City Seal, Awards of significant
historical interest, etc.)
P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
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-048.1
Minutes: Boards and
Commissions: Finance
Advisory Commission, Historic
Preservation Commission,
Parks and Recreation
Commission, Personnel
Advisory Commission,
P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD No GC §34090
City Clerk CC-049
Municipal Code
Administration, Distribution,
etc.
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts not
retained in the ordinary
course of business; GC
§34090
City Clerk CC-050 Municipal Code History /
Supplements P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department preference
(retain one of each
supplement); GC §34090
City Clerk CC-051 Oath of Office: City Council,
Boards, Commission Members
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference; GC
§34090
City Clerk CC-052 Ordinances P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD GC §34090
City Clerk CC-053
Petitions (submitted to Council
on any subject - Dog Parks,
Parking, Traffic Calming, etc.)
See Elections for Initiative,
Recall or Referendum Petitions
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department preference; only
1 year is required; GC
§50115
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
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-13
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:
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-055
Recorded Documents: ALL -
Deeds, Easements, Liens and
Releases, Rights of Way,
Notices of Completion,
Recorded Agreements /
Contracts, Certificate of
Compliance, etc.
P P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC
§34090 et seq.
City Clerk CC-056
Recordings - AUDIO
RECORDINGS of City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Housing Authority,
Public Financing Authority
2 years 2 years (Mag)
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
City Clerk CC-057
Recordings - VIDEO
RECORDINGS of City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Housing Authority,
Public Financing Authority
Minimum 10
years
Minimum 10
years
(Mag)
Department Preference;
Video recording of meetings
are only required for 90 days;
GC §§34090.6, 34090.7;
54953.5.
City Clerk CC-058 Records Destruction
Authorization Forms P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department preference; GC
§34090
City Clerk CC-059
Records Retention Schedules /
Amendments to Records
Retention Schedules
10 years P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-14
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:
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-059.1
Redistricting Web Page /
District Boundary Web Page
(Map, Redistricting Process,
Agendas, Calendars, Notice,
etc.)
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD EC §21160(i); GC §34090 City Clerk CC-060
Resolutions: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Housing Authority,
Public Financing Authority
P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-060.1
Secretary of State Statement
of Facts / Registry of Public
Agencies
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
City Clerk CC-061 Speaker Cards
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts used to
produce minutes; GC §34090
City Clerk CC-062 Stock Certificates (Water
Company) P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC
§34090
City Clerk CC-063 Vehicle Titles (Pink Slips) - All
Vehicles
Sale or
Disposal
Sale or
Disposal
Mag, Mfr,
OD, Ppr S / I 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: 6/3/2025
Ver. 24.0 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 and T
§19530; LC § 1174(d); 29 CFR
516.5; GC §34090
City
Manager CM-002 Grand Jury Reports, Responses (Regarding City Operations) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC
§34090
City
Manager CM-004
Projects, Programs, Subject and
Issues (Issues and/or projects will
vary over time)
Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Code Enforcement, Econ. Dev. / Former Redevelop / Successor Agency / Planning) 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).
COMMUNITY DEVELOPMENT / BUILDING AND SAFETY
CED /
Building and
Safety
BL-002 Address Files / Building Permits P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; CBC
§104.6 104.7; GC §34090
CED /
Building and
Safety
BL-003 Building Permit Database Indefinite -
Permanent
Indefinite -
Permanent Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference - Data is
interrelated; Building Permits
are required for the Life of the
Building; CBC §§ 1.8.4.3.1,
104.6 104.7 and 107.5 GC
§34090, H&S §19850
CED /
Building and
Safety
BL-004 Building Plans - Cancelled,
Expired or Withdrawn
Upon
Expiration,
Cancellation
or Withdrawal
Upon
Expiration,
Cancellation
or
Withdrawal
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference;
Preliminary drafts not retained
in the ordinary course of
business; CBC §§ 1.8.4.3.1,
104.6 104.7 and 107.5 GC
§34090, H&S §19850
CED /
Building and
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 / I Yes: After
QC & OD
Department Preference; Law
requires for the life of the
building for commercial and
common interest dwellings only;
CBC §§ 1.8.4.3.1, 104.6 104.7
and 107.5 GC §34090, H&S
§19850
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Code Enforcement, Econ. Dev. / Former Redevelop / Successor Agency / Planning) 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 and
Safety
BL-006
Building Plans - Finalled - SINGLE
FAMILY RESIDENTIAL - SFR /
APPURTENANCES
Life of the
Structure
Life of the
Structure Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
State law requires plans need
not be filed for dwellings less
than 2 stories, garages and
appurtenances, farms/ranches,
1-story with bearing walls less
than 25'; CBC requires 180
days from completion date;
CBC §§ 1.8.4.3.1, 104.6 104.7
and 107.5 GC §34090, H&S
§19850
CED /
Building and
Safety
BL-007 Certificate of Occupancy (CofO) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
CED /
Building and
Safety
BL-008
Construction Notices /
Inspection Notices
(correction notices, compliance
orders, stop work notices, etc.)
