El Cerrito City Council
June 17, 2025

Mayor Councilmembers
Carolyn Wysinger William Ktsanes
Mayor Pro Tem Lisa Motoyama
Gabe Quinto AGENDA Rebecca Saltzman

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TUESDAY, JUNE 17, 2025
SPECIAL CITY COUNCIL MEETING (5:00 PM)
Hillside Conference Room - 10890 San Pablo Ave, El Cerrito

CONCURRENT PUBLIC FINANCING AUTHORITY SPECIAL MEETING AND REGULAR CITY COUNCIL MEETING (6:00 PM)
Council Chambers - 10890 San Pablo Ave, El Cerrito
Closed Captions Available Via Zoom:
https://us06web.zoom.us/j/83313959926?pwd=uaPsyWTYYx74NGLUlUoZnjaWoUM5T8.1 Meeting ID: 833 1395 9926 Password: 879411 Dial in: 1-408-638-0968 View (Regular Meeting Only):

1. Cable T.V. Broadcast on KCRT Channel 28

2. Livestream Online at www.el-cerrito.org/CouncilMeetingMaterials Accommodations: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk at 510- 215-4305. Notification 48 hours prior to the meeting will enable the City to make reasonable accommodations. Closed Captions available via zoom.

Conduct: This meeting shall be conducted pursuant to the El Cerrito City Council Rules of Order and Procedure, including adjourning by 11:00 PM unless extended to a specific time determined by a majority of the Council.

Public Comments:

1. In-person by submitting a request to speak to the City Clerk.

2. By Email to [email protected] identified in the subject line as Public Comments – Agenda Item #.

Written comments received by 2:00 p.m. the day of the meeting will be provided to the City Council and posted online in advance of the meeting. Comments received after the deadline will be provided to the City Council and will be posted after the meeting.

Agenda Packet Page 1 of 375
Mayor Councilmembers
Carolyn Wysinger William Ktsanes
Mayor Pro Tem Lisa Motoyama
Gabe Quinto AGENDA Rebecca Saltzman

5:00 PM ROLL CALL - CONVENE SPECIAL CITY COUNCIL MEETING

1. CONSIDER AND TAKE ACTION ON ANY REQUEST FROM A

COUNCILMEMBER TO PARTICIPATE IN THE MEETING REMOTELY DUE TO EMERGENCY CIRCUMSTANCES PURSUANT TO AB 2449

2. ORAL COMMUNICATIONS FROM THE PUBLIC
All persons wishing to speak should sign up with the City Clerk. Remarks are typically limited to 3 minutes per person and to items on the special meeting agenda only.

3. CLOSED SESSION CONFERENCE WITH NEGOTIATORS
Pursuant to Government Code Section 54957.6
Agency Designated Representatives: Karen Pinkos, City Manager; Alexandra Orologas, Assistant City Manager; Shannon Bassi, Senior Human Resources Analyst; Glenn Berkheimer, Labor Negotiator; and Sky Woodruff, City Attorney.

Employee Organizations: Public Safety Management Association; and United Professional Firefighters Local 1230.

Contact: Sky Woodruff, City Attorney, City Management

4. ADJOURN SPECIAL CITY COUNCIL MEETING
6:00 PM ROLL CALL – CONVENE CONCURRENT PUBLIC FINANCING

AUTHORITY SPECIAL MEETING AND REGULAR CITY COUNCIL

MEETING

1. CONSIDER AND TAKE ACTION ON ANY REQUEST FROM A

COUNCILMEMBER TO PARTICIPATE IN THE MEETING REMOTELY DUE TO EMERGENCY CIRCUMSTANCES PURSUANT TO AB 2449

2. PLEDGE OF ALLEGIANCE TO THE FLAG OR OBSERVATION OF A

MOMENT OF SILENCE

3. TELECONFERENCE AND PUBLIC COMMENT INSTRUCTIONS

4. COUNCIL/STAFF COMMUNICATIONS
Reports of closed session, commission appointments and informational reports on matters of general interest which are announced by the City Council and staff.

Agenda Packet Page 2 of 375
Mayor Councilmembers
Carolyn Wysinger William Ktsanes
Mayor Pro Tem Lisa Motoyama
Gabe Quinto AGENDA Rebecca Saltzman

5. ORAL COMMUNICATIONS FROM THE PUBLIC
Remarks are typically limited to 3 minutes per person. The Mayor may reduce the time limit per speaker depending upon the number of speakers and may limit the total time for public comment to facilitate the completion of business on the agenda. Comments regarding non-agenda, presentation and consent calendar items will be heard first.

Comments related to items appearing on the Public Hearing or Policy Matter portions of the Agenda will be heard prior to the City Council taking action on each item.

6. PRESENTATIONS

7. ADOPTION OF THE CONSENT CALENDAR
All items on the consent calendar shall be acted upon in one motion, unless a member of the City Council or staff request separate consideration.

A. Financial Advisory Board Recommendation
Action Proposed: Receive and file recommendations from the Financial Advisory Board.

