Agenda packet — El Cerrito City Council, June 17, 2025 (part 2 of 4)

07-00-00 PUBLIC WORKS
Legend:

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
Review annually for relevance to current projects.
07-17-03 AT&T Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
07-17-04 EBMUD Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
07-17-05 Stege Sanitary Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
07-17-06 Telecom Other Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
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08-00-00 RECREATION
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 08-01-00 Parks & Recreation Administration
08-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-01-02 Recreation Registration Database Classes, reservations, facility rentals, enrollment, events and other recreation activities used by members of the
public.

Recreation PII IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
08-01-04 Programs Records Includes program rules, code of conduct, curriculum, City contact information, attendee sign in sheets and rosters, emergency contact information, and evaluation forms filed by program. Not for licensed programs.

Recreation PII CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by neglect.State of California Guidelines; 2 years plus the current year. 08-01-06 Registration Documentation Includes applications, registration scolarships (and supporting documentation), waivers, schedule change
forms, names, address, emergency contacts, field trip forms and other registration related information for individuals.

Recreation C, PII CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by neglect.State of California Guidelines; 2 years plus the current year. 08-01-08 Payment Plan Agreements Used for payment assistance. Recreation AC+5 CCP 337.2; Statutes of limitations CCP 343; Statutes of limitations48 CFR 4.601; 5 years for procurements exceeding $25,000 08-01-09 Cash Receipts Written receipts for individuals. Recreation AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 08-01-10 Volunteers Includes the application, contact information, fingerprint verification, correspondence and any general information about the volunteer.Accepted applications:Denied applications:

Recreation C, PII
AT+2
AC+2
GC 12946; 4 years after completion/position filledState of California Guidelines; 2 years after completion/position filled 08-01-11 Co-sponsorship Includes organizations that co-sponsor services with the City. Tennis, soccor, garden club, youth baseball and other organizations working with the City.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-01-12 Instructors Agreements Includes contracts, W-9, Livescan and other instructor information.

Recreation PII AT+4 CCP 337.2; Statutes of limitations of 4 years CCP 343; Statutes of limitations of 4 yearsAdministrative Decision: Maintain instructor files for 4 years after the instructor terminates the class. 08-01-13 Marketing Materials Includes program fliers, brochures, and activity guides Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 101 of 375
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08-00-00 RECREATION
Legend:

Recreation PII AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; DefinitionsGC 25105.5; 5 years after closure/completion29 USC 1113; 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or violation, whichever comes first.GC 910 - 913; 6 months to 1 year after event occurs.State of California; 7 years after closure for accident/incident reports 08-01-16 Training & Certifications, Volunteers & Staff Includes documentation of required employee certifications, driver training, red shirt lifeguard training, skill audits and other training for certificates and regular training.

Recreation AT+7 GC 34090; 4 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusState of California Guidelines; Current year plus 7 years for non-safety training records. 08-01-17 Training & Certifications, Paid Participants Includes documentation of certifications fo lifeguard training, red cross, babysitters and other external certifications to the public.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-02-00 Special Events
08-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-02-02 Special Event Organization Includes contact information, planning, supply acquisition, staffing, copies of contracts and other event organization information.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 08-02-03 Vendor Applications Recreation PII CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 08-02-04 ABC Liquor Licenses Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits 08-02-05 Health Department Inspections Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 08-02-06 Health Department Permits Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 08-02-07 Event Outreach Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 08-03-00 Facilities
08-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-03-02 Rental Agreements Includes applications, proof of insurance and other rental documents for picnic, clubhouses, room rentals and other facility rentals.

Recreation PII AE+2 GC 34090; 2 year minimum requirement State of California Guidlines; Current year plus 2 years for municipal facility rental / use permits ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 102 of 375
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08-00-00 RECREATION
Legend:

Recreation AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for various permits required by federal and state agencies 08-03-05 Inspections Includes County health department, OSHA, SERS and other regulatory inspections.

Recreation AC+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; maintain OSHA reports for 5 years from the end of the calendar year they relate to.8 CCR 14300.33; current year plus 5 years for OSHA 300 reports8 CCR 10102; whichever is longer of the following: 5 years from date of injury; 1 year from date compensation was last provided; upon payment of all compensation due; when audit findings are final.State of California Guidelines; 3 to 5 years after completion of inspection 08-03-06 Daily Opening / Closing Checklist Checklists by lifeguards for pool conditions. Includes daily chemical and water testing logs.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects. 08-03-07 SDS Information Similar to an MSDS. Recreation CY+30 29 CFR 1910.1020; Retain MSDS records for 30 years unless another record of what, where and when a chemical was used is maintained. 08-03-08 Staff Logs Tracks staff attendance and work schedules, daily issues and unusual activities, and other communications between staff.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-04-00 Paratransit & Vehicles
08-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-04-02 Vehicle Maintenance Includes all maintenance records, smog certificates and Bureau of Automotive Repair documentation for Parks & Recreation vehicles.

Recreation LOV+4 GC 34090; 2 year minimum requirement
CCP 343; 4 years for actionState of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations. 08-04-03 Daily Vehicle Inspection Logs Recreation CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year. 08-04-04 Paratransit Driver Manifest Includes listings of drivers and who they drive for the day. Recreation CY+2 GC 34090; 2 year minimum requirement. 08-04-05 Paratransit Annual Report Measure J sales tax funding report. Recreation CY+2 GC 34090; 2 year minimum State of California Guidelines; 2 years for management reports ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 103 of 375
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08-00-00 RECREATION
Legend:

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-05-02 Senior Nutrition Program Registration Files on seniors who participate in the program. Annual forms include the name, address, phone number, birth date, emergency contact information, nutritional assessments, and other information on seniors.

Recreation C, PII AT+5 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by neglect.State of California Guidelines; 2 years plus the current year.Contra Costa County; Current year plus 5 years.Administrative Decision: Maintain while applicant is actively participating in programs plus 5 years. 08-05-03 Senior Nutrition Program Includes menus, sign-in sheets, County daily activity forms, monthly activity summaries, county reimbursement forms, staff and volunteer program training materials, site inspections and other general program information.

Recreation PII CY+5 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action29 CFR 1627.3(b); 1 year for training recordsGC 12946; 4 years after terminationGC 6250; PRA, confidential record statusState of California Guidelines; 2 years after completionContra Costa County; Current year plus 5 years 08-05-08 APS Mandated Reporting Required reporting for child abuse to APS. Recreation C, PII AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ RecommendationPC 288, 647; DefinitionsAdministrative Decision: Maintain senior/elder abuse reports for the same retention as child abuse reports. 08-06-00 Child Care Facility
08-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Recreation PII CY+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
08-06-03 Caregivers Includes permits, credentials, LiveScan fingerprinting, and other information regarding caregivers. Also for special needs aides.

Recreation C, PII AT+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 yearsCalifornia Social Services Recommendation: 3 years after termination for personnel records. 08-06-04 Childrens Files Includes registration and licensing for child care. Recreation C, PII AT+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years22 CCR 101221; 3 years after termination 08-06-05 Sign In Sheets Also includes emergency contact information. Recreation C, PII CY+2 GC 34090; 2 year minimum requirement 22 CCR 101229.1; maintain sign-in sheet for 1 monthState of California Guidelines; Current year plus 2 years ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 104 of 375
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08-00-00 RECREATION
Legend:

Recreation C, PII AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; DefinitionsGC 25105.5; 5 years after closure/completion29 USC 1113; 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or violation, whichever comes first.GC 910 - 913; 6 months to 1 year after event occurs.State of California; 7 years after closure for accident/incident reports 08-06-07 CPS Mandated Reporting Required reporting for child abuse to CPS. Recreation C, PII AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ RecommendationPC 288, 647; Definitions 08-06-08 Emergency Action Plans For active shooter, disaster, fire and other emergency actions.

Recreation S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 08-07-00 Park & Recreation Commission
08-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-07-02 Agendas/Agenda Packets Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 08-07-03 Minutes Recreation P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 08-07-04 Meeting Recordings Recreation 30 Days GC 54953.5; 30 days after recording 08-08-00 Committee on Aging
08-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-08-02 Agendas/Agenda Packets Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 08-08-03 Minutes Recreation P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 105 of 375
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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 09-01-00 Fire Administration
09-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-01-02 Incident Management Software Used for incidents and personnel. All training sessions and individuals are tracked through software program.

Fire IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
09-01-03 Department Personnel Files Includes employee backgrounds, physical ability tests (upon hire), psychological evaluations, history, training, certifications and license cards.

Fire C, PII AS+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination29 CFR 516.5 - 6; 3 years after action29 USC 1113; 6 years after date of last actionGC 12946; 4 years after termination or actionState of California Guidelines; 3 years after termination 09-01-04 Strike Team Activities Used to submit forms for reimbursement from the State and Federal government. Filed by incident.

Fire CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations of 4 years
09-01-05 Ride Alongs Forms Includes release waivers. Fire CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by neglect. 09-01-06 Communications Binder Includes policies, procedures and directives from the Fire Chief
Fire P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent, no citation given. 09-01-07 Disaster Preparedness Plan Including Local Hazard Mitigation and Emergency Operation
Fire S+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years after superseded 09-01-08 Mutual Aid and Automatic Aid Agreements Clerk/Fire AC+4 CCP 335.1; Statutes of limitations, 2 years CCP 343; Statutes of limitations, 4 years
09-01-09 CPR / First Aid Class Rosters Used for public certification. Fire CY+2 GC 34090; 2 year minimum requirement 09-01-10 Background Checks - Unsuccessful Candidates Fire C, PII AC+4 29 CFR 1627.3 - 3 years 8 CCR 11040 (7)(C) - 3 yearsGC 12946 - 4 years
09-01-11 Department Personnel Medical Records Similar to HR Medical files and may include records such as FMLA, exposure, doctor's notes, worker's compensation claim approvals and other medical information.

Personnel C, PII AS+30 8 CCR 15400; Maintain reports
LC 110 - 139.6; 5 years for auditingLC 6410; OSHA, maintain29 CFR 1627.3(b)(1); 1 year from action29 CFR 1910.1020; 30 years after employee terminationState of California Guidelines; 30 after completion/closure 09-02-00 Fire Prevention
09-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Non-ArsonArson with Great Bodily HarmArson with Homicide Fire
AC+3AC+6
P
CCP 338; 3 year statute of limitations for actionPC 800; 6 year statute of limitations after commission of the offensePC 799; No statutes of limitations on actions for murder. Indefinite retention is recommended by DOJ and CA Law Enforcement Officers Assoc. 09-02-03 Pending Construction Includes plan checks on new construction. Fire ACT GC 34090.7; Duplicates may be destroyed within the 2 year minimum period.
09-02-04 Building Inspections Includes fire alarm plans, fire sprinkler plans and other inspection documents.

Fire AC+5 UFC 103.34 New construction/alterations of buildings; Retain inspection records for 3 years.IFC 104.6; Retain for 5 years after renewal/expiration of fire permitState of California Guidelines; 3 years after completion of inspection 09-02-05 School Inspections Includes fire alarm plans, fire sprinkler plans and other inspection documents.

Fire AC+5 UFC 103.34 New construction/alterations of buildings; Retain inspection records for 3 years.IFC 104.6; Retain for 5 years after renewal/expiration of fire permitState of California Guidelines; 3 years after completion of inspection 09-02-06 Special Permits Includes christmas tree lots, temporary tents, demolition permits, rocket launching and other temporary use permits related for Fire.

Fire AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Temporary Use Permits 09-02-07 Weed Abatement Commercial and vacant land, and residential abatement.

Fire AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after correction/completion. 09-03-00 Fire Suppression & Equipment
09-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-03-02 Station Log Books Maintained by the stations. Fire CY+3 GC 34090; 2 year minimum requirement CCP 340.5; Healthcare providers is 3 years after occurrence or 1 year after the patient discovers the injury, whichever comes first.CCP 340.8; Exposure to hazardous substances; 2 years after exposure, or 2 years after patient discovers injury, whichever is later. 8 CCR 3203(b)(1); Injury & Illness Prevention Program inspection records, maintain at least 1 year. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 107 of 375
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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

FIRE SERVICES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
09-03-03 Personal Protective Equipment Logs Individual replacement dates. Fire CY+5 GC 34090; 2 year minimum requirement CCP 340.5; Healthcare providers; 3 years after occurrence or 1 year after the patient discovers the injury, whichever comes first.CCP 340.8; Exposure to hazardous substances; 2 years after exposure, or 2 years after patient discovers injury, whichever is later.8 CCP 3203(b)(1); Injury & Illness Prevention Program inspection records, maintain at least 1 year.Administrative Decision: Possibility of defending an equitable indemnity claim up to 5 years 09-03-04 SCBA Fit & Flow Test Annual tests for both person and unit. Fire P 8 CCR 3203; IIPP training, at least 1 year State of California Guidelines; 2 years after superseded for training materials.Individual training information maintained by employee is retained for termination/separation plus 2 years, per State of California GuidelinesAdministrative Decision: Permanent for long term potential medical issues and varying retention periods of the citations. 09-03-05 Hose Testing Records Annual tests Fire CY+5 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for equipment and gear logs. 09-03-06 Ladder Testing Annual tests Fire CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for equipment and gear logs. 09-03-07 Daily Vehicle & Equipment Inspection Log Inspection of vehicles by drivers prior to driving.

Required by the DOT. Includes safety equipment, liquid levels, tire condition, appearance, operations, lights and other aspects. Also includes HURST, SCBA and air compressor forms.

Fire CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year. 09-03-08 Breathing Compressor / SCBA Fill Station Inspection by an outside company with resulting certificate of compliance.

Fire AC+5 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after occurrence or 1 year after the patient discovers the injury, whichever comes first.CCP 340.8; Exposure to hazardous substances; 2 years after exposure, or 2 years after patient discovers injury, whichever is later.State of California Guidelines; Current year plus 2 years for equipment and gear logs. 09-04-00 Training & EMS
09-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts PII AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 108 of 375
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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Fire PII IND 29 CFR 1627.3(b); 1 year for training records GC 34090; 2 year minimum requirementGC 12946; 4 years minimumState of California Guidelines; Current year plus 7 for non-safety training, and 2 years for certificates and designations training.Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system. Such transfer must include at least 7 year history of data. 09-04-03 CERT Training Community Emergency Response Team training.