When Permit
is Finalled
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Preliminary Drafts; GC §34090
CED /
Building and
Safety
BL-009 Plan Check Comments When
Finalled
When
Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Preliminary Drafts; GC §34090
CED /
Building and
Safety
BL-010 Reports: Building Activity
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary Drafts (the database
is the original); GC §34090
CED /
Building and
Safety
BL-011
Requests / Permissions to Receive
Copies of Plans (to / from
Architects)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Code Enforcement, Econ. Dev. / Former Redevelop / Successor Agency / Planning) 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 and
Safety
BL-012 Uniform Building Codes / California
Building Codes
Minimum
While
Ordinance is
in Force
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
COMMUNITY DEVELOPMENT / CODE ENFORCEMENT
CED / Code
Enforce. CE-001 Citations Minimum 2 years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
CED / Code
Enforce. CE-002
Code Enforcement / Abatement
Case Files (Includes appeals,
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 / I 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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
COMMUNITY DEVELOPMENT / ECONOMIC DEVELOPMENT / FORMER REDEVELOPMENT / SUCCESSOR AGENCY CED /
Economic
Develop.
ED-001
Economic Development Projects,
Programs, Subjects / Issues /
Economic Development (Issues /
projects will vary over time - e.g.
Hotels, Developments, etc.)
Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
CED /
Economic
Develop.
ED-002
Economic Development Grants
(UNSUCCESSFUL Applications,
Correspondence)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Code Enforcement, Econ. Dev. / Former Redevelop / Successor Agency / Planning) 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).
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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; 2 CFR 200.334; 24
CFR 91.105(h), 92.505,
570.490, and 570.502(a)(7), 29
CFR 97.42; OMB Circular A-110
and A-133; GC §34090
CED /
Economic
Develop.
ED-004 Real Estate Appraisals 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference, meets
municipal auditing standards;
GC §34090
CED /
Economic
Develop.
ED-005
Redevelopment Long Range
Property Management Plans,
Oversight Plans
Completion +
10 years
Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC
§34090
CED /
Economic
Develop.
ED-006 Redevelopment Plans P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference for
Historical Purposes; GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Code Enforcement, Econ. Dev. / Former Redevelop / Successor Agency / Planning) 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-007
Redevelopment Projects / Project
Areas
(Ensure Planning has all
Environmental Documents,
Engineering has all CIP Projects,
City Clerk has all Real Property
records for Permanent retention)
Completion +
10 years
Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Planning, Building and
Engineering retains final
documents of construction
projects (transfer any CIP
project files to Engineering);
Covers various Statute of
Limitations; CCP §335 et seq.;
GC §34090
CED /
Economic
Develop.
ED-008 Leases / Tenant Files Completion +
5 years
Completion +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference, meets
municipal auditing standards;
CCP §335 et seq.; GC §34090
CED /
Economic
Develop.
ED-009 Relocations Completion +
5 years
Completion +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference, meets
municipal auditing standards;
CCP §335 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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Meets
Municipal Government Auditing
Standards; GC §34090
COMMUNITY DEVELOPMENT / PLANNING
CED /
Planning PL-001 Alcohol Beverage Control License Applications (ABC Applications) When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
(Non-Records - Census Bureau
is OFR)
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Code Enforcement, Econ. Dev. / Former Redevelop / Successor Agency / Planning) Page CD-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CED /
Planning PL-003.1
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations,
Categorical Exemptions, etc. /
CEQA / NEPA
Correspondence and staff notes
that provide insight into the project
or the agency’s CEQA compliance
with respect to the project
Project
Approval or
Denial and
exhaustion of
all appeal
deadlines and
statutes of
limitation, + 2
years
Project
Approval or
Denial and
exhaustion of
all appeal
deadlines
and statutes
of limitation,
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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; PRC
21167,6; GC §34090
CED /
Planning PL-004
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Inside City boundaries
P P
Mag,
Mfr, OD,
Ppr
S / I 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
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Non-records; EIRs and Negative
Declarations within the City
Boundaries are with the project
file
CED /
Planning PL-006 General Plan, Elements / Amendments P P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
City Clerk Maintains all Agenda
Packets 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Code Enforcement, Econ. Dev. / Former Redevelop / Successor Agency / Planning) 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).