Contact: Kimberly White, Chair, Financial Advisory Board; Crystal Reams, Finance Director/Staff Liaison, Finance Department B. Board, Commission, and Committee Workplan(s) and/or
Accomplishments
Action Proposed: Receive and file adopted workplan(s) and accomplishments from applicable Boards, Commissions, and Committees of the City.
• Arts and Culture Commission
• Human Relations Commission
• Environmental Quality Commission
• Committee on Aging
Contact: Holly M. Charléty, City Clerk, City Management C. Economic Development Committee Appointment
Action Proposed: Approve an Economic Development Committee recommendation to appoint Ahmed Qureshi, effective June 1, 2025.

Contact: Aissia Ashoori, Housing-Economic Development Manager, Community Development Department
Agenda Packet Page 3 of 375
Mayor Councilmembers
Carolyn Wysinger William Ktsanes
Mayor Pro Tem Lisa Motoyama
Gabe Quinto AGENDA Rebecca Saltzman

D. Monthly Disbursement and Check Register Report for May 2025 Action Proposed: Receive and file the Monthly Disbursement and Check Register Report for the month of May 2025.

Contact: Crystal Reams, Finance Director/City Treasurer, Finance Department
E. Juneteenth Proclamation
Action Proposed: Approve a proclamation in support and recognition of Juneteenth on Thursday, June 19, 2025 and further recognize Juneteenth by flying the flag at City Hall June 18-20, 2025.

Contact: Shannon Bassi, Human Resources Manager, City
Management
F. Parks Make Life Better Month Proclamation
Action Proposed: Approve a proclamation recognizing the importance of equitable access to local parks, trails, open space, and recreation facilities for the positive development of El Cerritans and all Californians.

Contact: Chris Jones, Recreation Director, Recreation Department G. Revisions to Citywide Records Retention Schedule
Action Proposed: Adopt a Resolution to approve an update to the Citywide Records Retention Schedule and rescind Resolution No. 2023-

33. Contact: Holly M. Charléty, City Clerk, City Management H. SB 1 - The Road Repair and Accountability Act, List of Projects for Fiscal Year 2025-26
Action Proposed: Approve a resolution adopting a list of projects for Fiscal Year 2025-26 to receive funding from Senate Bill 1 – The Road Repair and Accountability Act of 2017 through the Local Streets and Roads Program.

Contact: Yvetteh Ortiz, Public Works Director/City Engineer, Public Works Department
Agenda Packet Page 4 of 375
Mayor Councilmembers
Carolyn Wysinger William Ktsanes
Mayor Pro Tem Lisa Motoyama
Gabe Quinto AGENDA Rebecca Saltzman

I. Designate One On-Street Parking Space for Zipcar on Kearney Street South of Manila Avenue
Action Proposed: Adopt a resolution designating one on-street parking space for Zipcar on the east side of Kearney Street south of Manila Avenue, fronting the California Department of Motor Vehicles.

Contact: Jarrett Mullen, Sustainable Transportation Program Manager, Community Development Department; Yvetteh Ortiz, Public Works Director/City Engineer, Public Works Department
J. Amendment to Agreement with Napa Recycling and Waste Services, LLC (NRWS) for Commingled Recyclable Materials Processing Services
Action Proposed: Adopt a resolution authorizing the City Manager to amend the agreement with Napa Recycling and Waste Services, LLC (NRWS) for commingled recyclable materials processing services to extend the contract term by six months through December 31, 2025, in an amount not to exceed $110,000.

Contact: Christina Leard, Management Analyst III; Amelia Timbers, Operations and Environmental Services Division Manager; Yvetteh Ortiz, Public Works Director/City Engineer, Public Works Department K. Amendment to Agreement with East Bay Sanitary Company, Inc. for Street Sweeping Services
Action Proposed: Adopt a resolution approving and authorizing the City Manager to execute an amendment to the agreement with East Bay Sanitary Company, Inc. for street sweeping services to extend the contract term by one additional year through June 30, 2026, in an amount not to exceed $112,716.19.

Contact: Christina Leard, Management Analyst III; Amelia Timbers, Operations & Environmental Services Division Manager; Yvetteh Ortiz, Public Works Director/City Engineer, Public Works Department Agenda Packet Page 5 of 375
Mayor Councilmembers
Carolyn Wysinger William Ktsanes
Mayor Pro Tem Lisa Motoyama
Gabe Quinto AGENDA Rebecca Saltzman

8. PUBLIC HEARINGS
A. Fire Hazard Abatement Hearing and Declaration
Action Proposed: Staff requests that the City Council:

1. Adopt a resolution declaring weeds, rubbish, litter, or other flammable material on certain real property identified in the resolution constitutes a public nuisance; and

2. Conduct a public hearing and upon conclusion, adopt a resolution overriding objections by property owners and ordering the City Manager or their designee to abate certain public nuisances pursuant to El Cerrito Municipal Code Chapter 16.26.