Records for individual public classes of non-employees.

Fire CY+2 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 6250; PRA, confidential record status 09-04-04 Patient Care Reports Includes refusal of care and the patient care report.

Reports for minors are kept for the total retention
beginning when they turn 18 years of age.

Fire C, PII AC+7 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after occurrence or 1 year after the patient discovers the injury, whichever comes first. CCP 340.8; Exposure to hazardous substances; 2 years after exposure, or 2 years after patient discovers injury, whichever is later. 22 CCR § 70751(c) maintain patient records for 7 years 09-04-05 Paramedic Check Sheets Forms used by paramedics to document equipment checks, narcotics inventories, order supplies. Daily and monthly reports.

Fire AC+5 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after occurrence or 1 year after the patient discovers the injury, whichever comes first.CCP 340.8; Exposure to hazardous substances; 2 years after exposure, or 2 years after patient discovers injury, whichever is later.Administrative Decision: Possibility of defending an equitable indemnity claim up to 5 years 09-04-06 Narcotic Administration Form Log of administration of narcotics and distribution of remaining narcotics.

Fire AC+5 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after occurrence or 1 year after the patient discovers the injury, whichever comes first.Administrative Decision: Possibility of defending an equitable indemnity claim up to 5 years ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 109 of 375
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10-00-00 POLICE SERVICES
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 10-01-00 Administration / Chief of Police
10-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-01-02 Administrative Staff Memos General status updates on current projects and items of interest. COP/Admin CY+2 GC 34090; 2 year minimum Administrative Record, State of California GuidelinesAdministrative Decision: Maintain permanently for reference purposes. 10-01-03 CHP 187 Vehicle Pursuits Includes a log tracking filing and sending the report, a summary of the actions, and proof of delivery from the CHP.

COP/Admin PII IND VC 17004.7; Maintain vehicle pursuit records, no retention.
10-01-04 Concealed Weapons Permits Includes application, background and records checks reviewed by the Chief of Police for the issuance of the permit. Also includes notification from the Sheriff’s Department of the County of Alameda advising they have issued a Concealed Weapons Permit for a subject residing, employed in or owing a business in the City.Denied permit applications
COP/Admin PII AE+2
CY+2
GC 34090; 2 year minimum requirementPC 12071, Maintain recordsPC 12078, Maintain recordsState Recommendation, 2 years after the license expires. 10-01-05 Equipment Inventory Equipment issued to officers and other department equipment. COP/Admin S+2 GC 34090; 2 year minimum requirement State Recommendation; 2 years after superseded for listings of equipment assigned to divisions and officers. 10-01-06 General Orders Maintained in Lexipol. COP/Admin C P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation given. 10-01-07 Internal Affairs / Investigations Also includes officer involved deaths, traffic collision internal review documentsSustained findings of misconduct.

COP/Admin C, PII AC+5
AC+15
PC 832.5(b) Statutory minimum is 5 years, 15 years for sustained misconduct. EVC 1045; 5 years for conductPC 801.5; SOL of 4 years after eventPC 803(c); public officer, crime descriptionsVC 2547; SOL of 3 years for officer fraudGC 12946; 2 4 years after completion/position filled 10-01-08 Livescan Fingerprinting Includes fingerprinting for massage, medical marijuana and taxi permits.

COP/Admin C, PII CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain fingerprint information for city employment for 2 years after termination. 10-01-09 Locker & Riot Locker Logs Includes combinations and assigned lockers COP/Admin C S+2 GC 34090; 2 year minimum requirement State of California Guidelines; After superseded
10-01-10 Operation Orders Includes vacation sign ups and special details. Moves the bulk of staff all at once based on the event / order.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for watch assignments, daily schedules and timekeeping records. 10-01-11 Paid Overtime Signup Sheet Maintained by the individual division. Includes special details. COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for timekeeping records. 10-01-12 Pitchess Motions Copy maintained with the officer's file. COP/Admin PII CY+2 GC 34090; 2 year minimum requirement AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 110 of 375
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COP/Admin PII AE+2 GC 34090; 2 year minimum requirement PC 12071, Maintain recordsPC 12078, Maintain recordsState Recommendation, 2 years after the license expires. 10-01-14 Ride Along Requests COP/Admin PII CY+2 GC 34090; 2 year minimum requirement retention State of California Guidelines; 2 years plus the current year 10-01-15 Rules & Regulations COP/Admin C P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation given. 10-01-16 Supervisor Staff Memos General status updates on current projects and items of interest.

Pertains mainly to operational issues.

COP/Admin CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
10-01-17 Video Surveillance Recordings - City
Facilities and Parks
Includes buildings, parking lots and city parks and pathways.(automatically written over at 366 days) COP/Admin 366 days * GC 34090.6; 1 year * If a claim is filed or pending litigation, retain with the case file.State of California Guidelines; 180 days for audio, telephone and radio communication tapes 10-01-18 Unusual Incident Reports Completed with Use of Force, CHP 187, injuries to employees and other unusual events.

COP/Admin PII CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for use of force files 10-01-19 Use of Force Reports COP/Admin PII CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for use of force files 10-01-20 Vehicle Records Includes registration documents, equipment installation, maintenance records and other associated documentation.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for daily activity logs. 10-01-21 Volunteer Program Includes application, ride-along waiver, background authorization, supplemental background information form, criminal history and records checks, LiveScan fingerprinting, training, community service records, background letters to neighboring agencies, and ID cards.Denied volunteer applications
COP/Admin PII AT+3
AC+3
GC 12946; 4 years after completion/position filledState of California Guidelines; 2 years after terminationAdministrative Decision: Maintain volunteer files for 3 years after termination for hired, 3 years after position filled for denied applications to follow recruitment retention. 10-01-22 Work & Duty Schedules COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for watch assignments, daily schedules and timekeeping records. 10-02-00 Records *** Maintain all case files confidential while active. California Public Records Act to be consulted. 10-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-02-02 Mark43 Database Electronic case management system. Records C, PII IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
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Records V, PII Varies See specific case retention periods and citations listed below this heading:
187 - Murders Records V, C ***, PII P PC 187; Definitions PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA Law Enforcement Officers Assoc.

Officer Involved Shootings Includes shootings Records V, C ***, PII AC+25 EVC 1045; Discovery of officer information on Internal Affairs cases. 5 year access limit.PC 832.5; 5 years after case closure, confidential document not for public exposure. VC 2542 & 2547; Officer fraud or misrepresentation. 3 years after act or omission.State Recommendation; Closure of case plus 25 years.DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.

Child Molestation Records V, C *** AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ Recommendation Drug / Sex Crime Registration Sex offenders - Adult
Sex offenders - Juvenile
Records V, C *** L+2
* Varies
GC 34090; 2 year minimum requirement* PC 290; definitions and referencesW&IC 781; 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.

Sex Crimes Records V, C *** L+2 PC 261; Definitions
PC 220; Definitions & punishmentsPC 286; Definitions & punishmentsPC 289; Definitions & punishmentsW&I 781; Juvenile records, when offender reaches age 38, or 5 years after records are sealed.Department of Justice recommends 25 years.Administrative Decision: Maintain sex crime cases for 2 years after proof of offender's death.

Weapon Crimes Possession of illegal weapons, carrying concealed weapons, and other crimes relating to the possession or use of illegal weapons where no other crime has occurred.

Records V, C *** AC+10 GC 34090; 2 year minimum requirement Administrative Decision: Retain weapon crime information for 10 years to track potentially violent individuals.

Crimes with Death Records V, H, C *** P PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA Law Enforcement Officers Assoc. State of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 112 of 375
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Unattended Death / Suicide Suspicious
No suspicious circumstances
Records V, H, C ***
V, C ***
P
AC+2
PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA Law Enforcement Officers Assoc. State of California Guidelines; PermanentGC 34090; 2 year minimum requirement Robberies / Burglary Records V, C *** AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.State Recommendation; Closure of case plus 3 years.

Stolen Vehicles Records V, C *** AC+10 CA Law Enforcement Warrant Officers Association recommends keeping for 10 years.

Misdemeanors / Petty Theft Records V, C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests, identifiable property or missing persons.

Marijuana Related Crimes Records V, C *** AC+2 * HS 11361.5, 11357 B, C, D, or E; 2 years after case closure, * or until offender reaches the age of 18 years provided there are no active warrants associated with the case. Destroy Juvenile marijuana cases after age 18.Combined cases may be retained for the longest applicable retention period.

Miscellaneous / Non-Criminal reports Includes Miscellaneous Civil/Juvenile/Investigation/Officer, Found Property, Lost Property, Abandoned Vehicle Abatement, 5150 WI, Private Property Tows, Repossessed Vehicles, vehicle and traffic collisions, etc.Any type of report listed in this category description that pertains to a criminal case would be retained for the period of time indicated in the applicable case reports type described above.

Records/ Traffic C AC+2 GC 34090; 2 year minimum requirement ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 113 of 375
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-02-04 Audio Recordings - Litigation/Case Related Includes telephone and radio communications for criminal cases only. Recordings determined by the City Attorney for litigation or the District Attorney for crime prosecution.Cases involving Murder Records 366 Days *
P
GC 34090.6; 100 days. * If a claim is filed or pending litigation, retain with the case file.State of California Guidelines; 180 days for audio, telephone and radio communication tapes.Administrative Decision: Maintain for 366 day to meet restriction of the storage system and to satisfy statutes of limitations. 10-02-05 Cash Receipt Books Log of monies receive at the PD counter. Records CY+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 yearsState of California Guidelines; 4 years after annual audit 10-02-06 Clearance Letters Includes requests from persons residing in the City asking for a cursory records check through our RMS system to ascertain if the person has any negative information on file in our RMS system. This request results in a letter stating the results of the records check.

Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for requests for criminal history 10-02-07 Criminal Background Checks Requests for criminal history from an outside agency. Records CY+3 GC 34090; 2 year minimum requirement CCP 340; 1 year statute of limitations11 CCR 707(c); 3 years after release of record 10-02-08 Criminal Subpoenas Any subpoenas having to do with a criminal case. Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain subpoena logs and subpoena duplicates for the current year plus 2 years. 10-02-09 DOJ Audit Reports / NCIC Entries National Crime Information Computer. DOJ requires reporting monthly for stolen vehicles/license plates, stolen weapons, warrants, missing persons and restraining orders. Inhouse audit performed and results faxed to DOJ.

Records AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly, and annual activity/statistical reports. 10-02-10 False Alarm Claims Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for false alarm duplicates. 10-02-11 Monthly DOJ/UCR/BACS (MACR) Report Electronic statistical report maintained on a flash drive for future analysis. MACR - Monthly Arrest & Citations Register - DOJ formJUS 750.

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical reports. 10-02-12 Record Sealings Adults
Juveniles
Records V, C *** AC+3 *
AC+5 **
PC 851.8(a); Factually innocent records, 3 years after arrest, * with district attorney approval.Date of court ordered destructionW&IC 781; 5 years after sealed by court order for atrisk youth; ** W&IC 781; When juvenile reaches the age of 38 for murder and/or sex crimes occuring before the child is 14 years of age** W&IC 781; For murder and/or sex crimes occuring on or after the child reaches age 14, DO NOT DESTROY. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 114 of 375
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Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical reports. 10-02-14 Subpoenas Duces Tecum Subpoenas for records or property. Records CY+2 GC 34090.7; Duplicate records may be destroyed at any point before the total retention periodState of California Guidelines; Current year plus 2 years. Courts/County maintain the original record. 10-03-00 Traffic Unit
10-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Traffic CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking and traffic citations.Administrative Decision: Maintain commercial vehicle inspections for the current year plus 2 years to support traffic citations. 10-03-03 Equipment Calibrations Preliminary Alcohol Screening Device and radar calibration. Traffic AT+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after termination for radar calibration records 10-03-04 Taxi Permits & Inspections Includes vehicle inspections for service providers. Traffic CY+2 GC 34090; 2 year minimum requirement10-03-05 Traffic Citations Includes Citations and supporting documents such as Certified Copies of DMV Order of Suspension / Revocation
Traffic PII CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking and traffic citations. 10-03-06 Traffic Data Collection Used to monitor traffic speed and data for specific locations. Traffic CY+2 GC 34090; 2 year minimum requirement10-04-00 Personnel & Training Records 10-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-04-02 Department Personnel Records Includes equipment released, employee transaction forms, step increases, corrective performance evaluations, background checks, and other materials related to the employee. Similar to the files maintained by HR but contains other confidential information on officers.

Personnel C AS+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination29 CFR 516.5 - 6; 3 years after action29 USC 1113; 6 years after date of last actionGC 12946; 4 years after termination or actionPC 832.5; 5 years for officer complaintsState of California Guidelines; 3 years after termination for non-safety employees; 5 years after termination for safety employees. 10-04-03 Background Checks - Unsuccessful
Candidates
Personnel C AC+4 29 CFR 1627.3 - 3 years
8 CCR 11040 (7)(C) - 3 yearsGC 12946 - 4 years
10-04-04 Citizen Inquires Form completed by a citizen. Complaints become formal investigations. Non-complaints are forwarded to other divisions or departments, as needed.

Personnel ACT Transitory Record: Maintain indefinitely or until data is transferred to record series.
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Personnel AC+15 State of California Guidelines; 15 years after completion for range lesson plans. No citation given.
10-04-06 Supervisory Notes / Records of Discussion Maintained under lock and key by each division for employees.

Notes and observations on performance related issues for the deployment period. Cycle varies and results are maintained by the highest level supervisor of the officer. Related to training.

Personnel C AT+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination29 CFR 516.5 - 6; 3 years after action29 USC 1113; 6 years after date of last actionGC 12946; 4 years after termination or actionState of California Guidelines; 3 years after termination for non-safety employees; 5 years after termination for safety employees. 10-04-07 Training Management System Database
(TMS)
Used to track all training for officers, including inhouse, POST and other training sessions.