City Clerk PL-007 Historic Preservation Commission
AGENDAS / AGENDA PACKETS
Minimum 2
years
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Send original Agenda Packets
to the City Clerk's Office; GC
§34090.7
CED /
Planning PL-008
Historic Preservation Commission
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years (Mag)
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)
Department Preference; Video
recording of meetings are only
required for 90 days; GC
§§34090.7, 34090
City Clerk PL-010
Historic Preservation Commission
MINUTES, BYLAWS /
RESOLUTIONS
P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Send original Minutes to the City
Clerk's Office; GC §34090.7
CED /
Planning PL-011 Historic Preservation Survey, Evaluations / Designations P P 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. P P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
CED /
Planning PL-013 Materials Boards
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
City Clerk PL-014 Planning Commission
AGENDAS / AGENDA PACKETS
Minimum 2
years
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Send original Agenda Packets
to the City Clerk's Office; GC
§34090.7
CED /
Planning PL-015
Planning Commission
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years (Mag)
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Code Enforcement, Econ. Dev. / Former Redevelop / Successor Agency / Planning) 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).
City Clerk PL-016
Planning Commission
MINUTES, BYLAWS /
RESOLUTIONS
P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Send original Minutes to the City
Clerk's Office; GC §34090.7
CED /
Planning PL-017
Planning Commission
VIDEO RECORDINGS of Meetings
/ Audio Tapes
Minimum 10
years
Minimum 10
years
(Mag)
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference - Data is
interrelated; GC §34090
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 / I 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
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Code Enforcement, Econ. Dev. / Former Redevelop / Successor Agency / Planning) 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-019.5 Planning Project Files -
Cancelled / Expired / Withdrawn
Minimum
Cancellation,
Expiration or
withdrawal +
2 years
Minimum
Cancellation,
Expiration or
withdrawal +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference;
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference;
GC§§34090
CED /
Planning PL-022 Special Studies Minimum 2 years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
CED /
Planning PL-023 Zoning Compliance Letters 5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC
§34090
CED /
Planning PL-024 Zoning Maps (Historically Significant) P P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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
QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Business License Revenue / Water Billing, Payroll) 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).
FINANCE / ACCOUNTING
Finance /
Accounting FIN-001
1099's / 1096's, DE542
(California Report of
Independent Contractors)
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS:
4 years after tax is due or
paid (longer for auditing and
contractor delinquency); Ca.
FTB: 3 years; 26 CFR
§31.6001-1(e)(2), R and T
§19530, GC §34090; 29 USC
436
Finance /
Accounting FIN-002
Accounts Payable / Invoices,
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 QC & OD
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference
(meets municipal government
auditing standards); 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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Business License Revenue / Water Billing, Payroll) 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, Trustee
Statements, Fiscal Agent
Statements, Investment
Account Statements, Bank
Reconciliations, Bank
Deposits, Bank Transmittal
Advice
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference;
meets auditing standards; GC
§34090, 26 CFR 31.6001-1
Finance /
Accounting FIN-006
Bonds (Revenue) Official
Statements / Transcripts /
Certificates of Participations
(COPs) - Includes Continuing
Disclosure Reports
See Bank Statements for
statement retention.
Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference;
Statute of Limitations for
bonds, mortgages, trust
deeds, notes or debentures is
6 years; Bonds issued by
local governments are 10
years; IRS bond auditing
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; There are
specific requirements for
disposal of unused bonds;
CCP §§336 et seq. 337.5(a);
26 CFR 1.6001-1(e): 26 CFR
§ 1.148-5(d)(6)(iii)(E); GC
§43900 et seq.
Finance /
Accounting FIN-007 Budgets - Final P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts; GC
§34090
Finance /
Accounting FIN-008 Budgets - Preliminary, Proposed, Backup Documents When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Business License Revenue / Water Billing, Payroll) 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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), 1355. 1519; GC
§34090
City Clerk FIN-010
Finance Advisory Commission
AGENDAS / AGENDA
PACKETS
Minimum 2
years
P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Send original Agenda
Packets to the City Clerk's
Office; GC §34090.7
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)
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
City Clerk FIN-012 Finance Advisory Commission
MINUTES P P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send original Minutes
Packets to the City Clerk's
Office; GC §34090.7
Finance /
Accounting FIN-013 Financial Services Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Business License Revenue / Water Billing, Payroll) 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference;
Meets auditing standards;
FTC Reg's rely on "selfenforcement"; GC§§ 34090,
43900
Finance /
Accounting FIN-017 Journal Entries / Journal Vouchers 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference;
meets auditing standards; GC
§34090, 26 CFR 31.6001-1
Finance /
Accounting FIN-018
Reports, Finance Reports
created from Database:
Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Revenue Reports,
Expenditure Reports, etc.