Contact: Thomas Wade, Fire Prevention Officer; Chase Beckman, Fire Marshal, Fire Department
B. An Ordinance regarding Defensible Space and Home Hardening Inspections within the High and Very High Fire Hazard Severity Zones as Designated by CalFire and Designating Fire Hazard Severity Zones
Exempt from review under the California Environmental Quality Act (CEQA Guidelines Section15061(b)(3)) Notice published 5/24/2025 Action Proposed: Conduct a public hearing and, upon conclusion, introduce an Ordinance titled:

AN ORDINANCE OF THE CITY OF EL CERRITO AMENDING
CHAPTER 8.30 OF THE EL CERRITO MUNICIPAL CODE TO

DESIGNATE FIRE HAZARD SEVERITY ZONES PURSUANT TO
GOVERNMENT CODE SECTION 51179 AND TO ESTABLISH

PROCEDURES FOR DEFENSIBLE SPACE AND HOME HARDENING

INSPECTIONS WITHIN THE HIGH AND VERY HIGH FIRE HAZARD

SEVERITY ZONES
Contact: Chase Beckman, Fire Marshal; Eric Saylors, Fire Chief, Fire Department
Agenda Packet Page 6 of 375
Mayor Councilmembers
Carolyn Wysinger William Ktsanes
Mayor Pro Tem Lisa Motoyama
Gabe Quinto AGENDA Rebecca Saltzman

9. POLICY MATTERS
A. CITY COUNCIL/PUBLIC FINANCING AUTHORITY ITEM
Approval of the City's Fiscal Year 2025-26 Budget Update and Spending Authority by Fund for the City, Public Financing Authority, and Approval of the FY 2025-26 Annual Gann
Appropriation Limit.

Action Proposed: Staff requests that the City Council:

1. Adopt a City Council resolution authorizing Fiscal Year 2025-26 spending authority by fund for the City of El Cerrito

2. Adopt an El Cerrito Public Financing Authority resolution authorizing Fiscal Year 2025-26 spending authority by fund

3. Adopt a City Council resolution approving the calculation and establishing the FY 2025-26 annual Gann appropriation limit Contact: Crystal Reams, Finance Director/City Treasurer, Finance Department
B. Spending Authority for Certain Vendors Expected to Exceed $45,000 for FY 2025-26
Action Proposed: Adopt a resolution approving spending authority for vendors expected to exceed $45,000 in Fiscal Year 2025-26.

Contact: Crystal Reams, Finance Director/City Treasurer, Finance Department
C. Construction Contract Award for 2025 Surface Seal Project, City Project No. C3027.24
Action Proposed: Adopt a resolution approving plans and specifications for the 2025 Surface Seal Project, City Project No. C3027.24 (Project); acknowledging the sole bidder, Pavement Coating Co. (Pavement Coatings), as the lowest responsive and responsible bidder; accepting the negotiated price from Pavement Coatings; and authorizing the City Manager to execute a contract with Pavement Coatings in the amount of $2,400,898.27 and to approve potential change orders in an amount not to exceed $240,100.

Contact: Roland Lambert, Associate Engineer, Public Works Department; Yvetteh Ortiz, Public Works Director/City Engineer Agenda Packet Page 7 of 375
Mayor Councilmembers
Carolyn Wysinger William Ktsanes
Mayor Pro Tem Lisa Motoyama
Gabe Quinto AGENDA Rebecca Saltzman

D. Consulting Services Agreement with Rogers Stringer & McClelland, Inc. for Swim Center Design Services
Action Proposed: Adopt a resolution approving and authorizing the City Manager to execute a professional services agreement with Rogers Stringer & McClelland, Inc. (RSM) for the design of the Emery G. Weed, III Lap Pool's replaster, deck replacement, accessibility and egress improvements, parking lot electric vehicle charging infrastructure, and associated work in an amount not to exceed $220,000.

Contact: Christopher Jones, Recreation Director, Recreation Department; Yvetteh Ortiz, Public Works Director/City Engineer, Public Works Department

10. CITY COUNCIL LOCAL & REGIONAL LIAISON ASSIGNMENTS
Mayor and City Council communications regarding local and regional liaison assignments, committee reports, and any required reporting under AB 1234 for meetings (as defined by the Brown Act) attended at the public's expense.

11. ADJOURN CONCURRENT PUBLIC FINANCING AUTHORITY SPECIAL

MEETING AND REGULAR CITY COUNCIL MEETING
The next regularly scheduled City Council meeting is Tuesday, July 15, 2025 at 6:00 p.m.

The City of El Cerrito serves our diverse community by providing exceptional services that create a safe and resilient future for all.

Agenda Packet Page 8 of 375
Agenda Item No. 7.A.

Financial Advisory Board
Date: June 17, 2025
To: El Cerrito City Council
From: Financial Advisory Board
Subject: Receive and File Board Recommendation

ACTION PROPOSED
Receive and file the following recommendations from the Financial Advisory Board.

POLICY
Pursuant to City Council Resolution 2024-16, Section 4, Advisory Body Recommendations shall be provided to the City Council on the consent calendar as a “receive and file” and if a member of the City Council wishes to further discuss any recommendation received, it may be requested as an agenda item at a future meeting.