Personnel IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
10-04-08 Training Reimbursement Forms Used for officer training reimbursements. Duplicated information that is sent to Finance for processing. Maintained for 1 year in PD.

Personnel AC+1 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum retention period
10-04-09 Department Personnel Medical Records Similar to HR Medical files and may include records such as FMLA, exposure, doctor's notes, worker's compensation claim approvals and other medical information.

Personnel C AS+30 8 CCR 15400; Maintain reports
LC 110 - 139.6; 5 years for auditingLC 6410; OSHA, maintain29 CFR 1627.3(b)(1); 1 year from action29 CFR 1910.1020; 30 years after employee terminationState of California Guidelines; 30 after completion/closure 10-05-00 Criminal Investigation Services
10-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-05-02 Alcohol Licensing - Temporary Use Includes one day events. ABC form 221. CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for temporary use permits 10-05-03 Annual Card Room Permits CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for bingo licenses.Administrative Decision: Maintain annual card room permits for the current year plus 2 years to follow bingo retention requirements by the State. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 116 of 375
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Comm 1 year GC 34090.6; 100 days. If a claim is filed or pending litigation, retain until pending litigation is resolved and * destroy with consent of the City Attorney.State of California Guidelines; 180 days for audio, telephone and radio communication tapes, with exceptions of recordings pertaining to GC 34090.6Administrative Decision: Maintain for 1 year to meet statute of limitations for misdemeanors. 10-05-05 Body Worn Cameras Includes all recording systems whether body worn, handheld, or integrated into portable equipment.Records or logs of access and deletion of data.

Traffic 366 Days *
P
PC 832.18; GC 3301; GC 34090.6; 1 year * If a claim is filed or pending litigation, retain with the case file.State of California Guidelines; 180 days for audio, telephone and radio communication tapes. 10-05-06 Cabaret Permits - Annual Approved annually by Council. CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for certain licenses.Administrative Decision: Maintain cabaret permits for the current year plus 2 years to follow similar retention required by the State. 10-05-07 Cabaret Permits - Temporary CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for temporary use permits 10-05-08 Informant Files Maintained in paper form and reviewed annually for activity.

Includes vice crimes (gang, narcotics, prostitution, robbery).

CIS C AT+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 10 years after termination for informant files, no citation stated 10-05-09 Massage Parlor Establishments CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion plus 2 years for massage parlor permits. 10-05-10 Patrol Bulletins Informational notice about crimes in areas of the City. CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical reports. 10-05-11 Pawn Slips CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Secondhand Dealers and Pawn Brokers. 10-05-12 Registration Files - 11590 HS Drug registrants CIS PII L+2 GC 34090; 2 year minimum requirement H&S 11594; 5 years after termination of parole or probationPC 186.32; 5 years after last registration requirementState of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 117 of 375
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AdultsJuvenile

CIS PII
L+2
* Varies
GC 34090; 2 years minimum* PC 290; definitions and referencesW&IC 781; 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-05-14 Registration Files - 457.1 Arson - Adults
Arson - Juveniles
CIS PII L+2
* Varies
GC 34090; 2 years minimumH&S 11594; 5 years after termination of parole or probationPC 186.32; 5 years after last registration requirement* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-05-15 Second Hand Dealer Licenses Includes licenses for antique dealers and other second hand sellers.

Property CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Secondhand Dealers and Pawn Brokers. 10-05-16 Track Fliers Includes BOLOs from to other agencies. CIS PII CY+2 GC 34090; 2 year minimum requirement 10-06-00 Property & Evidence
10-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-06-02 Asset Seizure/Forfeiture Form For monies seized over a certain amount. Requested from a major crimes task force, and ultimately scanned to Records withthe case file. Originals are maintained by the DA, a copy is maintained by the City.

Property ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum retention period
10-06-03 Auction Reports Property CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after financial audit for surplus property auctions including listings of property. 10-06-04 Criminal Case Disposition
Notification/Reports
Case disposition confirmation from the District Attorney or court system. DOJ form 8715.

Property PII CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for case tracking records 10-06-05 Evidence Purge/Disposition Includes weapons destruction logs, drug destruction logs, deposit receipts, property disposition memorandums and returns to owners.

Property P State of California Guidelines; Permanent for gun destruction. No citation given. Current year plus 2 years for property control logs recording items coming into and going out of property rooms. 10-06-06 Property Record / Receipts Tracks property releases and dispositions. Used to permanently track history of evidence. Not destroyed with the case file.

Property P GC 34090; 2 year minimum requirement
State of California Guidelines; No citation given. Current year plus 2 years for property control logs recording items coming into and going out of property rooms. 10-07-00 Crime Prevention Committee
10-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 118 of 375
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All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-08-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 10-08-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 119 of 375
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 01-01-00 Administrative Materials
01-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 01-01-02 Correspondence & Reports - External All Depts CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-03 Correspondence & Reports - Internal All Depts CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-04 Departmental Goals/Objectives All Depts S+5 GC 34090; 2 year minimum Administrative Record, State of California Guidelines recommends retaining for 5 years after superseded. 01-01-05 Staff, Interdepartmental & Internal Committee
Meetings
Includes informal meeting agendas. All Depts EY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-06 Surveys, Studies & Questionnaires - General City All Depts AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys 01-01-07 Supervisor's Files Includes supervisor files on employees. File sent to HR after employee separates from the City.

All Depts ACT Transitory Record; Maintain as long as necessary for current business activities.GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement. 01-01-08 Transitory Electronic Communications Includes e-mail, social media, calendars, texts and other transitory communications via electronic sources.

All Depts IND Reference Administrative Procedure 1B4 for retention of electronic communications.
01-02-00 Reference Materials 01-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 01-02-02 Chronological Files All Depts ACT GC 34090.7; Duplicates may be destroyed within the 2 year minimum period.Administrative Record, State of California Guidelines 01-02-03 Professional Associations/Organizations All Depts CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-04 Community Organizations/Foundations All Depts CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-05 Complaint Files General complaints to City departments. Does not include claims against the City or formal complaints with the Police Department.

All Depts PII AC+7 42 USC 1983; Settlement of complaint plus 7 years 01-02-06 Mailing Lists All Depts S Administrative Record, State of California Guidelines03-90-84 Community Information/Events All Depts CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California GuidelinesAdministrative Decision: Current year plus 2 years, review annually for historical content

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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 01-02-08 Historical Information/Events All Depts P GC 34090; 2 year minimum Administrative Record, State of California GuidelinesAdministrative Decision: Retain permanently for historical value. 01-02-09 Public Relations
Information/Handouts/Speeches/Biographies
All Depts EY+7, AR GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 7 Administrative Decision: Review before destruction for potential historical content and reclassification to Historical Information/Events as a permanent record. 01-02-10 Technical Reference All Depts ACT GC 34090.7; Duplicates and reference materials may be destroyed within the 2 year minimum.
01-02-11 Informational Brochures, Leaflets & Handouts All Depts CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-03-00 Materials from Agencies & Other Cities - Non-project Related 01-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 01-03-02 Federal Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content.

All Depts CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-03 State Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content.

All Depts CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-04 Regional/National Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content.

All Depts CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-05 County Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content.

All Depts CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-06 Adjacent Cities Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content.

All Depts CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-07 Special Districts Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content.

All Depts CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-04-00 Grant Administration01-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 121 of 375
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts AFP+5 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless litigation, then 3 years after claim is filed/settled.24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan24 CFR 85.42; Grants & co-operative agreements, 3 years after submission of last expenditure report29 CFR 97.42; grants must be kept for 3 years after final expenditure report.State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application close-out procedures, if any. 01-04-03 CDBG Grant Applications & Agreements Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term applies, as needed.

All Depts AFP+4 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless litigation, then 3 years after claim is filed/settled.24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan24 CFR 85.42; Grants & co-operative agreements, 3 years after submission of last expenditure report29 CFR 97.42; grants must be kept for 3 years after final expenditure report.State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application close-out procedures, if any. 01-05-00 Purchasing & Material Acquisition 01-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 01-05-02 RFPs / RFIs / RFQs Includes competitive bid quotes. All Depts AC+5 GC 34090; 2 years minimum CCP 337; Statute of limitationsState of California Guidelines; 5 years after audit for successful bids.Administrative Decision: 5 years after completion of project associated with the bid. 01-05-03 Bids - Successful All Depts AC+5 GC 34090; 2 years minimum CCP 337; Statute of limitationsState of California Guidelines; 5 years after audit for successful bids.Administrative Decision: 5 years after completion of project associated with the bid. 01-05-04 Bids - Unsuccessful All Depts CY+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 for unsuccessful bids ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 122 of 375
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 02-01-00 Clerk Administration02-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 02-01-02 Information Requests Routine requests from staff and the public for general information and city operations. Transitory in nature.

Clerk ACT Transitory Record; Maintain as long as necessary for current business activities.GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement. 02-01-03 Informational Brochures & Pamphlets Clerk CY+2 GC 34090; 2 year minimum requirement02-01-04 Public Hearing Notices / Proof of Publication Clerk CY+4 GC 34090; 2 year minimum requirement CCP 343; Statutes of limitations, 4 years
02-02-00 City Council & Governing Bodies
02-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 02-02-02 Agenda Packets Agenda, staff reports, speaker cards, supplemental communications and all other supporting documentation for City Council / Redevelopment Agency / Redevelopment Successor Agency, Public Financing Authority, Employee Pension Trust Board, Municipal Services Corporation and Oversight Board regular and special meetings. Includes letters to the state or federal legislators supporting or opposing legislation. Final actions reflected in official minutes, resolutions and ordinances are kept permanently.

Clerk CY + 30 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 yearsAdministrative Decision: Maintain agenda packets for the current year plus 30 years for reference purposes. 02-02-03 Affidavits of Posting, Mailing and/or Publication Affidavits of Posting, Mailing and/or Publication Declarations indicating agendas and other notices are completed in compliance with state law and City Clerk department guidelines.

Clerk CY+4 GC 34090; 2 year minimum requirement
CCP 343; Statutes of limitations, 4 years
02-02-04 Ceremonial Items Includes Mayoral certificates of special commendation, certificates of recognition.

Clerk H EY+2 GC 34090; 2 years minimum
02-02-06 Minutes Includes City Council / Redevelopment Agency / Redevelopment Successor Agency Oversight Board, Public Financing Authority, Employee Pension Trust Board, and Municipal Services Corporation, Official Written Minutes – Bound Volumes.

Clerk V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 02-02-07 Meeting Recordings Videostream Archives stored with CivicPlus, Video Tapes and DVD (legacy) and Audio Tapes (legacy).

Clerk CY+30 GC 54953.5; 30 days after recording
Administrative Decision: Maintain recordings for the current year plus 30 years for public and staff reference. 02-02-08 Ordinances Law, statute or regulation enacted by the City Council.

Bound Ordinance Books maintained by the City Clerk.

Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; MaintainState of California Guidelines; Permanent

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Clerk V, H CY+2 GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
02-02-10 Resolutions Resolutions are separate from ordinances and record decisions, opinions or wishes of the Council or Governing Body and express the municipality’s position on various issues or concerns about government policy, regulations or funding and also provide direction to staff. Resolutions are enacted by the City Council, Redevelopment Agency (legacy)/Redevelopment Successor Agency, Public Financing Authority Employee Pension Trust Board, Municipal Services Corporation and Oversight Board.

Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; MaintainState of California Guidelines; Permanent 02-02-11 Mayor & Councilmember Correspondence General correspondence to or from outside sources including individual member coorespondance in support or opposition of legislation.

Clerk / Council CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-02-12 Council Events Mayors Conference, Commissioner Dinner, Wall of Fame, Other – planning timelines, invitations, program, script, attendance lists, recognition lists, invoices and follow up correspondence.

Clerk H CY+3 GC 34090; 2 year minimum
Administrative Record, State of California GuidelinesAdministrative Decision: Maintain for the current year plus 3 years for historical reference. Retain one copy of the invitation and program for historical purposes. 02-02-13 Council Portraits Official portraits taken at the time Councilmembers begin their service on the City Council.

Clerk H P GC 34090; 2 year minimum
Administrative Record, State of California GuidelinesAdministrative Decision: Maintain council photographs permanently for historical purposes. 02-02-14 Oaths of Office Administered upon certification of election results.

Employee oaths are kept with personnel files. See HR.

Clerk AT+6 GC 34090; 2 year minimum requirement
State of California Guidelines; 6 years after termination for elected officials. 02-02-15 West County Mayors and Supervisors Association Agendas, meeting materials, and other records pertaining to organizing and facilitating the meeting.Minutes for meetings hosted by the City.

Clerk EY+2
P
GC 34090; 2 year minimum
02-03-00 Boards, Commissions & Committees - Membership Materials 02-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 02-03-02 Administrative Files Attendance reports, web page development, communications to staff liaisons, training and resource materials, programmatic rules review, research and analysis.

Clerk PII CY+5 GC 34090; 2 years minimum
State of California Guidelines; 5 years after board, commission or committee is dissolved. 02-03-03 Appointment History Database Database includes appointment, service and termination history and contact information for applicants and appointments to advisory bodies Clerk PII IND Transitory Record; Databases are maintained while active
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Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-03-06 Recruitment Materials Includes annual Maddy Act Notices, annual and periodic notices of vacancy, press releases and other vacancy information.

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-03-07 Member Files Includes applications, oath of office, training certificates, coorespondance, and other records related to the appointment and service of city advisory members.Retention applies after the member has not served on any advisory body for a period of 6 years.

Clerk PII AT+6 GC 34090; 2 years minimum
State of California Guidelines; 5 years after board, commission or committee is dissolved.Administrative Decision: Keep the same period of time as employee files. 02-03-08 Applications, Reserved Additional applications kept on file should an unexpected vacancy occur.

Clerk PII CY+4 GC 34090; 2 year minimum;
GC 12926; 4 years minimumAdministrative Record, State of California Guidelines 02-03-08 Member Handbook Manual Retain one copy permanently for historical reference. Clerk P GC 34090; 2 year minimum Administrative Record, State of California GuidelinesAdministrative Decision: Maintain one copy permanently for historical purposes. 02-04-00 Agreements / Contracts / MOUs
02-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 02-04-02 Bid Summaries Summary listing all project bid results for a particular project. Used for announcing lowest apparent bidder. Primarily public works and capital projects.