(MONTHLY OR PERIODIC)
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (The
Financial System Database is
the original; reports are
considered drafts or copies);
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Business License Revenue / Water Billing, Payroll) 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-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 AND REVENUE / WATER BILLING
Finance /
Business
License and
Revenue /
Water Billing
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 and
Revenue /
Water Billing
FIN-022
Accounts Receivable -
Miscellaneous - Invoices to
Outside Entities, etc.
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference;
Meets auditing standards; GC
§34090 et seq.
Finance /
Business
License and
Revenue /
Water Billing
FIN-023 Bankruptcies - NOT pursued
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Business License Revenue / Water Billing, Payroll) 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 and
Revenue /
Water Billing
FIN-024 Bankruptcies - Where a claim
is filed 10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference
(negative information remains
on credit ratings for 7 years);
GC §34090
Finance /
Business
License and
Revenue /
Water Billing
FIN-025
Business License, Business
Permit Applications,
Changes, Renewals
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference
(meets municipal government
auditing requirements); GC
§34090 et seq.
Finance /
Business
License and
Revenue /
Water Billing
FIN-026 Business License, Business
Permit Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are
interrelated; meets municipal
government auditing
standards; GC §34090
Finance /
Business
License and
Revenue /
Water Billing
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 / I Yes: After QC
Meets municipal government
auditing standards; GC §
34090
Finance /
Business
License and
Revenue /
Water Billing
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Business License Revenue / Water Billing, Payroll) 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 and
Revenue /
Water Billing
FIN-030
Collections / Collection Agency
Case Files/ Collection Agency
Statements / Delinquent
Accounts
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference;
Delinquencies remain on
credit reports for 7 years; GC
§34090 et seq.
Finance /
Business
License and
Revenue /
Water Billing
FIN-031 Customer Information System
(CIS) Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are
interrelated; meets municipal
government auditing
standards; GC §34090
Finance /
Business
License and
Revenue /
Water Billing
FIN-032 Reports - Business Licenses,
Utility Billing 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets Auditing Standards
(Software cannot accurately
re-create reports); GC
§34090
Finance /
Business
License and
Revenue /
Water Billing
FIN-033 Returned Checks / NSF
Checks 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference;
Meets auditing standards; GC
§34090
Finance /
Business
License and
Revenue /
Water Billing
FIN-033.1
Water Billing: Appeals -
Payment Delinquency /
Impending Discontinuation
Final
Decision + 2
years
Final
Decision + 2
years
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD
Documented or attached to
Customer Record in database
GC §34090; H and S
§116908
Finance /
Business
License and
Revenue /
Water Billing
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 / I Yes: After QC & OD
Documented or attached to
Customer Record in database
GC §34090; H and 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Business License Revenue / Water Billing, Payroll) 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 and
Revenue /
Water Billing
FIN-033.3
Water Billing: NSF Checks /
Adjustments to Customer
accounts
When No
Longer
Required
When No
Longer
Required
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD
Documented or attached to
Customer Record in database
GC §34090; H and S
§116908
Finance /
Business
License and
Revenue /
Water Billing
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 / I Yes: After QC & OD
Documented or attached to
Customer Record in database
GC §34090; H and S
§116910
Finance /
Business
License and
Revenue /
Water Billing
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 / I Yes: After QC & OD
Must post to Website; H and
S §116906; GC §34090
Finance /
Business
License and
Revenue /
Water Billing
FIN-033.6
Water Billing: Report of
Annual Discontinuations of
Residential Service
Minimum 2
years
Minimum 2
years
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD
Must post to Website; H and
S §116918; GC §34090
Finance /
Business
License and
Revenue /
Water Billing
FIN-034 Yard Sale Permits 2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
FINANCE / PAYROLL
Finance /
Payroll FIN-035
CalPERS Reports - Annual
Valuation Reports, Actuarial
Valuation Reports
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Business License Revenue / Water Billing, Payroll) 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-036
DE-6, DE-7, DE-9, DE-43, W3, and DE-166, 941 Forms,
IRS 5500 Forms (Employee
Benefit Plans), PERS / FICA
Adjustments / Medicare
Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal
Tax Deposits, Adjustments,
etc.
5 years 2 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS:
4 yrs after tax is due or paid;
Ca. FTB: 3 years; 26 CFR
§31.6001-1(e)(2), R and T
§19530; 29CFR 516.5 -
516.6, 29USC 436, GC
§34090
Finance /
Payroll FIN-037 Deferred Compensation (City Statements) 2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Produced by Deferred Comp.