RECOMMENDATIONS
On May 27, 2025, the Financial Advisory Board voted on the following recommendation(s) to the City Council:

1. Regarding the previous FAB recommendation for the General Fund Budget, the Financial Advisory Board recommends that the City Council:
a. Annually adopt a General Fund Budget that sets aside two percent of the (current) General Fund’s operating expenditures to cover mid-year expenses or one-time needs.
b. The FAB recommends that the City Council place this recommendation as a Policy Item for discussion.

Moved/Second: Vice-Chair Carvel/Member Szlatenyi. Ayes: Chair White; Vice-Chair Carvel; Member Szlatenyi; Noes: Member McDougall Absent: None Youth Member: Watson-Lamprey Singer expressed support for the action.

ASSOCIATED WORKPLAN GOAL(S)/AREA(S) OF RESPONSIBILITY

1. Work Plan Goals

2. El Cerrito Municipal Code 2.04.300 Financial Advisory Board There shall be a financial advisory board consisting of five members who reside in the city and have demonstrated expertise in financial management, accounting, fiscal analysis, computer applications, economic analysis or related skills.

Agenda Packet Page 9 of 375
The financial advisory board shall have the powers and duties stated below, and such other duties and the council shall decide:

1. To conduct a review and make recommendations on the proposed annual budget and long -term financial plan for the city and all component units to assist the city council in making decisions on major expenditures and revenue sources, and to include a review of city council compensation consistent with county-wide
recommendations included in Contra Costa Grand Jury Report No. 1104.

Attachment(s):

1. Rationale for Recommendation
Agenda Packet Page 10 of 375
Agenda Packet Page 11 of 375

AGENDA BILL
Agenda Item No. 7.B.

Date: June 17, 2025
To: El Cerrito City Council
From: Holly M. Charléty, City Clerk, City Management
Subject: Board, Commission, and Committee Workplan(s) and/or Accomplishments

ACTION PROPOSED
Receive and file adopted workplan(s) and accomplishments from applicable Boards, Commissions, and Committees of the City.
• Arts and Culture Commission
• Human Relations Commission
• Environmental Quality Commission
• Committee on Aging

BACKGROUND/ANALYSIS
Resolution 2024-16, Section 3, adopted by the City Council on March 21, 2024, implemented procedures by which City of El Cerrito Boards, Commissions, and Committees (Advisory Bodies) adopt a two-year workplan. The workplan shall be developed within the Advisory Body's scope of responsibility and be aligned with the City's adopted Strategic Plan. The workplan shall be adopted by the Advisory Body (and posted on the Advisory Body website) no later than July 1st of applicable years. The workplan shall also include a section to provide annual accomplishments of the Advisory Body which shall be updated and posted annually by July 1st. Subsequent to adoption by the Advisory Body, the workplan and/or accomplishments shall be transmitted to the City Council on consent as a received and file item. The applicable advisory body chair(s) or designee(s) shall be in attendance at the meeting.

This item includes transmission of the following item(s):
• Arts and Culture Commission Workplan (FY25/26-26/27)
and Accomplishments (FY24/25)
o Chair: Renée LeVesque
o Staff Liaison: Will Provost, Assistant to the City Manager • Human Relations Commission Workplan (FY25/26-26/27)
and Accomplishments (FY24/25)
o Vice - Chair: Champagne Brown
o Staff Liaison: Shannon Bassi, Human Resources Manager Agenda Packet Page 12 of 375
Agenda Item No. 7.B.
• Environmental Quality Committee Workplan (FY25/26-26/27) and Accomplishments (FY24/25)
o Chair: Fred Bialy
o Staff Liaison: Christina Leard, Management Analyst III • Committee on Aging Accomplishments (FY24/25)
o Chair: Dr. Pansy Wong
o Staff Liaison: Bridget Cooney, Recreation Supervisor

STRATEGIC PLAN CONSIDERATIONS
This action supports the City’s Strategic Plan Goal(s) of:
• High Performing Organization.

ENVIRONMENTAL CONSIDERATIONS
This section is not applicable to this agenda item.

FINANCIAL CONSIDERATIONS
This section is not applicable to this agenda item.

LEGAL CONSIDERATIONS
This section is not applicable to this agenda item.

Reviewed by:

Karen Pinkos, City Manager
Attachments:

1. Arts and Culture Commission Workplan & Accomplishments

2. Human Relations Commission Workplan & Accomplishments

3. Environmental Quality Committee Workplan & Accomplishments

4. Committee on Aging Accomplishments
Agenda Packet Page 13 of 375
Arts & Culture Commission
FY 2025/2026 – 2026/2027 Work Plan Page 1 of 4 Adopted: May 29, 2025

ARTS & CULTURE COMMISSION
Staff Liaison
Will Provost | (510) 215-4318
[email protected]
City Manager's Office

BIENNUAL WORK PLAN
FISCAL YEAR 2025/2026 – 2026/2027

ARTS & CULTURE COMMISSION
Chair Renée LeVesque;
Vice-Chair Ruth Cazden;
Members Courtney Helion, Kim Settles, and
Juno Rabinovici (Youth Member)
MISSION STATEMENT: It is the mission of the Arts & Culture Commission to advise the City Council of the needs of the artistic and cultural community; encourage and promote arts programs and events that engage community members and local businesses to build a flourishing and vibrant arts and cultural environment; provide advice to artists and arts/cultural organizations by sponsoring forums, programs, and events; carry out the Arts in Public Places program, and upon request, advise the City with respect to possible sources of funding.