Clerk AC+5 GC 34090; 2 years minimum
CCP 337; Statute of limitationsState of California Guidelines; 5 years after audit for successful bids.Administrative Decision: 5 years after completion of project associated with the bid. 02-04-03 Services, Equipment, Supplies Agreements Contracts with vendors and consultants – includes related records such as disclosure forms, change orders, term amendments and certificates of insurance.

Clerk/Depts AC+5 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations48 CFR 4.601; 5 years for procurements exceeding $25,000 02-04-04 Lease, Loan and License Agreements Clerk AE+5 CCP 337.2; Statutes of limitations, leases 4 years CCP 343; Statutes of limitations, general 4 years48 CFR 4.601; 5 years for procurements exceeding $25,000 ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 125 of 375
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-04-05 Settlement Agreements, General Clerk AC+5 CCP 343; Statutes of limitations, general 4 years State of California Guidelines; Permanent for recorded documentsAdministrative Decision: Maintain general settlement agreements for 5 years after closure/completion to coincide with other general city agreements. 02-04-06 Settlement Agreements, Recorded Clerk P CCP 343; Statutes of limitations, general 4 years State of California Guidelines; Permanent for recorded documents 02-04-07 Franchise Agreements Clerk P CCP 337.2; Statutes of limitations CCP 343; Statutes of limitations48 CFR 4.601; 5 years for procurements exceeding $25,000State of California Guidelines; Permanent 02-04-08 Capital Improvement Projects Contracts in which the contractor develops real property, or constructs or provides design consultation or construction management services for improvement to real property. Includes change orders and term amendments.

Clerk P GC 34090(a); Real property records, maintain
H&S 19850; Life of Building, with exceptionsCCP 337.15; 10 yearsState of California Guidelines; Permanent 02-04-09 Non-CIP Construction Contracts & Agreements Clerk AC+10 CCP 337.15; 10 years State of California Guidelines; 10 years after project completion 02-04-10 Public Agency Funding Agreements Revenue agreements, joint powers, mutual aid and subcontracts with public agencies.

Clerk P State of California Guidelines; Permanent for joint powers authorities for insurance.
02-04-11 Real Property Purchase Agreements Property purchased and maintained by the City. Clerk P GC 34090(a); Real property records, maintain H&S 19850; Life of Building, with exceptionsCCP 337.15; 10 yearsState of California Guidelines; Permanent 02-04-12 Real Property Sale Agreements Property sold by the City Clerk AC+10 GC 34090; 2 years minimum GC 6254; Record disclosureCCP 337.1; 4 years after completion of construction or improvementCCP 337.15; 10 years after completion of construction or improvement36 CFR 64.11; 3 years after last payment for public property acquisition.State of California Guidelines; Completion expiration + 10 years for acquisitions. 02-04-13 Property Development Agreements Includes Subdivision Agreements, Disposition & Development Agreements, Owner Participation Agreements and Development Agreements under Subdivision Map Act, approved, amended or cancelled by resolution.

Clerk P GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statutes of limitations48 CFR 4.703; 3 years after final payment48 CFR 4.705-1; 4 years after completion for accounting, payroll, purchasing records, et. al.H&S 19850; Life of Building, with exceptions. 02-04-14 Agreements Granting Easements Clerk / Public
Works
P GC 34090(a); Permanent for land and property related
documents24 CFR 1710; Permanent
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-04-15 Bond Agreements Clerk AC+10 GC 34090; 2 years minimum GC 43900-43903; Destruction guidelines for bondsCCP 337.5; Statutes of limitations, 6 years after expirationFC 3368; MaintainFC 30210; MaintainState of California Guidelines; 10 years after closure/expiration 02-04-16 Labor Agreements & MOUs Clerk P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions29 USC 207g; DefinitionsState of California Guidelines; Permanent 02-05-00 Elections Materials
02-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 02-05-02 Assessment District Elections Prop. 218 proceedings and election materials. Clerk / Public Works
P GC 34090(a); Permanent for land and property records
CCP 338; 3 year statute of limitationsState of California Guidelines; Permanent 02-05-03 Assessment District Ballots & Protest Letters Clerk AC+2 GC 53753; 2 years after completion for ballots GC 53755; 2 years after completion for protests
02-05-04 Municipal Elections (General & Special) Includes ballot material copies, voter rosters, official precinct materials, correspondence, and election signs, notices and legal publications. Original canvass information and statement of votes from the County Registrar of Voters are approved and incorporated by reference by City Council resolution. City Clerk administrative, research and working files retained for future reference.Certification of votes maintained permanently with the approved resolution.

Clerk AC+5 EC 17000-1; Affidavits and indexes are 5 years EC 17300; 5 years after election for election rostersEC 17302-6; 6 months after election, if no contest, for election recordsGC 81009; Campaign reports, not including candidate's campaign statementsGC 34090.7; Duplicate copies may be destroyed at any time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7. Non-records may be destroyed at any time.For all election documents where the State's requirement is permanent, but for which the County maintains the original documents. 02-05-05 Certificates of Election Presentation to successful candidates required by Government Code. Incorporated into agenda packet.

Clerk CY+7 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 yearsAdministrative Decision: Maintain certificates for the current year plus 7 years to follow retention of the Council agenda packets. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 127 of 375
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-05-06 Candidate Filing Forms and Nomination
Documents, Elected Officials
Elected officials. Submitted in order to qualify for candidacy; includes nomination petition, declaration of candidacy, optional candidate statement, signature and residency verification, consent forms, ballot designation worksheet, optional Code of Fair Campaign Practices declaration, filing checklists and candidate statement receipt. Nomination petitions may be viewed by the public but not copied or distributed.

Clerk PII AT+4 GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
02-05-07 Candidate Filing Forms and Nomination
Documents, Unsuccessful Candidates
Unsuccessful candidates. Clerk PII AC+2 GC 34090; 2 year minimum requirement EC 17100; 4 years after term ends
02-05-08 Council Sponsored Measures, Charter-related Clerk P GC 34460; Indefinite. Maintain copy of charter related documents in archives.EC 17000-1; Affidavits and indexes are 5 yearsEC 17302-6; 6 months after election, if no contest, for election recordsGC 81009; Campaign reports, not including candidate's campaign statements 02-05-09 Council Sponsored Measures, Other Ballot Question is approved by Council resolution.

Direct Arguments for and against measures, and argument rebuttal filer and author are filed with the City Clerk. Does not include charter related measures.

Clerk AC+5 EC 17000-1; Affidavits and indexes are 5 years EC 17302-6; 6 months after election, if no contest, for election recordsGC 81009; Campaign reports, not including candidate's campaign statementsAdministrative Decision: Maintain council sponsored measures not related to the City charter for 5 years after closure of the election to match retention for Municipal Election materials. 02-05-10 Initiative Measures, Referendums & Recall
Petitions
Includes petitions with original signatures. Clerk C AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.EC 17400; 8 months after election/final examination for election recall petitions. 02-05-11 Council Candidate Handbook Information relating to running for and qualifying for City Council and filing requirements and obligations. Revised and replaced each election.

Clerk AC+2 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period.Administrative Decision: Maintain for 2 years after election closes for relevance to subsequent elections. 02-05-12 Measure Handbook Information regarding filing of direct arguments and rebuttals and timelines. Revised and replaced each election.

Clerk AC+2 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period.Administrative Decision: Maintain for 2 years after election closes for relevance to subsequent elections. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 128 of 375
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-05-13 Historical Election Files Voting statistics for each election. Clerk P GC 34090; 2 year minimum Administrative Record, State of California GuidelinesAdministrative Decison: Maintain historical election files permanently for historical purposes. 02-06-00 Fair Political Practices Commission
02-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 02-06-02 Campaign Statements – Elected (Forms 410,
460, 470, 501, 497)
FPPC Campaign Financial Disclosure Statements forElected officials and candidate controlled and/orcommittees primarily formed to support or oppose them.Filing obligation exists until committee is terminated.Includes noticing and processing correspondence.

Clerk P GC 81009(b); maintain elected indefinitely
02-06-03 Campaign Statements – Unsuccessful (Forms
410, 460, 470, 501, 497)
FPPC Campaign Financial Disclosure Statements forunsuccessful candidates for office including committeesthat directly support or oppose them. Filing obligationexists until committee is terminated. Includes noticingand processing correspondence.

Clerk AT+5 GC 81009(b); 5 years for unsuccessful candidates 02-06-04 Campaign Statements – Committees (Forms 410,
460, 470, 497)
FPPC Campaign Financial Disclosure Statements forgeneral purpose and ballot measure committees. Filingobligation exists until committee is terminated. Includesnoticing and processing correspondence.

Clerk AC+7 GC 81009€; 7 years for all other reports or statements not specified 81009 (a-d)
02-06-05 Campaign and Form 700 tracking databases. Tracks noticing, correspondence and filing dates. Clerk IND Transitory Record; Databases are maintained while active
02-06-06 Statement of Economic Interests (Form 700) –
Elected Officials & 87200 Filers
Mayor, City Councilmembers, Planning Commissioners, City Manager and City Attorney. Since 2016 Govt. Code Section 87200 filers file electronically with the FPPC. Copies retained on file.

Clerk AC+7 GC 81009(f); 4 year requirement for copies
Administrative Decision: Maintain all forms for 7 years per GC 81009(e) for consistency in retention. 02-06-07 Statement of Economic Interests (Form 700) –
Employees & Commissioners, Consultants as applicable
Positions designated in the City’s Conflict of Interest Code file with the City Clerk.

Clerk AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
02-06-08 Statement of Economic Interests (Form 700) –
Candidates for Elective Office
Prior to election, Candidates’ Statement of EconomicInterests are filed with the City Clerk along with otherelection forms [see Elections]. (Originals are filed withthe FPPC).

Clerk AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
02-06-09 Ethics Training Certifications Mayor and City Councilmembers are required to file with City Clerk every two years by state law. All city board,commission, and committee members are alsoobligated to file with City Clerk (Resolution No. 2021-56) Clerk AC+6 GC 53235(b); 5 years
02-06-10 Forms 801, 802 and 806 Gift to Agency Reports (Form 801), Ceremonial Role Events and Tickets (Form 802) and Public OfficialAppointments (Form 806) as applicable and necessary.

Clerk AC+7 FPPC Recommendation; 7 years as relates to 2 CCR 18944
02-07-00 Records Management
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All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 02-07-02 Laserfiche EDMS Repository for official electronic records. All Depts IND Transitory Record; Databases are maintained while active
02-07-03 Administration Program planning and policy development research and reference materials. (Reference library of manuals,catalogs, magazines, books, pamphlets, etc. Trainingmaterials). Purged/updated as needed.

All Depts CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-07-04 Deeds of Gift Certificates of gifts or transfers to outside agencies of City of El Cerrito records which are deemed to havehistorical value. Examples: El Cerrito Historical Society,Bancroft Library, California Local Government RecordsProgram and archives.

Clerk P GC 34090; 2 year minimum
Administrative Record, State of California GuidelinesAdministrative Decision: Retain permanently for historical value 02-07-05 Forms/Form Control Records Inventory, transfer and disposition forms and worksheets. Records retention update forms.

Clerk S Administrative Record, State of California Guidelines 02-07-06 Destruction Certificates, Destruction
Documentation and Department Destruction Logs
Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after supersededAdministrative Decision: Permanent for destruction approvals for tracking purposes. 02-07-07 Public Records Act and Information Requests Log and requests, correspondence, documentation and responses that require city-wide coordination acrossdepartments by the City Clerk. (Department specific Public Records Act Requests and Responses aremaintained by the Department.) All Depts AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 02-07-08 Records Center Inventories Index to all permanent and inactive records maintained in offsite storage.

Clerk S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 02-07-09 Records Management Manual Manual of Records Management procedures and policy including instructions and forms. City Clerk will maintainone copy permanently. Departments to maintain currentedition only.

Clerk S+5 GC 34090; 2 year minimum
CCP 343; 4 years to commence actionAdministrative Record, State of California Guidelines recommends retaining for 5 years after superseded. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 130 of 375
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 03-01-00 General City Management Materials
03-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually
for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 02-01-02 City Manager Off-Agenda Reports to Council Periodic operational news and off-agenda reports to Council from all City departments. Maintained electronically.

Clerk CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management reports 03-01-03 Strategic Planning Manager S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after strategic plan is superseded. 03-01-04 Administrative Policies & Procedures Manager S+5 GC 34090; 2 year minimum CCP 343; 4 years to commence actionAdministrative Record, State of California Guidelines recommends retaining for 5 years after superseded. 03-01-05 Grand Jury Responses to routine Grand Jury requests that are sent to all cities in the County.

Manager CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 03-01-06 Public Outreach Includes flyers, brochures and other community outreach.

Manager S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 03-01-07 Press Releases Manager CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 03-01-08 Newsletters Retain one copy for historical purposes. Manager H CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after supersededAdministrative Decision: Maintain newsletters for the current year plus 2 years; review annually for historical content. 03-01-09 Event Planning Manager CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years

CITY MANAGEMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 131 of 375
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Manager CY+5 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 yearsAdministrative Decision: Maintain requests for the current year plus 5 years for reference purposes. 03-01-11 Certificates of Insurance, Contractors Certificates provided by contractors and vendors for liability coverage.