Provider; meets municipal
government auditing
standards; 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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Business License Revenue / Water Billing, Payroll) 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS:
4 yrs after tax is due or paid;
Ca. FTB: 3 years; 26 CFR
§31.6001-1(e)(2), R and 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: 6/3/2025
Ver. 24.0 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, Mfr, OD, Ppr S / I Yes: After QC & OD
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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) Department preference; GC
§34090 et seq.
Housing HOU-004 Community Facilities District
Collections / Assessments 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets municipal government
auditing requirements; GC
§34090
Housing HOU-005 Economic Development Projects Minimum 5 years
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets municipal government
auditing requirements; GC
§34090
Housing HOU-005.5
Housing Plans: Consolidated
Annual Performance and
Evaluation Review (CAPER) /
Comprehensive Housing
Affordability Strategy (CHAS) /
Consolidated Action Plan /
Analysis of Impediments to Fair
Housing Choices / Citizen
Participation Plan / Action Plans,
etc.
Superseded
+ 5 years
Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
24 CFR 91.105(h); 24 CFR
92.508(a); 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: 6/3/2025
Ver. 24.0 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-006
Housing Programs: Affordable
Housing Projects, Properties with
Affordability Covenants,
Rehabilitation, CDBG-funded
Housing Projects, etc.
WITH a Recapture / Resale
Restriction
Deeds are sent to City Clerk
5 years
After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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; 2 CFR 200.334; 24 CFR
92.508(a)and(c), 570.502(a)(7) ,
982.158, and 884.214; 24 CFR
570.506; 29 CFR 97.42, GC
§34090
Housing HOU-007
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.
WITHOUT a Recapture / Resale
Restriction
Deeds, 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; 24 CFR
92.508(a)and(c) and
570.502(a)(7), 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, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 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: 6/3/2025
Ver. 24.0 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-009
Job Training / ROP Lottery
Candidates - Successful
Candidates
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
Grant Auditing requirements; GC
§34090
Housing HOU-010
Job Training / ROP Lottery
Candidates - Unsuccessful
Candidates
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Housing HOU-012 Mortgage Credit Certificate
Program / Notifications 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Housing HOU-013
Preliminary Application Form
(required for a housing
development project that includes
residential units; form is provided
by California Department of
Housing and Community
Development
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
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 / 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, Mfr,
OD, Ppr S / I Yes: After QC & OD
EEOC / ADEA (Age) requires
1 year after benefit plan
termination; State Law
requires 4 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 / department
structures)
Minimum 4
years
Minimum 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 / Compensation Studies Minimum 4
years
Minimum 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
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 +
4 years
Final
Disposition +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All State and Federal laws
require retention until final
disposition of formal
complaint; State requires 4
years after "fully and finally
disposed"; 2 CCR 11013(c);
GC §§12946, 12960, 34090
Human
Resources HR-005
DMV Pull Notices
Excludes Transportation
Employees
When
Superseded,
or Upon
Separation
When
Superseded,
or Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC
§34090
Human
Resources HR-006 Drug and Alcohol Test Results (All - Positives and Negatives) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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), GC §§12946,
12960, 34090; 49 CFR
655.71 et seq.; 49 CFR
382.401 et seq. 49 CFR
655.71
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
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 / I 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
and 1627.3(b)(1), GC
§§12946, 12960, 34090;
Human
Resources HR-009 I-9s Separation + 4 years
Separation +
4 years
Mag, Mfr,
OD, Ppr S / I 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
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 years
Minimum
Superseded
+ 4 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 years; retirement benefits is
6 years from last action; 29
CFR 1602.31 and
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC
§34090
City Clerk HR-012
Personnel Advisory
Commission
AGENDAS / AGENDA
PACKETS
Minimum 2
years
P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Send original Agenda
Packets to the City Clerk's
Office; GC §34090.7
City Clerk HR-014
Personnel Advisory
Commission
MINUTES
P P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Send original Minutes to the
City Clerk's Office; 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
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 Training
Certificates / Fiscal and
Financial Training Certificates
Harassment Training
Certificates, etc.
Separation +
1 year 5 years Separation + 6 years
Mag, Mfr,
OD, Ppr S / I 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
and 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090;
53235.2(b); 53237.2(b);
53238.3(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 / I 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
and 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
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 / I 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-017.5 Recruitment Database (NeoGov) 5 years 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Testing File
(Includes Advertisements,
Applications for Unsuccessful
Candidates, Interview Notes,
Job Brochures, Test Data,
Testing Analysis and statistical
Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Expiration of
Eligibility List
+ 4 years
Expiration of
Eligibility List
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 and Surveys
Conducted on Behalf of the
City (Sick Leave, Attrition,
Benefits, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
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
Verification of Employment
from outside companies /
Employment Verifications (for
employee car purchases, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not an Agency record /
Content does NOT relate in a
substantive way to the
conduct of the public's
business; GC §34090 et seq
Human
Resources HR-021
Workplace Violence – Hazard
identification, evaluation,
correction, incident logs,
investigations, Training, etc.