HISTORICAL BACKGROUND: The Arts and Culture Commission (ACC) consists of up to seven members who demonstrate a commitment to various arts disciplines, including but not limited to fine arts, visual arts, performing arts, literary arts, art history, and arts education. The ACC is charged with oversight of the Arts in Public Places Program, which requires certain development projects to contribute 1% of construction costs to public art, and is responsible for acquisition, funding, and placement of public art in the City on public property. The ACC also juries the City Hall Gallery Space, located on the second floor of City Hall at 10890 San Pablo Avenue.

History as described in 2017-18 Workplan: In 2002, a group of citizens petitioned the El Cerrito City Council to establish an arts and culture commission. Their proposal included the idea of advising the Council on arts and culture within the City and collaboration with existing organizations within the community: “By establishing an art and culture commission the City of El Cerrito would be providing support and encouragement for the growth of all arts. We would be joining the greater Bay Area in dedicating our time and involvement to the promotion of arts, artists and varied arts programs that would enrich our community and enhance our city.” In 2003, the City Council created the Arts and Culture Commission. In 2013, the Commission adopted an Arts and Culture Master Plan to shape a vision for arts and culture in the City of El Cerrito.

Agenda Item No. 7.B.

Attachment 1
Agenda Packet Page 14 of 375
Arts & Culture Commission
FY 2025/2026 – 2026/2027 Work Plan Page 2 of 4 Adopted: May 29, 2025 FISCAL YEAR (2025/2026)
Goal or
Objective
Proposed
Activities
Funding and other
Resources requested
Estimated Staff
time needed
Timeline For
Completion
No additional projects identified for Fiscal Year 2025/2026. Please see table for Ongoing Projects listed below.

FISCAL YEAR (2026/2027)
Goal or
Objective
Proposed
Activities
Funding and other
Resources requested
Estimated Staff
time needed
Timeline For
Completion
No additional projects identified for Fiscal Year 2026/2027. Please see table for Ongoing Projects listed below.

ONGOING PROJECTS
Project Activities Funding and other Resources
requested
Estimated Staff
time needed
Maintain Arts & Culture
Signature Programs
Poet Laureate, ECCRU Artist in Residency,
4 th of July/worldOne Festival, Utility Box
Public Art Program, Develop Public Art
Fund Database for Increased Transparency
Funding, excluding Staff time,
provided by the Arts in Public Places
Program, Public Art Fund (213)
60 hours
Increase Access/Inclusivity
to Public Art in the
Community
City Hall Gallery Space Call for
Artists/Program. El Cerrito Art
Organizations and Venues Database.

Focus on promoting Mini-Grant Program.

Funding, excluding Staff time,
provided by the Arts in Public Places
Program, Public Art Fund (213)
50 hours
Leverage Partnerships with
Other Organizations
Partnering with schools, library, community
organizations and non-profits on community
events/projects such as Messy Art Day,
Free Folk Festival, EC Art Association Art
Show, Makers Faires, etc.

Funding, excluding Staff time,
provided by the Arts in Public Places
Program, Public Art Fund (213)
15 hours
Supporting the Local Artistic
and Cultural Community
Events (Art/Music/Food/Culture), Gallery
Space, Database, Sponsorship of 4th of
July/worldOne Festival, October Arts Month,
etc.

Funding, excluding Staff time,
provided by the Arts in Public Places
Program, Public Art Fund (213)
15 hours
Beautify El Cerrito Utility Box Public Art Program, Pilot Pavement Art Program, Community Center
Mural Project
Funding, excluding Staff time,
provided by the Arts in Public Places
Program, Public Art Fund (213)
40 hours
Agenda Packet Page 15 of 375
Arts & Culture Commission
FY 2025/2026 – 2026/2027 Work Plan Page 3 of 4 Adopted: May 29, 2025

PRIOR FISCAL YEAR ACCOMPLISHMENTS
Goal/Objective Activities Supporting Goal Status
Maintain Arts & Culture
Signature Programs
Poet Laureate, ECCRU Artist in Residency,
4 th of July/worldOne Festival, Utility Box
Public Art Program.
• Completed Utility Box Public Art Project on Ashbury
Ave. at Fairmount Ave.
• Supported Tess Taylor as 2024-2025 Poet Laureate
• Supported Zona Sage and Lisa Zimmer-Chu as
2024-2025 ECCRU Artists in Residence
• Provided financial support for the City of El
Cerrito/worldOne 4th of July Festival, worldOne
Stage Performances
Increase Access/Inclusivity
to Public Art in the
Community
City Hall Gallery Space Call for
Artists/Program. El Cerrito Art
Organizations and Venues Database.