Manager PII CY + 10 GC 34090; 2 year minimum requirement State of California Guidelines; Permanent for insurance certificates filed separately from contracts/agreements, including insurance filed by licensees. 03-01-12 Tobacco License Renewal Manager PII P CY+5 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years for temporary use permitsAdministrative Decision: Maintain for the current year plus 5 years for reference purposes. 03-02-00 City Attorney Records
03-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

General casesHigh profile cases
Attorney PII
AC+7
P
GC 34090; 2 year minimum requirementState of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently. 03-02-04 City Attorney Correspondence Attorney / Client privelige Attorney C CY+2 GC 34090; 2 year minimum requirement ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 132 of 375
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CITY MANAGEMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-02-05 Subpoenas Duces Tecum, Summons and
Bankruptcy Notices
Subpoenas and supoenas for records or property. Records CY+2 GC 34090.7; Duplicate records may be destroyed at any point before the total retention periodState of California Guidelines; Current year plus 2 years. Courts/County maintain the original record. 03-03-00 General Information Techologies03-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

IT IND Transitory Record; Databases are
maintained while active
03-03-03 Technical Network Diagrams Documents related to network configuration. IT C IND Transitory Record; Databases are maintained while active
03-04-00 IT Projects & Licensing Records03-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually
for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 03-04-02 Software Installation Includes executable software systems. IT S+2 Transitory Record; Maintain as long as necessary for current business activities.Administrative Decision: Maintain software executables for 2 years after updates are released and installed to allow for roll-backs if errors occur. 03-04-03 Licenses & Support Includes software EULA licenses, and maintenance and support agreements. Also may available on the vendor's website.

IT AT+5 CCP 337.2; Statutes of limitations of 4
yearsCCP 343; Statutes of limitations of 4 years48 CFR 4.601; 5 years after completion for procurements exceeding $25,000 03-04-04 Process / Users Guides Includes vendor provided manuals and in-house created how-to guides.

IT ACT Transitory Record; Maintain as long as
necessary for current business activities.GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement. 03-04-05 IT Initiated Projects Projects directly associated with IT and infrastructure management.

IT AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 133 of 375
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IT AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations 03-05-00 Backup and Recovery Plans
03-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually
for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 03-05-02 Daily backup 1 week incremental
(for system recovery only, not retained as a record, automatically written over at 1 week) IT 1 Week Rotating GC 34090.7; Duplicate records may be destroyed within the 2 year minimum periodState of California Guidelines; Current month plus 2 months for daily backupsAdministrative Decision: Maintain a 1 week rotating set of daily backups to allow for recovery. Information is duplicated on the file servers. 03-05-03 Weekly Backup 8 weeks full
(for system recovery only, not retained as a record, automatically written over at 8 weeks) IT 8 Weeks Rotating GC 34090.7; Duplicate records may be destroyed within the 2 year minimum periodState of California Guidelines; Current Month plus 6 months for weekly backupsAdministrative Decision: Maintain an 8 week rotating set of weekly backups to allow for recovery. Information is duplicated on the file servers. 03-05-04 Monthly Backup Currently 12 month rotation full backup (for system recovery only, not retained as a record, automatically written over at 12 weeks) IT 12 Months
Rotating
GC 34090.7; Duplicate records may be destroyed within the 2 year minimum periodState of California Guidelines; Current month plus 1 year for monthly backupsAdministrative Decision: Maintain a 12 month rotating backup set to allow for electronic record retention compliance. 03-05-05 E-mail Backup System See e-mail policy for inbox and archive retention periods.

IT Varies City Policy
03-06-00 Arts & Culture Commission
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All Depts AR Administrative Record; Review annually
for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 03-06-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 03-06-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 03-07-00 Centenial Task Force
03-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually
for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 03-07-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 03-07-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 03-08-00 Charter Committee
03-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually
for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 03-08-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 135 of 375
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CITY MANAGEMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-08-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 136 of 375
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 04-01-00 General Accounting Group
04-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-01-02 New World Systems Financial Database
Enterprise Resource Planning (ERP) Software
Tyler Technologies Financial software used for day-today operations including accounts payable, accounts receivable, payroll, procurement, budget, and other accounting and financial work.

Finance PII IND Transitory Record; Databases are maintained while active
04-01-03 Journal Entries Records of all city financial transactions Finance AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
04-02-00 Accounts Payable
04-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-02-02 Accounts Payable Files Includes invoices and vendor information, and payroll related AP charges. Hardcopy checks, invoices and
backup information are maintained.

Finance AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
04-02-03 Payment Registers Paper format Check registers. Finance AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
04-02-04 Petty Cash Includes petty cash requests, receipts, approvals and other backup documentation. Maintained by administrative staff in each department.

All Depts
Finance
AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
04-02-05 Quarterly Tax Payments Includes payments on sales and other taxes due. Finance AA+5 GC 34090; 2 year minimum 29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.2-6; Maintain at least 3 yearsState of California Guidelines; 4 years after audit 04-02-06 CalCard Statements Currently in paper format. Moving to electronic statements. Statements from bank regarding all credit
card purchases and transactions made with City credit cards.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitationsState of California Guidelines; 4 years after audit 04-02-07 W-9 / 1099 Reporting Also includes 1096 summary forms. Finance PII AA+4 GC 34090; 2 year minimum requirement 26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.5; Maintain at least 3 yearsState of California Guidelines; 4 years after audit 04-02-08 Purchase Orders Finance AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitationsState of California Guidelines; 4 years after audit 04-03-00 Budgeting
04-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit

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Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
04-03-04 Budget Workpapers, Departmental All Depts CY+2 Transitory Record; Maintain as long as necessary for current business activities.GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement. 04-03-05 Budget Adjustments & Journal Entries Includes documentation on sales tax and Measure I receipts. Includes any budget adjustment journal entries made at adoption or throughout the fiscal year
Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
04-04-00 Accounts Receivable
04-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-04-02 Tax Billing Revenues Includes sales, transactions & use, utility user, and other taxes billed revenues and reports received.

Finance PII AA+3 GC 34090; 2 year minimum requirement
CCP 338; Statute of limitations, 3 years for actionState of California Guidelines; 3 years after audit 04-04-03 Master Fee Schedule Finance CY+2 GC 34090; 2 year minimum requirement 04-04-04 Miscellaneous Receivables Finance PII AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 04-04-05 Cash Receipts & Deposits Includes cash, credit cards, credit card receipts and other miscellaneous revenue.

Finance PII AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 04-04-06 Collections Finance PII AA+6 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 yearsState of California Guidelines; 4 years after auditAdministrative Decision: Maintain for 6 years after the annual audit to follow credit improvement time periods. 04-04-07 Adjustments & Accruals Finance AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 04-04-08 Trust Accounts Includes developer escrow, police asset seizure and other trust accounts maintained by the City.

Finance AA+4
AC+4
GC 34090; 2 year minimum requirementCCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit completion
04-05-00 Debt Financing
04-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-05-02 Bond Issues Finance P GC 43900-43903; Destruction guidelines for bonds FC 30210; MaintainState of California Guidelines; Permanent for bond issues ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 138 of 375
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Finance AC+10 GC 34090; 2 year minimum requirement
GC 43900-43903; Destruction guidelines for bondsCCP 337.5; Statutes of limitations, 10 years after expirationFC 30210; MaintainState of California Guidelines; 10 years after closure/expiration 04-05-04 Capital Lease Payable For equipment leases Finance AE+5 CCP 337; Statute of limitations of 4 years after terminationCCP 343; Statute of limitations of 4 years48 CFR 4; 5 years for procurements exceeding $25,000State of California Guidelines; 5 years after completion/expiration of the lease 04-06-00 Auditing
04-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-06-02 CAFR Annual Comprehensive Financial Report
(ACFR) Financial Statement
Finance P
AC+30
GC 34090; 2 years minimumState of California Guidelines; 7 years after auditAdministrative Decision: Maintain annual financial statements permanently. 04-06-03 Single Audit Includes the general audit of City financials. Finance P GC 34090; 2 years minimum State of Calfornia Guidelines; Permanent
04-06-04 Annual Individual Audits Includes sales tax, utility users and other annual audits. Finance P GC 34090; 2 years minimum State of Calfornia Guidelines; Permanent
04-06-05 IRS Audits Finance P GC 34090; 2 years minimum State of Calfornia Guidelines; Permanent
04-06-06 Year-End Work Papers Finance AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit.
04-07-00 Payroll
04-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-07-02 Employee Time Sheets Maintained by the department and signed by the employee. Includes time spreadsheets and working documents for time tracking. Soon to be electronic submissions.

Finance AA+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain29 CFR 516.6; 2 yearsR&T 19530; 3 years after tax return dueR&T 19704; 6 year statute of limitationsLC 1174; 2 years after pay period26 CFR 31.6001-1; 4 years after tax return due29 USC 255(a); 2 to 3 years statute of limitations for minimum wagesState of California Guidelines; 6 years after audit ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 139 of 375
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Finance PII P GC 34090; 2 years minimum
GC 12946; 4 years after termination29 CFR 516.2-6; 4 years after tax return filing29 CFR 1627; 3 yearsState of California Guidelines; Permanent 04-07-04 PERS Retirement Reports Employer contribution reports and circulars. Finance PII P GC 34090; 2 year minimum requirement GC 12946; 4 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; Permanent for PERS working documents, 4 years after termination for employee deduction reports. 04-07-05 Quarterly Returns Includes Form 941, DE9 and other quarterly returns. Finance PII P GC 34090; 2 year minimum requirement 29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filedR&T 19704; 6 year statute of limitations29 CFR 516.2-6; Maintain at least 3 yearsState of California Guidelines; 4 years after audit 04-07-06 W-4 / DE-4 Forms Finance PII AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filedR&T 19704; 6 year statute of limitations29 CFR 516.2-6; Maintain at least 3 yearsState of California Guidelines; 4 years after audit 04-07-07 W-2s / W-2 Reporting Finance PII AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filedR&T 19704; 6 year statute of limitations29 CFR 516.2-6; Maintain at least 3 yearsState of California Guidelines; 4 years after audit 04-07-08 Accrual Report Management report for fringe benefit accruals. Finance AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for management reportsAdministrative Decision: Maintain accrual reports for 2 years after the annual audit to follow common finance retention periods. 04-07-09 Withholding Orders Includes active garnishments, child support, IRS liens, FTB liens, vehicle registration liens, etc.

Finance PII AT+6 GC 34090; 2 years minimum
R&T 19704; 6 year statute of limitations29 USC 436; 5 years26 CFR 31.6001-1; 4 years 29 CFR 516.5; Maintain at least 3 yearsState of California Guidelines; 3 years after termination 04-08-00 Banking & Investing
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All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-08-02 Bank Statements & Reconciliations Finance AA+5 GC 34090; 2 years minimum 26 CFR 31.6001-1(e)(2); 4 yearsState of California Guidelines; 5 years after audit 04-08-03 Investments Broker notices, transaction confirmations. Finance P GC34090; 2 year minimum requirement CCP 337; Statutes of limitations, 4 years for actionState of California Guidelines; Permanent 04-08-04 Quarterly Treasurer's Report to Council Management report included in the agenda packet. Finance AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
04-09-00 Financial Reporting
04-09-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-09-02 State Controllers Reports Finance P GC 34090; 2 years minimum State of California Guidelines; Permanent
04-09-03 GASB 45, 68 & 72 Finance P GC 34090; 2 years minimum State of California Guidelines; Permanent
04-09-04 Annual Street Reports - SCO Finance P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
04-09-05 Maintenance of Effort for Public Safety Report Relates to an assembly bill. Required report for the annual street report.

Finance P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
04-09-06 CCTA Transit Reports - SCO Includes reports on fuel and depreciation for fleet vehicles. Goes to the State Controller, MPC and the federal government.

Finance P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
04-09-07 Use Tax Reports Reported to the BOE electronically and printed for reference. Includes sales & use tax reporting.

Finance AA+5 GC 34090; 2 year minimum requirement
29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.5; Maintain at least 3 yearsState of California Guidelines; 4 years after audit 04-09-08 Underground Storage Tank Reports BOE fuel usage reports. Finance AA+5 GC 34090; 2 year minimum requirement 29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.5; Maintain at least 3 yearsState of California Guidelines; 4 years after audit 04-11-00 Fixed Assets
04-11-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 141 of 375
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FINANCIAL SERVICES RECORDS
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
04-11-02 Capital Assets Includes the depreciation schedule spreadsheet. Finance AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit for tax reporting.Administrative Decision: Maintain depreciation schedules for 4 years after the annual audit to follow retention for tax reporting. 04-11-03 Fixed Asset Inventory Finance AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit for fixed asset inventories, no specific retention for depreciation schedules. 04-12-00 Financial Advisory Board04-12-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-12-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 04-12-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 142 of 375
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 05-01-00 Personnel Files
05-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-01-02 Full & Part Time Employees Includes Personnel Action Forms, original application, training certificates, educational incentive programs & tuition reimbursement, performance evaluations, disciplinary actions, EDD claims, DOJ fingerprinting, employment contracts / agreements (not including union negotiations and resulting contracts/agreements), insurance information, fingerprints and miscellaneous communications.

HR C, PII AS+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination29 CFR 516.5 - 6; 3 years after action29 USC 1113; 6 years after date of last actionGC 12946; 4 years after termination or actionState of California Guidelines; 3 years after termination 05-01-04 Councilmembers Includes minimal pay structure. HR C AS+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination29 CFR 516.5 - 6; 3 years after action29 USC 1113; 6 years after date of last actionGC 12946; 4 years after termination or actionState of California Guidelines; 3 years after termination 05-01-05 Employee Medical Files FMLA, exposure, doctor's notes, worker's compensation claim approvals and other medical information.