5 years 5 years Mag, Ppr LC §6401.9(f), 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
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).
HUMAN RESOURCES / RISK MANAGEMENT
Human
Resources /
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.
Human
Resources /
Risk
Management
RM-002 Claims
Minimum
Final
Resolution +
5 years
Minimum
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; CCP
§335 337 et seq.; GC §§
911.2, 34090, 34090.6; PC
§832.5(b)
Human
Resources /
Risk
Management
RM-003 Insurance Polices (City-owned
policies) P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC
§34090
Human
Resources /
Risk
Management
RM-004 JPA / JPIA Reports / Claim
Runs 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC
§34090
Human
Resources /
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; CCP
§335 337 et seq.; GC §§
911.2, 34090, 34090.6; PC
§832.5(b)
Human
Resources /
Risk
Management
RM-006
OSHA Logs - 200, 300, 301,
301A, Inspections and
Citations
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:
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 /
Risk
Management
RM-007
Workers Compensation Claims
/ Long Term Disability Claims
(Includes all Accident, Incident,
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 / I 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: 6/3/2025
Ver. 24.0 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 and
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)
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-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 MEDIA (CLOUD
IMMUTABLE BACKUP),
(WORM / DVD-r / CD-r / Blue
Ray-R) or other unalterable
media that does not permit
additions, deletions, or
changes
P Follows
Retention of
Official
Electronic
Record
P Follows
Retention of
Official
Electronic
Record
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
LIBRARY
Lead Dept.
and
Finance
LIB-001
Cash Receipts Report / Detail /
Backup / Accounts Receivable
Detail / Refund Detail
2 years 2 years Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
City preference (not all detail is
sent to Finance); 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, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Per California State Library
Records Management Program
Requirements (April 27, 1998); GC
§34090
Library LIB-005 Library Board of Trustees
AGENDA PACKETS / AGENDAS P P Yes Mag, Mfr, OD, Ppr S / I Yes:
After QC
& OD
Brown Act challenges must be
filed within 30 or 90 days of action;
GC §§34090, 54960.1(c)(1)
Library LIB-006 Library Board of Trustees
MINUTES P P Yes Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
GC §34090
Library LIB-007 Library Card Applications
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department preference (the
database is the original record);
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Library LIB-008 Library Systems: ILS Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Data is interrelated; GC §34090
Library LIB-009 Library Volunteer / Unpaid Intern
Logs (Hours)
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Preliminary Drafts not retained in
the ordinary course of business;
GC §34090
Library LIB-010
Library Volunteers / Unpaid Intern
Applications, Agreements -
Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
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 and 1627.3(b)(1),
GC §§12960, 34090
Library LIB-011 Performer Agreements Completion
+ 2 years
Completion
+ 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
GC §34090
Library LIB-012 Photo Releases 2 years 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
GC §34090
Library LIB-013 Problem Patron File / Incident
Reports
Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department preference; GC
§§34090
Library LIB-014 Registration Management
Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Data is inter-related; 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PARKS AND 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 AND 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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Parks and
Recreation P&R-002 Accident / Minor Injury Reports
(Members of the Public) 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Parks and
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC
§34090
Parks and
Recreation P&R-004 Attendance Tracking 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PARKS AND 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 and
Recreation P&R-005
Capital Improvement Projects (CIP -
where Parks and 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 and
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Some
grant funding agencies require
audits; Statute of Limitations
for Errors and Omissions is 10
years; Statute of Limitations:
Contracts and Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; CCP §335 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PARKS AND 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 and
Recreation P&R-006
Capital Improvement Projects (CIP -
where Parks and Recreation is the
Lead): Permanent File / Scanned
Records
Specifications / RFP and Addenda,
Agreement / Contract (copy),
Successful Proposal, Change
Orders, Geotechnical Studies and
Reports, Operations and
Maintenance Manuals (O and 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: After
QC & OD
Department preference;
retained for disaster
preparedness purposes; ; GC
§34090
Parks and
Recreation P&R-007
Class Instructors Contracts
Includes Livescan Clearances,
Insurance Certificates,
Administration Records
Completion 2 years Completion +
2 years
Yes:
Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference;, GC
§34090
Lead Dept.