Focus on promoting Mini-Grant Program.
• Completed Gallery Space Call for Artists and
Selected 6 additional artists to show their work
• Developed and published an El Cerrito Arts
Organization Database
• Promoted and utilized mini-grant program to
leverage efforts already underway in the community
Leverage Partnerships with
Other Organizations
Partnering with schools, library, community
organizations and non-profits on community
events/projects such as Messy Art Day,
Free Folk Festival, EC Art Association Art
Show, Makers Faires, etc.
• Mini Grant applications approved for Messy Art Day,
the EC Art Association Annual Art Show, the El
Cerrito Free Folk Festival, and the Summer Kick-off /
Makers Faire Event
Supporting the Local Artistic
and Cultural Community
Events (Art/Music/Food/Culture), Gallery
Space, Database, Sponsorship of 4th of
July/worldOne Festival, October Arts Month,
etc.
• Relaunched October Arts Month with poster and
outreach efforts in 2024
• Hosted 4 Gallery Shows for local artists in FY 2024-
25 • Hosted booth at 4th of July/worldOne Festival
Beautify El Cerrito Utility Box Public Art Program, Pilot Pavement Art Program
• Repaired 5 broken wind sculptures along San Pablo
Avenue
• Completed Call for Artists and successfully painted
an additional Utility Box Location in FY 2024-25
• Completed CFA and selected artwork for City’s first
pilot Pavement Art project
Agenda Packet Page 16 of 375
Arts & Culture Commission
FY 2025/2026 – 2026/2027 Work Plan Page 4 of 4 Adopted: May 29, 2025 Workplan adopted on May 29, 2025 by the following vote:

Moved/Second: Vice-Chair Cazden/Member Settles
Ayes: Chair LeVesque, Vice Chair Cazden,
Members Helion and Settles
Noes: None

Absent: None
Youth Member: Rabinovici expressed support for the action Agenda Packet Page 17 of 375
Human Relations Commission
FY 2025-2026 & 2026-2027 Work Plan Page 1 of 6
Adopted: May 14, 2025
Human Relations Commission
Staff Liaison
Shannon Bassi | 510-215-4315
[email protected]
City Manager’s Office

BIENNUAL WORK PLAN
FISCAL YEAR 2025-2026 & 2026-2027
Human Relations Commission
Interim-Chair: Champagne Brown
Members: Commissioner Mina Wilson, Commissioner Champagne Brown, Commissioner Diane Boodrookas, Commissioner Renee LeVesque, Student Commissioner Juno Rabinovici, Commissioner: Rebecca Curry
MISSION STATEMENT:

The Human Relations Commission develops positive human relations through education, encouragement of greater respect and understanding between people, their equal opportunity rights under the law and the recognition of the racial, ethnic, religious and cultural diversity of the El Cerrito community.

The purpose of the Human Relations Commission is to initiate educational and cultural programs, promote tolerance and mutual respect between all persons. When requested by the City Council, the Commission will evaluate and make recommendations regarding discrimination charges levied against the City, upon the direction of the council. Commission members shall be generally representative of the demographics of the City including the racial, religious, age, gender, ethnic, and other groups.

The goal of the Commission is to support positive human relations by promoting recognition, education, respect, understanding and appreciation of the rich diversity of our community. Contributing to the City’s vibrancy, diversity is reflected in areas such as ethnicity, race, language, gender, sexual orientation, physical and mental ability status, religion, and age.

Enabling Legislation: E.C.M.C. 2.04.270
HISTORICAL BACKGROUND:

The Commission discussed the Historical Background section for the HRC, how the commission was established, and how it has evolved over time. With adoption of the workplan, the Historical Background was drafted at a previous meeting and subsequently inadvertently lost. In order to meet the July 1, 2025 workplan deadline set forth by City Council, the workplan is being presented without this portion fully completed. This section will be re-approved and incorporated by the Human Relations Commission at a later date.

Agenda Item No. 7.B.

Attachment 2
Agenda Packet Page 18 of 375
Human Relations Commission
FY 2025-2026 & 2026-2027 Work Plan Page 2 of 6
Adopted: May 14, 2025
FISCAL YEAR 2025-2026
Items listed in priority order
Goal or
Objective
Proposed
Activities
Funding and other Resources
requested
Estimated Staff
time needed
Timeline For
Completion
2026 Dr. Martin Luther
King Jr. Parade and Event
Host a Parade, Event, and
Rally Honoring Dr. Martin
Luther King Jr.
$2,500 to cover decorations,
performers, honorarium, flyers,
videographer etc.
50 hours January 19, 2026
2026 Loving Day Event Movie Film Screening Event No Cost/No Resources Requested
20 hours June 12, 2026
2025 United Against Hate
Week Event
Movie Film Screening Event No cost/No Resources
Requested
20 hours September 2025
2026 Annual Janet
Abelson Walk
January 2026 Host a walk to
honor late Council Member
Janet Abelson
No Cost/No Resources
Requested. Outreach needed
via social media
3 hours January 18, 2026
Annual Proclamations
Review
Hispanic Heritage Month,
Loving Day, LGBQTIA
Month, Lunar New Year,
Jewish American Heritage
Month, Black History Month,
Tibetan Uprising Month,
United Against Hate Week,
Women’s History Month,
National Arts and
Humanities Month, Suicide
Prevention Month, Asian
Pacific Islander Month
Review by a subcommittee
to recommend changes to
language and/or create new
Proclamations
No Cost/No Resources
Requested
10 hours 2-year cycle
complete June
2027
Review the current HRC
Mission Statement
Review and update the
current HRC Mission
Statement
No Cost/No Resources
Requested
10 Hours 2-year cycle
completed June
2027
Agenda Packet Page 19 of 375
Human Relations Commission
FY 2025-2026 & 2026-2027 Work Plan Page 3 of 6
Adopted: May 14, 2025
Review and examine ways
to make the history of the
HRC accessible to
commissioners and the
public
Review and examine ways
to make the history of the
HRC accessible to
commissioners and the
public
Total costs and resources need
to be determined and identified
to complete this project.