HR C, PII AS+30 8 CCR 15400; Maintain reports
LC 110 - 139.6; 5 years for auditingLC 6410; OSHA, maintain29 CFR 1627.3(b)(1); 1 year from action29 CFR 1910.1020; 30 years after employeeterminationState of California Guidelines; 30 aftercompletion/closure

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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-01-06 I-9 Forms - Full Time and Part Time Employees Maintained in a binder. HR PII AS+4 GC 12946; 4 years after completion/position filled GC 6250; Public Records Act, release of confidential information29 CFR 1602.14; 1 year after position filled29 CFR 1607; Maintain29 CFR 1627.3(b)(1); 1 year from action29 USC 211c; Maintain, no retention period statedUSCIS Form I-9; Maintain for 3 years after completion or 1 year after employment is terminated, whichever is longer.Administrative Decision: Maintain for 3 years after separation to follow the longest retention on the I-9 Form guidelines. 05-02-00 Personnel Management Records
05-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-02-02 Personnel Rules & Regulations HR S+2 GC 34090; 2 year minimum requirement State Recommendation; 2 years after superseded
05-02-03 Job Descriptions HR S+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain job description for 2 years after superseded to meet the minimum requirement and method of managing the documents. 05-02-04 Salary Schedule Specific for each job and broken down by bargaining unit. HR S+10 GC 34090; 2 year minimum GC 12946; 4 years after completion/position filled29 CFR 516.6(2); 2 years for wage rate tables, etc.2 CCR 570.5; 5 years for pay schedules and special compensation records29 CFR 1602.14; 1 year after action/changeState of California Guidelines; Retain records for the current year they are drafted, plus two additional years.Administrative Decision: Maintain salary schedules for 10 years after superseded for trending reference and relation to current and previous contracts. 05-02-05 Salary Surveys HR AC+4 GC 34090; 2 year minimum GC 12946; 4 years after completion/position filled29 CFR 516.6(2); 2 years for wage rate tables, etc.29 CFR 1602.14; 1 year after action/changeState of California Guidelines; Retain records for the current year plus 2 years. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 144 of 375
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Hired employees, sworn:Applicants who filed a complaint:

HR AT+4
AT+5AT+4
GC 34090; 2 year minimum requirementGC 12946; 4 years after completion29 CFR 1602.14; 1 year after action/change29 USC 211c; Maintain, indefinite29 USC 203m; Definitions29 USC 207g; DefinitionsState of California Guidelines; 2 years after termination for general employees, 5 years after termination for safety employees 05-02-07 Employee Complaints Including harrassment complaints.

Hired employees, non-sworn:Hired employees, sworn:

HR PII
AT+4AT+5
GC 34090; 2 year minimum requirementGC 12946; 4 years after completion29 CFR 1602.14; 1 year after action/change29 USC 211c; Maintain, indefinite29 USC 203m; Definitions29 USC 207g; DefinitionsState of California Guidelines; 2 years after termination for general employees, 5 years after termination for safety employees 05-03-00 Personnel Recruitment Records
05-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-03-02 Recruitment File Physical files include applications, practical test and assessment centers, oral board, rejection letters and eligibility lists. Remaining documents managed in Human Resources Information Software System NEOGOV
HR AC+4 GC 12946; 4 years after completion/position filled 29 CFR 1602.14; 1 year after position filled29 CFR 1627.3; 1 year after position filledState of California Guidelines; 3 years after completion/position filled.
05-04-00 Safety & Training Records05-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

HR S+5 GC 34090; 2 year minimum,
8 CCR 3204; 1 year for IIPP training recordsState of California Guideline: 5 years after superceded or expired 05-04-03 Employee Training Programs Sign-in sheets, handouts, consultant training programs, workplace violence prevention training, tailgate meetings and other program information for general employee training and lunchtime workshops. Does not include Police or Fire training.

HR CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 4 years after terminationGC 6250; PRA, confidential record statusState of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2 years for certificates and designations training. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 145 of 375
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HR C, PII CY+2
CY+1CY+5
49 CFR 40.333; 1 to 5 years depending upon document type. All documents must be maintain in a secured area. 05-04-05 DMV Pull Notice Program HR C, PII S VC 1808.1; must pull record at least every 12 months 05-04-06 Workplace Violance Prevention Plan Records of workplace violance identification, evaluation, and correction; violent incident logs; incident investigation.Prevention Plan Document.

HR C CY+5
S+5
LAB 6401.9 5 year minimum
05-05-00 Worker's Compensation Records
05-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-05-02 Workers Compensation Claims Includes copies of information from the TPA on the employee claim. Doctor's notes stored in the employee's medical file.

HR C, PII AS+30 8 CCR 15400; Maintain reports
8 CCR 15400.2; 5 years8 CCR 10102; 5 yearsLC 129(a); 5 years for auditingState of California Guidelines; Permanent for workers compensation working files (claim files, reports, incidents). Originals filed with third party administrator. 05-05-03 Third Pary Administrator - MPA Correspondence, reports and general information from the TPA.

HR PII CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidlines; Administrative Record
05-05-04 OSHA 300 Reports & Logs Maintained electronically as attachments to e-mail. Also includes quarterly audit reports.

HR CY+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; 5 years for OSHA reports8 CCR 14300.33; 5 years for OSHA 300 reports8 CCR 10102;5 years from date of injuryState of California Guideline: 5 years after completed ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 146 of 375
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Original hardcopy maintained by the City Clerk.

Clerk P GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; Permanent for PERS documents 05-06-03 Rate Changes Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

HR P GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; Permanent for PERS documents 05-06-04 Valuation Reports Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

HR P GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; Permanent for PERS documents 05-07-00 Benefit Records
05-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-07-02 Employee Benefits Includes the benefits guide and plan documents given to employees for medical, dental, vision, flexible benefits, short & long term disability, life insurance, deferred compensation, employee assistance program and other benefit plans. Also includes the annual benefit renewals from the broker.

HR PII S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; 2 years after action 05-08-00 Labor Relations Records
05-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts PII AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-08-02 Negotiations HR P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions29 USC 207g; DefinitionsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 147 of 375
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Hired employees, sworn:

HR AS+4
AS+5
GC 12946; 4 years after completion29 CFR 1602.14; 1 year after action/change29 USC 211c; Maintain, indefinite29 USC 203m; Definitions29 USC 207g; DefinitionsState of California Guidelines; 2 years after termination for general employees, 5 years after termination for safety employees 05-09-00 Risk Management Records
05-09-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

General information and correspondence with the JPA. Does not include liability loss reports.

HR CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidlines; Administrative Record
05-09-03 Claims Against the City Filed individually by claim. HR PII AC+6 GC 34090; 2 year minimum requirement 29 USC 1113; 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or violation, whichever comes first.State of California Guideline; 5 years after settlement or closure 05-09-04 Recovery Claims Claims by the City for damages from another person or entity.

HR PII AC+6 GC 34090; 2 year minimum requirement
29 USC 1113; 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or violation, whichever comes first.State of California Guideline; 5 years after settlement or closure 05-09-05 Incident Reports Reports submitted by the associated department. HR PII AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; Definitions29 CFR 1904.2-7; OSHA recordkeepingGC 25105.5; 5 years after closure/completion29 USC 1113; 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or violation, whichever comes first.GC 910 - 913; 6 months to 1 year after event occurs.State of California Guideline; 7 years after settlement or closure ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 148 of 375
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HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-09-06 Liability Loss Reports HR CY+5 GC 34090; 2 year minimum requirement 29 CFR 1904.33; maintain OSHA reports for 5 years from the end of the calendar year they relate to.8 CCR 10102; whichever is longer of the following: 5 years from date of injury; 1 year from date compensation was last provided; upon payment of all compensation due; when audit findings are final.State of California Guideline: 5 years after completed 05-09-07 General City Insurance Policies & Certificates Includes facilities, auto and other general insurance policies HR CY+10 GC 34090; 2 year minimum State of California Guidelines; Permanent for liability and property insurance 05-09-08 Ergonomic Requests & Accommodations HR PII AC+2 GC 34090; 2 year minimum State of California Guidelines; Current year plus 2 years for employee statistics, benefit activity and liability loss reports.Administrative Decision: Maintain requests for 2 years after completed. 05-10-00 Civil Service Board
05-10-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-10-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 05-10-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 05-11-00 Human Relations Commission05-12-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-12-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 05-12-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 149 of 375
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 06-01-00 Community Development Administration06-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-01-02 CRW Trackit Database CD Admin PII IND Transitory Record; Databases are maintained while active
06-01-03 Community Surveys CD Admin AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys 06-01-04 Public Noticing CD Admin CY+4 GC 34090; 2 year minimum requirement CCP 343; Statutes of limitations, 4 years
06-01-05 Business License Files Includes applications, renewals, notices, zoning information/questionaire, and other supporting documentation.

CD Admin PII CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitationsState of California Guidelines; 4 years after terminationAdministrative Decision: Maintain renewals for thecurrent year plus 4 years to support the businesslicense activity and to simplify retention. 06-01-06 Residential Parking Permit Program Includes resident’s vehicle and address documentation as part of the application. CD Admin PII CY+5 GC 34090; 2 year minimum requirement06-01-07 Rental Registry Includes general rental property information including rents and occupancy data submitted to the City annually. May also include letters/notices.Annual Statistical Report run from the database.

CD Admin PII CY+2
CY+15
GC 34090; 2 year minimum requirementAdministrative Decision: 15 years, older data would not be relevent. 06-01-08 Progressive Solutions Incorporated (PSI)
Database
Residential Parking Permits, Rental Registry and Business License database CD Admin PII IND Transitory Record; Databases are maintained while active
06-02-00 Planning Applications & Projects
06-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-02-03 Certificate of Compliance Planning P GC 34090(a); Real property records, maintain PermanentlyState of California Guidelines; Permanent
06-02-05 Design Review Administrative and Board approved Planning P GC 34090(a); Real property records, maintain PermanentlyGC 4003, 4004; Maintain costs, records and plansH&S 19850; Building plans - Life of Building, with exceptionsState of California Guidelines; Permanent 06-02-06 Development Agreements Includes Inclusionary Housing Agreements to demonstrate affordable housing compliance.

Planning P GC 34090(a); Real property records, maintain PermanentlyGC 4003, 4004; Maintain costs, records and plansH&S 19850; Building plans - Life of Building, with exceptionsState of California Guidelines; Permanent

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Planning P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent recommendation for environmental related documents. 06-02-13 Lot Line Adjustments Planning P GC 34090(a), Real property records, maintain Permanently
06-02-14 Lot Merger Planning P GC 34090(a); Real property records, maintain PermanentlyCC 1351; definitions, community propertyState of California Guidelines; Permanent 06-02-16 Subdivision / Parcel Maps Including tentative subdivision maps (major and minor) Planning P GC 34090(a); Real property records, maintain PermanentlyCC 1351; definitions, community propertyState of California Guidelines; Permanent 06-02-17 Rebuild or Interpretation Letter Planning P GC 34090(a), Real property records, maintain Permanently
06-02-19 Sign Permits - Temporary Planning AC+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years for Temporary Use Permits 06-02-20 Specific Plans Planning P GC 34090(a); Real property records, maintain PermanentlyGC 4003, 4004; Maintain costs, records and plansH&S 19850; Building plans - Life of Building, with exceptionsState of California Guidelines; Permanent 06-02-21 Street Vacations Planning P GC 34090(a); Real property records, maintain PermanentlyCC 1351; definitions, community propertyState of California Guidelines; Permanent 06-02-22 Temporary Use Permits Including temporary COVID outdoor dining and retail. Planning AC+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years for Temporary Use Permits 06-02-23 Tentative Maps - Major Planning P GC 34090(a); Real property records, maintain PermanentlyCC 1351; definitions, community propertyState of California Guidelines; Permanent 06-02-24 Tentative Maps - Minor Planning P GC 34090(a); Real property records, maintain PermanentlyCC 1351; definitions, community propertyState of California Guidelines; Permanent 06-02-26 Use Permits Administrative and commission approved. Includes conditional use permits and notice of approval.Administrative and supporting documentation for approval.

Planning P
CY+2
GC 34090(a); Real property records, maintain PermanentlyState of California Guidelines; Current year plus 2 years for forms and documents related to federal and state agency permits 06-02-27 Variances Planning P GC 34090(a); Real property records, maintain PermanentlyCC 1351; definitions, community propertyState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 151 of 375
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COMMUNITY DEVELOPMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 06-02-28 Zoning Map & Ordinance Amendments Planning P GC 34090(a); Real property records, maintain PermanentlyCC 1351; definitions, community propertyState of California Guidelines; Permanent 06-02-29 Ministerial Land Use Permits Permits issued for determinations in compliance with established standards. Includes, but not limited to, Fence, Goat Weed Abatement, Honeybee and Chicken clearances, home occupancy permits, large family daycare, massage operator, signs, Residential Architectural Design Review (RAD), Accessory Dwelling Units, SB9 compliance, Individual Business Signs, etc. Includes notice of approval.Administrative and supporting documentation for permits.

PII P
CY+2
GC 34090; 2 years minimum; GC 34090(a); Real property records, maintain PermanentlyGC 4003, 4004; Maintain costs, records and plansH&S 19850; Building plans - Life of Building, with exceptionsState of California Guidelines; Current year plus 2 years for temporary use permits, property records permanent. Administrative Decision: Maintain permanently. 06-03-00 Plans & Policies
06-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-03-02 General Plan Includes elements. Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
06-03-03 General Plan Amendments Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Completion plus 2 years for approved, current year plus 3 years for denied.Administrative Decision: Maintain amendments permanently to support the general plan. 06-03-04 Annual Reports Required reports for compliance with state policies on reporting regarding the General Plan and Housing Element.

Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
06-03-05 Plan Development Workpapers General plan formation documents. Planning CY+2 GC 34090; 2 year minimum requirement 06-03-06 Plans & Plan Amendments Includes specific plans, urban greening plans, active transportation plans and associated amendments.

Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
06-03-07 Written Interpretations Written interpretations of plans and policies. Planning P Agency Determination to keep permanent as each is relevent as long as the specific regulation or portion of the plan is in place. 06-04-00 Building Records
06-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-04-02 Building Permits - Not Issued/Withdrawn Building PII CY+2 GC 34090; 2 year minimum requirement ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 152 of 375
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COMMUNITY DEVELOPMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 06-04-03 Building Permits - Residential Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports, Land Surveys, Pad Elevations, Special Inspection Reports, Plan Check Comments / Responses, Request for Waiver for Accessibility Requirements, Inspection Reports and Cards with wet signatures, and other documents for building projects.Other administrative and supporting documentation for approval.

Building PII P
CY+2
H&S 19850; Building plans - Life of Building, with exceptionsCC 1351; definitions, community propertyState of California Guidelines; Permanent 06-04-04 Building Permits - Commercial Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports, Land Surveys, Pad Elevations, Special Inspection Reports, Plan Check Comments / Responses, Request for Waiver for Accessibility Requirements, Inspection Reports and Cards with wet signatures, and other documents for
building projects.Administrative and supporting documentation for approval.