and Finance P&R-010
Deposits / Cash Receipts Detail /
Backup / Accounts Receivable
Detail / Refund Detail
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
City preference (not all detail is
sent to Finance); GC §34090
Parks and
Recreation P&R-011 Donations / Sponsorship Forms 2 years 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PARKS AND 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 and
Recreation P&R-012 Evaluations / Surveys (of programs)
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts / Transitory
records; GC §34090
Parks and
Recreation P&R-013
Event Service Agreements /
Concerts / Special Event Contacts /
Professional Service Agreements
(PSAs)
Includes Insurance Certificates,
Administration Records
Completion 2 years Completion +
2 years
Yes:
Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference;, GC
§34090
Parks and
Recreation P&R-014
Facility Use Rental Contracts / Field
Use Contracts / Facility Use
Requests
2 years 2 years
Yes:
Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City Clerk
Parks and
Recreation
P&R-015
Park and Recreation Commission
AGENDA PACKETS / AGENDAS
Send Originals to the City Clerk
P
Minimum 2
years
P
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Send original Minutes to the
City Clerk's Office; GC
§34090.7
Parks and
Recreation P&R-016
Park and Recreation Commission
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years (Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
City Clerk
Parks and
Recreation
P&R-017
Park and Recreation Commission
MINUTES RESOLUTIONS /
BYLAWS
P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Send original Minutes to the
City Clerk's Office; GC
§34090.7
Parks and
Recreation P&R-018 Photo Waivers 2 years 2 years
Yes:
Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Parks and
Recreation P&R-019 Recreation Management Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PARKS AND 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 and
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Parks and
Recreation P&R-021 Safety Inspections 2 years 2 years
Yes:
Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Parks and
Recreation P&R-023 Scholarships 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (meets
auditing standards); GC
§34090
Parks and
Recreation P&R-029 Waivers of Liability 2 years 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin, Engineering, Environmental, Equipment Fleet, Parks, Streets, Sewers, Transportation, Wastewater, Water) 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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Admin. PW-002 FEMA Reimbursement / OES Reimbursements 1 year 9 years 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
Lead Div. PW-003 Underground Service Alerts
(USA's) / Dig Alerts 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; entered
into DigAlert Software; the
Excavator, Operator and the
Regional Notification Cetner all
have an obligation to retain for 3
years; GC §§4216.2(f); GC
§34090
Public Works /
Admin. PW-004
Underground Storage Tanks (CityOwned - Removed)
Location, Soil Remediation
10 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference
(required for the life of the tank);
23 CCR 2712(b), H and S
§25284.2(i); GC §34090 et. seq.
PUBLIC WORKS / ENGINEERING
Public Works /
Engineering PW-005 Aerial Maps (Analog / Historical) P P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-006 Address Assignments / Changes / Corrections (Includes application) P P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-007 Annexations P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin, Engineering, Environmental, Equipment Fleet, Parks, Streets, Sewers, Transportation, Wastewater, Water) Page PW-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Engineering PW-008
Assessment District Formation /
CFD / Landscape Maintenance
District Formation / Lighting and
Landscape District Formation /
Sewer District Formation
P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-009
Assessment Rolls / Lighting and
Landscape Districts / Special
District Assessment Rolls (to Tax
Assessor for Tax Rolls)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.
Public Works /
Engineering PW-010 Benchmarks P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-011 Brewster Maps (Streets, Sewer, Water, Aerial, Gas Lines, Tract P P Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-012
Capital Improvement Projects
(CIP): Maintenance Projects (All
Records)
Examples of Maintenance
Projects: Painting, Pavement
Overlays, Repairs, Ramps, ReRoof, Sidewalk Repairs, Slurry Seals, etc.
Upon
Completion
5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion
+ 5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors and Omissions is not
applicable; Statute of
Limitations: Contracts and
Spec's=4 years; CCP §335 337
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin, Engineering, Environmental, Equipment Fleet, Parks, Streets, Sewers, Transportation, Wastewater, Water) 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 and
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors and Omissions is 10
years; Statute of Limitations:
Contracts and Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; CCP §335 et. seq., GC
§34090
Public Works /
Engineering PW-014
Capital Improvement Projects
(CIP): Permanent File / Scanned
Records
Specifications and Addenda,
Agreement / Contract (copy),
Successful Proposal, Change
Orders, Geotechnical Studies and
Reports, Operations and
Maintenance Manuals (O&M
Manuals,) Materials Testing
Reports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Soil Reports,
Studies, Submittals, Surveys, etc.
Upon
Completion P P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department preference;
retained for disaster
preparedness purposes; GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin, Engineering, Environmental, Equipment Fleet, Parks, Streets, Sewers, Transportation, Wastewater, Water) 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 and Federal Agencies, EPA,
Health Department, etc.)
Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I 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 and Construction Standards - Authored by the City P P Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-017
Drawings, Maps, Plans, Record
Drawings, Large-Format Drawings,
Capital Improvement Project "AsBuilt", Base Maps
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin, Engineering, Environmental, Equipment Fleet, Parks, Streets, Sewers, Transportation, Wastewater, Water) 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 / I Yes: After
QC & OD GC § 34090
Public Works /
Engineering PW-019
Encroachments - Long Term
- Permanent structures in the City's
Right of Way
(Includes Applications, Business
License, Contractors License,
Insurance Certificates, Site Plan,
Invoice to Vendor)
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-020 Engineering Permits Database Indefinite - Permanent Indefinite -
Permanent Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin, Engineering, Environmental, Equipment Fleet, Parks, Streets, Sewers, Transportation, Wastewater, Water) 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)
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-023 Grading Plans P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-024 Lighting and Landscape Districts - Formation and Boundaries P P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC
§34090
Public Works /
Engineering PW-025
Master Plans - Permanent -
Bikeway, Park, Pavement, Traffic,
Transportation, etc.
P P
Mag,
Mfr, OD,
Ppr
S / I 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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Building PW-027 Plan Checks for Building Permits
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts; GC §34090
et seq.
Public Works /
Engineering PW-028
Private Development Projects / Job
Files: Administration File
Construction Inspections,
Correspondence, Photos, etc.
Upon
Completion 10 years Completion + 10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Statute of Limitations for Errors
and Omissions is 10 years;
Statute of Limitations: Contracts
and Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
CCP §335 337 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin, Engineering, Environmental, Equipment Fleet, Parks, Streets, Sewers, Transportation, Wastewater, Water) 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 P P
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 and
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 / I
Yes: After
QC & OD
No
Even if documents are erecorded, send all finals to the City Clerk; GC §34090.7
City Clerk
Public Works /
Engineering
PW-031
Traffic Advisory Commission /
Traffic and Mobility Advisory
Commission
AGENDAS / AGENDA PACKETS
Minimum 2
years
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Send originals to the City Clerk;
Department preference; Original
Staff Reports are filed in the
project file; 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin, Engineering, Environmental, Equipment Fleet, Parks, Streets, Sewers, Transportation, Wastewater, Water) 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 and Mobility Advisory
Commission
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years (Mag)
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
City Clerk
Public Works /
Engineering
PW-033
Traffic Advisory Commission /
Traffic and Mobility Advisory
Commission
MINUTES, BYLAWS,
RESOLUTIONS
P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD copies; GC §34090.7
Public Works /
Engineering PW-035 Traffic Congestion Management Plans / Transportation Plans 10 years 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC
§34090
Public Works /
Engineering PW-036 Traffic Counts 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC
§34090
Public Works /
Engineering PW-037 Traffic Evaluations 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Engineering PW-038 Traffic Speed Surveys 10 years 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference
(required every 5 years, but can
be extended to 7 or 10 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin, Engineering, Environmental, Equipment Fleet, Parks, Streets, Sewers, Transportation, Wastewater, Water) 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).
Public Works /
Engineering PW-039
Transportation Studies / Warrants:
Signals, Stop Signs, Crossing
Guards, etc.
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC
§34090
PUBLIC WORKS / 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 Life
of the Tank
20 years Life
of the Tank
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; EPA
FAQs recommend Life of the
Tank; applies to both Tier I and
Tier II Tanks; (Tier II tanks are
required to have an integrity test
every 20 years); GC §34090
Public Works /
Environ.
Programs
PW-041 AQMD Subvention Fund (AB 2766) Paid + 5
years
Paid + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Meets municipal government
auditing standards; GC §34090
Public Works /
Environ.
Programs
PW-043 Conservation Programs / Rebate
Programs / Check Requests 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (meets
auditing standards); GC §34090
Public Works /
Environ.
Programs
PW-044
FOG (Fats, Oil and Grease) /
Source Control / Pretreatment
Annual / Semi-Annual Reports
3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference;
Monitoring records required for
3 years; POTW reports are
required for 3 years; 40 CFR
403.12; 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: 6/3/2025
Ver. 24.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin, Engineering, Environmental, Equipment Fleet, Parks, Streets, Sewers, Transportation, Wastewater, Water) Page PW-10
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Environ.
Programs
PW-045 Franchise Rebates 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Meets municipal government
auditing standards; GC §34090
et seq.
Lead Dept. PW-047 Hazardous Waste Manifests /
Certificates of Disposal 5 years P P
Mag,
Mfr, OD,
Ppr
S / I 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,
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
Public Works /
Environ.
Programs
PW-050 Prop. 218 Ballots, Protest Letters,
Envelopes (Refuse) 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§53753(e)(2), 53755(d)
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
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: 6/3/2025