To be
determined
and identified
2-year cycle
completed June
2027
Review and examine the
possibility of creating a
successful city-wide
Equity Plan
Establish a city-wide Equity
Plan
Total costs and resources need
to be determined and identified
to complete this project.

To be
determined
and identified
2-year cycle
completed June
2027
Ongoing recruitment and
promotion of the HRC
Attend various community
events
No Cost/No Resources
Requested
20 hours 2-year cycle
completed June
2027
Examine and review ways
to diversify and create
new events for the HRC
Goal is diversify events that
the HRC hosts, such as
music, art, education or
celebratory events and
represent all cultures within
the City.

Total costs and resources need
to be determined and identified
to complete this project.

To be
determined
and identified
2-year cycle
completed June
2027
FISCAL YEAR 2026-2027
Items listed in priority order
Goal or
Objective
Proposed
Activities
Funding and other Resources
requested
Estimated Staff
time needed
Timeline For
Completion
2027 Dr. Martin Luther
King Jr. Parade and Event
Host a Parade, Event, and
Rally Honoring Dr. Martin
Luther King Jr.
$2,500 to cover decorations,
performers, honorarium, flyers,
videographer etc.
50 hours January 19, 2027
2027 Loving Day Event Movie Film Screening Event No Cost/No Resources Requested
20 hours June 12, 2027
2026 United Against Hate
Week Event
Movie Film Screening Event No cost/No Resources
Requested
20 hours September 2026
2027 Annual Janet
Abelson Walk
January 2026 Host a walk to
honor late Council Member
Janet Abelson
No Cost/No Resources
Requested. Outreach needed
via social media
3 hours January 18, 2027
Agenda Packet Page 20 of 375
Human Relations Commission
FY 2025-2026 & 2026-2027 Work Plan Page 4 of 6
Adopted: May 14, 2025
Annual Proclamations
Review
Hispanic Heritage Month,
Loving Day, LGBQTIA
Month, Lunar New Year,
Jewish American Heritage
Month, Black History Month,
Tibetan Uprising Month,
United Against Hate Week,
Women’s History Month,
National Arts and
Humanities Month, Suicide
Prevention Month, Asian
Pacific Islander Month
Review by a subcommittee
to recommend changes to
language and/or create new
Proclamations
No Cost/No Resources
Requested
10 hours 2-year cycle
complete June
2027
Review the current HRC
Mission Statement
Review and update the
current HRC Mission
Statement
No Cost/No Resources
Requested
10 Hours 2-year cycle
completed June
2027
Review and examine ways
to make the history of the
HRC accessible to
commissioners and the
public
Review and examine ways
to make the history of the
HRC accessible to
commissioners and the
public
Total costs and resources need
to be determined and identified
to complete this project.

To be
determined
and identified
2-year cycle
completed June
2027
Review and examine the
possibility of creating a
successful city-wide
Equity Plan
Establish a city-wide Equity
Plan
Total costs and resources need
to be determined and identified
to complete this project.

To be
determined
and identified
2-year cycle
completed June
2027
Ongoing recruitment and
promotion of the HRC
Attend various community
events
No Cost/No Resources
Requested
20 hours 2-year cycle
completed June
2027
Agenda Packet Page 21 of 375
Human Relations Commission
FY 2025-2026 & 2026-2027 Work Plan Page 5 of 6
Adopted: May 14, 2025
Examine and review ways
to diversify and create
new events for the HRC
Goal is diversify events that
the HRC hosts, such as
music, art, education or
celebratory events and
represent all cultures within
the City.

Total costs and resources need
to be determined and identified
to complete this project.

To be
determined
and identified
2-year cycle
completed June
2027
Workplan adopted on May 14, 2025 by the following vote:

Moved/Second: Commissioner Wilson/Commissioner LeVesque Ayes: Interim Chair Brown, Commission Boodrookas, Commissioner LeVesque, Commissioner Willson Noes: None

Absent: Commissioner Curry Youth Member: Rabinovici expressed support for the action.