PII P
CY+2
H&S 19850; Building plans - Life of Building, with exceptionsCC 1351; definitions, community propertyState of California Guidelines; Permanent 06-04-05 Certificates of Occupancy Building LOB+2 GC 34090; 2 year minimum requirement State of California Guidelines; Life of buildingAdministrative Decision: Maintain certificates of occupancy for the life of the associated business, since the certificate depends upon the business operations. 06-05-00 Neighboorhood Preservation Records
06-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-05-02 Code Violations Includes warning courtesy letters, notice of correction compliance orders, citations, liens recordations, and
other code enforcement information.

Code PII AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after correction/completion. 06-05-03 Administrative Appeals Appeals for code enforcement violations. Code PII AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after correction/completion. 06-05-04 Rental Inspections Includes inspection notices, inspection results, correction notices, certificates of compliance and tenant authorizations. Completed bi-annually.

PII AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-06-00 Economic Development
06-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 153 of 375
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Proposed Projects - Not CompletedIncludes renderings, correspondence and legal documents, any other project related documents. May include feasibility studies.

ED C AC+5
AT+2
GC 34090; 2 year minimum requirementCCP 337.2; Statutes of limitationsCCP 343; Statutes of limitations48 CFR 4.601; 5 years for procurements exceeding $25,000Administrative Decision: Maintain proposed and not completed projects for 2 years after termination of the project. 06-06-03 Marketing Materials Includes advertisements, promotional brochures, property profile reports and other marketing materials.

ED EY+7, AR GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 7
06-06-04 Workshops & Events Community outreach. ED CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by neglect.State of California Guidelines; 2 years plus the current year for event records. 06-07-00 Redevelopment / Successor Agency
06-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-07-02 Loan Agreements SA / Clerk PII AC+5 CCP 337.2; Statutes of limitations CCP 343; Statutes of limitations48 CFR 4.601; 5 years for procurements exceeding $25,000 06-07-03 Disposition & Development Agreements SA / Clerk P GC 34090(a), Real property records, maintain H&S 19850; Life of Building, with exceptions.
06-07-04 Feasibility & Technical Studies Attorney work product. Includes potential parking use, potential recreation use, engineering studies, proposed retail use and all other feasibility studies and reports.

SA C AC+5 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines; 5 years 06-07-05 City Appraisals SA AC+2 GC 34090; 2 year minimum requirement GC 6254(h); PRA, confidential record designation until acquisition complete. State of California Guidelines; 2 years after completion 06-07-06 RDA Projects Includes correspondence and supporting documents. All disposition agreements, contracts, construction
contracts, future agreements and deeds are maintained by the City Clerk.

SA AC+10 CCP 337.15; SOL of 10 years for construction defect actions
06-07-07 Soils & Geological Reports Agency sponsored reports. SA P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for soils reports. 06-07-08 General Surveys & Studies SA AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys 06-08-00 Planning Commission
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-08-02 Agenda Packet Includes agenda bills and staff reports. CD Admn CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 06-08-03 Minutes CD Admn P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 06-08-04 Resolutions CD Admn P GC 34090(e); Permanent for decisions of the City GC 40801; MaintainState of California Guidelines; Permanent 06-08-05 Meeting Audio Recordings CD Admn EY+2 GC 54953.5; 30 days after recording Administrative need to keep longer
06-09-00 Design Review Board
06-09-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-09-02 Agendas & Agenda Packets CD Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 06-09-03 Minutes CD Admin P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 06-09-04 Resolutions CD Admin P GC 34090(e); Permanent for decisions of the City GC 40801; MaintainState of California Guidelines; Permanent 06-09-05 Meeting Audio Recordings CD Admin 30 Days GC 54953.5; 30 days after recording06-10-00 Subdivision Subcommittee 06-10-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-10-02 Agendas & Agenda Packets CD Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 06-10-03 Minutes CD Admin P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 155 of 375
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COMMUNITY DEVELOPMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 06-10-04 Resolutions CD Admin P GC 34090(e); Permanent for decisions of the City GC 40801; MaintainState of California Guidelines; Permanent 06-10-05 Meeting Audio Recordings CD Admin 30 Days GC 54953.5; 30 days after recording 06-11-00 Economic Development Committee
06-11-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-11-02 Agendas & Agenda Packets CD Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 06-11-03 Minutes CD Admin P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 156 of 375
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 07-01-00 Public Works Administration
07-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-01-03 Trakit Project Management System Work order system and citizen requests. All Divisions IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
07-01-04 General Studies All Divisions CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for general studies and reports.Administrative Decision; Current year plus 2 years, review annually for relevance to projects. 07-01-05 Nuisance Abatement/Code Enforcement Abatement of graffiti, illigal dumping, homeless encampments and other nuisances. Includes letters to residents for:i) Illegal Dumping ii) Vegetation Managementiii) Sidewalk Repairs PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects. 07-01-06 Outreach, Education & Notifications Documents include:
i) Graphicsii) Mapsiii) Newsletter Articlesiv) Photosv) Public Notices & Signsvi) Special Events - includes Earth Day, 4th of July, Hillside Festival, and other City wide events.vii) Website Resources All Divisions CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by neglect.State of California Guidelines; 2 years plus the current year for event records. 07-01-07 Safety Programs & Procedures Includes sign-in sheets, attendance rosters, training materials for safety training classes and events. Includes IIPP.

All Divisions CY+7 GC 34090; 4 year minimum requirement 29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusState of California Guidelines; Current year plus 7 years for training records. 07-01-08 Material Safety Data Sheets All Divisions CY+30 29 CFR 1910.1020; Retain MSDS records for 30 years unless another record of what, where and when a chemical was used is maintained. 07-01-09 Uniform and IT Logs Records of who has what equipment All Divisions CY+2 GC 34090; 2 year minimum State of California Guidlines; Administrative Record
07-01-10 Emergency Management EOC Organizational Chart, CCC EOC Exercise. All Divisions S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after strategic plan is superseded. 07-01-11 Interagency Coordination WCCUSD, CCEAC and Private Schools. Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content.

All Divisions CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 157 of 375
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PW Ops S+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years after superseded for various programs. 07-02-00 Engineering Administration
07-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-02-02 Master Plans PW Eng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded. 07-02-03 Geotechnical & Soils Reports PW Eng P GC 34090(a) Real property records, maintain PermanentlyState of California Guidelines; Permanent
07-02-04 Surveys & Studies - General PW Eng CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for general studies and reports.Administrative Decision; Current year plus 2 years, review annually for relevance to projects. 07-02-05 Underground Services Alert Reports PW Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects. 07-02-06 GIS / Mapping Includes truck routes and circulation maps. Hosted on the GIS web server.

PW Eng S Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.Administrative Decision: Maintain on the GIS system until superseded. 07-02-07 Infrastructure Maps Maps for storm drains, lighting, utilities and other infrastructure maps.

PW Eng P GC 34090(a); Real property records, maintain
GC 4003, 4004; MaintainH&S 19850; Building Plans - Life of Building, with exceptionsCCP 337.15; 10 yearsState of California Guidelines; Permanent 07-03-00 Citizen Streets Oversight Committee
07-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 158 of 375
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All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-04-02 Agendas and Agenda Materials All Divisions CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 yearsAdministrative Decision: Maintain agendas for 5 years for reference purposes. 07-04-03 Minutes All Divisions P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 07-04-04 Meeting Recordings All Divisions 30 Days GC 54953.5; 30 days after recording07-05-00 Urban Forest Committee 07-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-05-02 Agendas and Agenda Materials All Divisions CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 yearsAdministrative Decision: Maintain agendas for 5 years for reference purposes. 07-05-03 Minutes All Divisions P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 07-05-04 Meeting Recordings All Divisions 30 Days GC 54953.5; 30 days after recording07-06-00 ADA Program 07-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 159 of 375
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All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-07-02 Maintenance Contracts Includes contracts under City Manager's authority for services maintained within Public Works.

PW Ops AC+20 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations48 CFR 4.473(a); 4 years after final payment 07-07-03 Inventory & Assessments Includes facility asset and condition inventories. PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects. 07-07-04 Buildings Includes permits and regulatory compliance documents for City buildings and facilities. Also include backflow testing.

PW Ops AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for municipal facility use permits and licenses 07-07-05 Utility Tracking Tracking of utility usage and efficiency throughout City facilities. PW Ops CY+2 GC 34090; 2 year minimum requirement07-07-06 Inspection Calendar Spreadsheet tracking inspections. PW Ops CY+2 GC 34090; 2 year minimum requirement07-07-07 Facility Safety Checklist Inspection Form Filed by year. PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects. 07-08-00 Parks, Public Landcapes & Urban Forest
07-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-08-02 Park, Natural Area & Greenway History Files General information and history of City parks, natural areas, pedestrian pathways and greenways. Includes Arlington Park, Canyon Trail, Castro Park, Central, Cerrito Vista, Dorothy Rosenberg Park, Harding, Hillside Natural Area, Cerrito Creek Greenway, Ohlone Greenway and other City parks, natural areas and greenways.

PW Ops P GC 34090(a); Real property records, maintain
GC 4003, 4004; MaintainH&S 19850; Building Plans - Life of Building, with exceptionsCCP 337.15; 10 yearsState of California Guidelines; Permanent 07-08-03 Parks Maintenance Projects Includes landscape, irrigation and general maintenance project documents.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects. 07-08-04 Maintenance Contracts Includes contracts under City Manager's authority for services maintained within Public Works.

PW Ops AC+20 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations48 CFR 4.473(a); 4 years after final payment ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 160 of 375
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PW Ops CY+2 GC 34090; 2 year minimum requirement
07-08-07 Pesticide Usage Reports PW Ops P GC 34090; 2 year minimum requirement F&AC 14011.5 - 12, maintain and submit Pesticide Use ReportsF&AC 14007, Restricted Materials Permits issued for 1 to 3 years. 07-08-08 Street Landscape Maintenance PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects. 07-08-09 Tree Inventory Maintenance and Urban
Forest Program
Includes general management reports submitted to the City for tree status. And on Urban Forest Program PW Ops CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management reports 07-08-10 Tree Permits Encroachment permits for planting or removing trees. All Divisions AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for temporary use permits. 07-09-00 Stormwater, Drainage & Creeks
07-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-09-02 Inspections & Assessments Records of inspections and condition assessments. PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects. 07-09-03 Maintenance Contracts Includes contracts under City Manager's authority for services maintained within Public Works.

PW Ops AC+20 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations48 CFR 4.473(a); 4 years after final payment 07-09-04 Storm Season Preparation & Maintenance Includes storm season preparation projects, outreach to the public, and maintenance of the trash rack on EBMUD property.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects. 07-09-05 Storm Drain Issues, Private Property All Divisions AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after correction/completion for code issues, 2 years plus the current year for maintenance projects. 07-09-06 Creeks Includes issues and general information on creeks. PW Ops P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent for dams, lakes, basins and creeks. 07-10-00 Transportation System
07-10-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 161 of 375
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All Divisions S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for traffic safety programs. 07-10-03 Maintenance Contracts Includes contracts under City Manager's authority for services maintained within Public Works.

PW Ops AC+20 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations48 CFR 4.473(a); 4 years after final payment 07-10-04 Pavement Management System Includes planning, studies and assessments for pavement management. Completed every 2 to 3 years.

PW Eng S+5 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after master plan or traffic safety program is superseded.Administrative Decision: Maintain assessments for 5 years after superseded to reference previous actions. 07-10-05 Sidewalks PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects. 07-10-06 Signs, Striping & Pavement Markings PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects. 07-10-07 Street Lighting PW Ops LOS+2 GC 34090; 2 year minimum requirement CCP 337; 3 year statute of limitationsState of California Guidelines; Life of system plus 2 years 07-10-08 Traffic Signals PW Ops LOS+2 GC 34090; 2 year minimum requirement CCP 337; 3 year statute of limitationsState of California Guidelines; Life of system plus 2 years 07-10-09 Detailed Traffic Order, (DTO) Includes implementation of traffic requests and other city-led traffic changes
PW Eng P GC 34090; 2 year minimum requirement
CCP 337; 3 year statute of limitationsState of California Guidelines; Life of system plus 2 years Administrative Decision: Maintain DTO's permanently
for tracking the infrastructure.
07-10-10 Neighborhood Traffic & Parking Programs Traffic calming, residential parking, blue curb and other neighborhood traffic management systems. Documents include requests, petitions, public meetings and other documents associated with instigating the traffic device.

PW Eng PII AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance and operations projects. 07-10-11 Interagency Transportation Coordination Including BART, CalTrans, CCTA, AC Transit, WCCTAC, FHWA and other local agencies.

PW Eng CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
07-10-14 Traffic Engineering Studies & Surveys PW Eng AC+10 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey plus 2 yearsAdministrative Decision: Maintain traffic studies and surveys for 10 years after completion for trending purposes. 07-11-00 Fleet Management
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All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-11-02 Maintenance Contracts Includes contracts under City Manager's authority for services maintained within Public Works.

PW Ops AC+20 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations48 CFR 4.473(a); 4 years after final payment 07-11-03 Vehicle & Equipment Maintenance Records Paper history of equipment and vehicles. Includes registration, purchase, maintenance and other specific vehicle and equipment related information. Also tracked in Hansen.

PW Ops LOV+4 GC 34090; 2 year minimum requirement
CCP 343; 4 years for actionState of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations. 07-11-04 Vehicle Maintenance Reports Received by the contractor summarizing work performed on the fleet.

PW Ops CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management reports 07-11-05 Daily & Quarterly Inspection Forms PW Ops CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year. 07-12-00 Clean Water Program
07-12-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-12-02 Annual Reporting Compilation of information from C.2 - C.10 subsections for County reporting
PW Ops CY+5 40 CFR 122.21; 3 years after approval
40 CFR 122.41; 3 years after reportState of California Guidelines; Current year plus 5 years for discharge monitoring reports 07-12-03 C.2 Program - Municipal Operations PW Ops CY+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after reportState of California Guidelines; Current year plus 5 years for discharge monitoring reports 07-12-04 C.3 Program - New Development Includes Stormwater Treatment Facility O&M Agreement & Plans PW Eng P GC 34090a; Real property records, maintain PermanentlyGC 4003, 4004; MaintainH&S 19850; Life of Building, with exceptionsCC 1351; definitions, community propertyState of California Guidelines; PermanentAdministrative Decision: Maintain development projects permanently to coincide with CEQA guidelines and environmental recommendations. 07-12-05 C.4 Program - Industrial & Commercial
Inspections
PW Ops CY+5 40 CFR 122.21; 3 years after approval
40 CFR 122.41; 3 years after reportState of California Guidelines; Current year plus 5 years for discharge monitoring reports ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 163 of 375
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-12-06 C.5 Program - Industrial & Illicit Discharge PW Ops AC+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after reportState of California Guidelines; Current year plus 5 years for discharge monitoring reportsAdministrative Decision: Maintain incidents for 5 years after correction or resolve. 07-12-07 C.6 Program - Construction PW Eng CY+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after reportState of California Guidelines; Current year plus 5 years for discharge monitoring reports 07-12-08 C.7 Program - Public Information & Outreach PW Ops CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by neglect.State of California Guidelines; 2 years plus the current year for event records. 07-12-09 C.9 Program - Pesticide Toxicity Control PW Ops CY+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after reportState of California Guidelines; Current year plus 5 years for discharge monitoring reports 07-12-10 C.10 Program - Trash Load Reduction PW Ops CY+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after reportState of California Guidelines; Current year plus 5 years for discharge monitoring reports 07-13-00 Engineering Permits
07-13-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-13-02 Encroachment Permits - Concrete/Utility Pole
Replacement
Permanent construction encroachment permits for Concrete Work and Utility Pole Replacements.

PW Eng PII P GC 34090(a) Real property records, maintain PermanentlyGC 4003, 4004; MaintainH&S 19850; Life of Building, with exceptionsState of California Guidelines; Permanent for construction based encroachment permits. 07-13-03 Encroachment Permits - Paving/Street Cut Includes traffic control, street cuts and paving temporary encroachments.

PW Eng PII AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects, and for temporary use permits. 07-13-04 Oversize Transportation Permits Temporary use permit for access of oversized vehicles. PW Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for temporary use permits. 07-13-05 Hold Harmless Agreements Non-standard permanent encroachments in City right-of-way. PW Eng P GC 34090(a) Real property records, maintain PermanentlyState of California Guidelines; Permanent for construction based encroachment permits. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 164 of 375
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All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-14-02 Capital Improvement Projects - Grant
Funded
CIP Construction Records including planning, design, construction, conversion or modification of local governmentowned facilities, structures & systems; environmental / CEQA reports and documents (ie. streets, curbs, gutters, sidewalks, storm drains, etc.):CIP Engineering Project Records. Supporting documents including appraisal reports, bidders lists, non-environmental reports, work orders, schedules, exhibits, construction stakingdocumentation and correspondence:

PW Eng PII
P
AC+10
GC 34090(a); Real property records, maintainGC 4003, 4004, MaintainH&S 19850; Life of Building, with exceptions,CC 1351; Definitions, community propertyCCP 337.15; 10 yearsState of California Guidelines; PermanentCCP 337.15; 10 yearsState of California Guidelines; 10 years after project completion 07-14-03 Capital Improvement Projects - Non-grant
Funded
CIP Construction Records including planning, design, construction, conversion or modification of local governmentowned facilities, structures & systems; environmental / CEQA reports and documents (ie. streets, curbs, gutters, sidewalks, storm drains, etc.):CIP Engineering Project Records. Supporting documents including appraisal reports, bidders lists, non-environmental reports, work orders, schedules, exhibits, construction stakingdocumentation and correspondence:

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-15-02 Grading & Transportation Permits Includes haul routes and the permit for transportation of 50 cubic yards or more of materials.

PW Eng P GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statutes of limitationsGC 4003, 4004; MaintainState of California Guidelines; Permanent 07-15-03 Plan Review/Working Files PW Eng ACT Transitory Record; Maintain as long as necessary for current business activities.GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 165 of 375
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PW Eng ACT Transitory Record; Maintain as long as necessary for current business activities.GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement. 07-15-05 Parcel Maps Includes correspondence with surveyors, plan review information and other project related documents used to support Community Development projects.

PW Eng ACT Transitory Record; Maintain as long as necessary for current business activities.GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement. 07-15-06 Lot Line Adjustments Includes correspondence with surveyors, plan review information and other project related documents used to support Community Development projects.

PW Eng ACT Transitory Record; Maintain as long as necessary for current business activities.GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement. 07-16-00 Integrated Waste Management
07-16-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-16-02 Hazardous Material Waste Management Includes the hazardous materials business plan, HHW permits, DTSC e-waste, medical waste and other compliance permits and reports to agencies.

Int. Waste Mgmt P GC 34090; 2 year minimum requirement
State of California Guidelines: Current year plus 2 years, with caveat recommendation of permanent for environmentally sensitive documents. 07-16-03 Stormwater Pollution Prevention Plan SWPP, Visual Inspection Reports, COC's, PH Tests, Training Docs.

Int. Waste Mgmt P GC 34090; 2 year minimum requirement
State of California Guidelines: Current year plus 2 years, with caveat recommendation of permanent for environmentally sensitive documents. 07-16-04 Recycling Purchase Agreements Small contracts for recycling services to the City. Includes materials tracking database and recycling purchase and disposalagreements.

Int. Waste Mgmt AC+5 CCP 337.2; Statutes of limitations CCP 343; Statutes of limitations48 CFR 4.601; 5 years for procurements exceeding $25,000 07-16-05 Franchise Agreement Management Documents include:
1) Year by year calculation of Solid Waste Rate and IWM Fees, including annual rate application from Franchise Hauler and PostCollection Vendor; public hearing notices; data.2) Rate Studies Int. Waste Mgmt CY+2 GC 34090; 2 year minimum requirement 07-16-06 Solid Waste Ordinance, Policy & Code
Enforcement
Documents include:1) Solid Waste Ordinance - current copy and background for any revisions2) Solid Waste Exemptions - users excluded from solid waste pick-up3) Code Enforcement - warning letters and enforcement actions based on address and customer4) Policy and Legislative LOS or Letters of Opposition Int. Waste Mgmt AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after correction/completion. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 166 of 375
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07-00-00 PUBLIC WORKS
Legend:

Int. Waste Mgmt CY+4 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for tonnage reports and management reports.Administrative Decision: Maintain reporting and information for the current year plus 4 years for reference and trending. 07-16-08 Community Events & Outreach Materials include brochures and graphics, newsletters, photos, public notices & signs, special events, website resources, presentations and archives Int. Waste Mgmt H CY+2, AR GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by neglect.State of California Guidelines; 2 years plus the current year for event records.Administrative Decision: Review annually for historical content. 07-16-09 Bills of Lading HHW and other materials. Int. Waste Mgmt CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for tonnage reports, current year plus 10 years for hazardous waste disposal referencing 40 CFR 122.21 07-16-10 Batching Reports Semi-monthly report sent to Finance to balance cash transactions with money stored at the facility. Receipts maintained by Integrated Waste Management.

Int. Waste Mgmt AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 07-16-11 Route Sheets Driver routes and addresses for recycling pickup. Int. Waste Mgmt S+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain route sheets for 2 years after superseded. 07-16-12 Stop Lists Lists from garbage providers for users who have not paid their bill.

Int. Waste Mgmt CY+2 GC 34090; 2 year minimum requirement 07-16-13 Tipping Wall Binder Tipping Wall Daily Logs, Monthly Inspection Reports, Training Docs. Compliance for the County's 5 year environmental health permit.

Int. Waste Mgmt CY+5 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance and operations activitiesAdministrative Decision: Maintain logs, inspection reports and training materials for the current year plus 5 years to meet the County 5 year environmental health permit cycle. 07-16-14 IIPP Compliance Binder Training docs and sign-in sheets Int. Waste Mgmt CY+7 GC 34090; 4 year minimum requirement 29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusState of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2 years for certificates and designations training. 07-17-00 Utilities
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07-00-00 PUBLIC WORKS
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PW Eng CY+2, AR GC 34090; 2 year minimum requirement
07-17-04 EBMUD Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
07-17-05 Stege Sanitary Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
07-17-06 Telecom Other Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
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08-00-00 RECREATION
Legend:

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-01-02 Recreation Registration Database Classes, reservations, facility rentals, enrollment, events and other recreation activities used by members of the
public.

Recreation PII IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
08-01-03 Key Sign In/Out Log Recreation IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
08-01-04 Programs Records Includes program rules, code of conduct, curriculum, City contact information, attendee sign in sheets and rosters, emergency contact information, and evaluation forms filed by program. Not for licensed programs.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-01-12 Instructors Agreements Includes contracts, W-9, Livescan and other instructor information.

Recreation PII AT+4 CCP 337.2; Statutes of limitations of 4 years CCP 343; Statutes of limitations of 4 yearsAdministrative Decision: Maintain instructor files for 4 years after the instructor terminates the class. 08-01-13 Marketing Materials Includes program fliers, brochures, and activity guides Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
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08-00-00 RECREATION
Legend:

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-02-02 Special Event Organization Includes contact information, planning, supply acquisition, staffing, copies of contracts and other event organization information.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-03-02 Rental Agreements Includes applications, proof of insurance and other rental documents for picnic, clubhouses, room rentals and other facility rentals.

Recreation PII AE+2 GC 34090; 2 year minimum requirement State of California Guidlines; Current year plus 2 years for municipal facility rental / use permits ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 170 of 375
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08-00-00 RECREATION
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Recreation AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for various permits required by federal and state agencies 08-03-04 Trust Fund Accounts For facility rental security deposits. Copies sent to Finance to process. May be used for audits of receipts.

Recreation AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 08-03-05 Inspections Includes County health department, OSHA, SERS and other regulatory inspections.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-04-02 Vehicle Maintenance Includes all maintenance records, smog certificates and Bureau of Automotive Repair documentation for Parks & Recreation vehicles.

State of California Guidelines; 2 years plus the current year. 08-04-04 Paratransit Driver Manifest Includes listings of drivers and who they drive for the day. Recreation CY+2 GC 34090; 2 year minimum requirement. 08-04-05 Paratransit Annual Report Measure J sales tax funding report. Recreation CY+2 GC 34090; 2 year minimum State of California Guidelines; 2 years for management reports 08-05-00 Adult Services
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08-00-00 RECREATION
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All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-05-02 Senior Nutrition Program Registration Files on seniors who participate in the program. Annual forms include the name, address, phone number, birth date, emergency contact information, nutritional assessments, and other information on seniors.

Recreation C, PII AT+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 yearsCalifornia Social Services Recommendation: 3 years after termination for personnel records. 08-06-04 Childrens Files Includes registration and licensing for child care. Recreation C, PII AT+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years22 CCR 101221; 3 years after termination 08-06-05 Sign In Sheets Also includes emergency contact information. Recreation C, PII CY+2 GC 34090; 2 year minimum requirement 22 CCR 101229.1; maintain sign-in sheet for 1 monthState of California Guidelines; Current year plus 2 years ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 172 of 375
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08-00-00 RECREATION
Legend:

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-07-02 Agendas/Agenda Packets Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 08-07-03 Minutes Recreation P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 08-07-04 Meeting Recordings Recreation 30 Days GC 54953.5; 30 days after recording 08-08-00 Committee on Aging
08-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-08-02 Agendas/Agenda Packets Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 08-08-03 Minutes Recreation P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 173 of 375
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09-00-00
Legend:

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-01-02 FireRMS Incident Management Software Used for incidents and personnel. All training sessions and individuals are tracked through FireRMS software
program.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Fire AC+5 UFC 103.34 New construction/alterations of buildings; Retain inspection records for 3 years.IFC 104.6; Retain for 5 years after renewal/expiration of fire permitState of California Guidelines; 3 years after completion of inspection 09-02-06 Special Permits Includes christmas tree lots, temporary tents, demolition permits, rocket launching and other temporary use permits related for Fire.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-03-02 Station Log Books Maintained by the stations. Fire CY+3 GC 34090; 2 year minimum requirement CCP 340.5; Healthcare providers is 3 years after occurrence or 1 year after the patient discovers the injury, whichever comes first.CCP 340.8; Exposure to hazardous substances; 2 years after exposure, or 2 years after patient discovers injury, whichever is later. 8 CCR 3203(b)(1); Injury & Illness Prevention Program inspection records, maintain at least 1 year. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 175 of 375
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09-00-00
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

FIRE SERVICES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, PII - Personal Identifying Information, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-03-03 Personal Protective Equipment Logs Individual replacement dates. Fire CY+5 GC 34090; 2 year minimum requirement CCP 340.5; Healthcare providers; 3 years after occurrence or 1 year after the patient discovers the injury, whichever comes first.CCP 340.8; Exposure to hazardous substances; 2 years after exposure, or 2 years after patient discovers injury, whichever is later.8 CCP 3203(b)(1); Injury & Illness Prevention Program inspection records, maintain at least 1 year.Administrative Decision: Possibility of defending an equitable indemnity claim up to 5 years 09-03-04 SCBA Fit & Flow Test Annual tests for both person and unit. Fire P 8 CCR 3203; IIPP training, at least 1 year State of California Guidelines; 2 years after superseded for training materials.Individual training information maintained by employee is retained for termination/separation plus 2 years, per State of California GuidelinesAdministrative Decision: Permanent for long term potential medical issues and varying retention periods of the citations. 09-03-05 Hose Testing Records Annual tests Fire CY+5 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for equipment and gear logs. 09-03-06 Ladder Testing Annual tests Fire CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for equipment and gear logs. 09-03-07 Daily Vehicle & Equipment Inspection Log Inspection of vehicles by drivers prior to driving.

Required by the DOT. Includes safety equipment, liquid levels, tire condition, appearance, operations, lights and other aspects. Also includes HURST, SCBA and air compressor forms.

Fire CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year. 09-03-08 Breathing Compressor / SCBA Fill Station Inspection by an outside company with resulting certificate of compliance.

All Depts PII AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 6.17.2025 Agenda Packet Page 176 of 375
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El Cerrito City CouncilJune 17, 2025

El Cerrito City Council
June 17, 2025