Agenda Packet Page 22 of 375
Human Relations Commission
FY 2025-2026 & 2026-2027 Work Plan Page 6 of 6
Adopted: May 14, 2025

PRIOR FISCAL YEAR ACCOMPLISHMENTS
Updated annually by July 1 and provided to City Council on Consent Goal/Objective Activities Supporting Goal Status
Annual Proclamations Hispanic Heritage Month, Loving Day, LGBQTIA Month, Lunar New Year, Jewish
American Heritage Month, Black History
Month, Tibetan Uprising Month, United
Against Hate Week, Women’s History
Month, National Arts and Humanities Month,
Suicide Prevention Month, Asian Pacific
Islander Month
Completed
2024 United Against Hate Week Film
Event
September 26, 2024: Free movie screening
of the Not In Our Town film Repairing the
World: Stories From the Tree of Life.

Completed
Advocacy for new Stege Elementary
School- WCCUSD
Voiced advocacy for a new school at the
Stege Elementary- attend Committee
Meetings
In progress
2025 Dr. Martin Luther King Jr. Parade
and Event
36th Annual Parade, Event, and Rally
Celebration to honor Dr. Martin Luther King
Jr.

Completed
2025 Loving Day Movie Screening Host a Movie Screening Event to show the film The Loving Story in partnership with
WCCUSD.

Completed
Accomplishments adopted on May 14, 2025 by the following vote:

Moved/Second: Commissioner Wilson/Commissioner LeVesque Ayes: Interim Chair Brown, Commission Boodrookas, Commissioner LeVesque, Commissioner Willson Noes: None

Absent: Commissioner Curry Youth Member: Rabinovici expressed support for the action.

Agenda Packet Page 23 of 375
Environmental Quality Committee
FY (2025-2027) Work Plan Page 1 of 7
Adopted: June 10, 2025

ENVIRONMENTAL QUALITY

COMMITTEE
Staff Liaison
Christina Leard | (510) 215-4338
[email protected]
Public Works Department

BIENNUAL WORK PLAN
FISCAL YEAR 2025/2026 - 2026/2027
Environmental Quality Committee
Chair Fred Bialy; Vice-Chair Pamela Austin; Members Simrun Dhoot, Howdy Goudey, Heather Hayashi, Sean O’Connor,
Eleanor Pilling-Chappelear (Youth Member), Sheila Tarbet MISSION STATEMENT: The Environmental Quality Committee’s mission, as established by Resolution 2008-13, is the following:
• To serve in an advisory capacity to the City Council, staff, other boards, commissions, and committees, and the citizens of the City with regard to environmental quality issues within the City of El Cerrito; • To recommend programs, policies, and ordinances to the City Council and promote the City’s environmental quality efforts; and • Promote and foster public awareness, education, interest and support for environmental quality efforts, foster volunteer opportunities, and educate El Cerrito citizens regarding environmental quality and issues relating to environmental impacts.

HISTORICAL BACKGROUND: Since the EQC’s establishment in 2008, the committee’s emphasis has cycled between public education, community volunteer organization, and environmental policy, but the general commitment to all forms of action envisioned for the EQC has remained consistent over time. The committee has also consistently maintained a high fraction of the 15-member capacity, with both long-serving members and a rotation of new members.

Agenda Item No. 7.B.

Attachment 3
Agenda Packet Page 24 of 375
Environmental Quality Committee Page 2 of 7
FY (2025-2027) Work Plan Adopted: June 10, 2025
FISCAL YEAR 2025/2026
Items listed in priority order
Goal or
Objective
Proposed
Activities
Funding and
other
Resources
requested
Estimated
Staff time
needed
Timeline
For
Completion
Lead
Committee
Member
Promote
Environmental
Awareness
and Education
1) Participate in or Promote Public Engagement Events:
● Promote public events such as films, lectures, and
workshops to raise awareness about
environmental issues, climate change, and
sustainability.
○ Organize or promote a film showing in
Spring 2026.
● Explore offering activities like EV car and bike testdrives to showcase sustainable transportation options, possibly in Library parking lot.
2) Provide Outreach and Resources:
● Inform residents about tax incentives and rebates
for electrification and sustainable practices.
○ Develop a fact sheet about available
incentives/rebates
● Offer education materials on active transportation
alternatives and programs for reducing car
ownership.
○ Summary fact sheet based on materials
from the Go Green! Active transportation
fair.
3) Engage Youth and Schools:
● Collaborate with schools and youth organizations
to expand environmental education programs and
involve young residents in climate initiatives.
○ Support effort by EQC Youth Member to
pass a climate literacy resolution for the
WCCSD
1)
$400
No cost
2)
$50
$50
3)
No Cost
No cost
1)
4 hours
1 hour
2)
1 hour
1 hour
3)
None
None
1)
Spring
2026
Ongoing
2)
Dec 2025
Dec 2025
3)
Ongoing
Dec 2025
1) Pam
2) Fred
3) Fred &
Eleanor
Agenda Packet Page 25 of 375
Environmental Quality Committee Page 3 of 7
FY (2025-2027) Work Plan Adopted: June 10, 2025
4) Community Outreach and Collaboration:
● Engage with the public at city events and through
other outreach activities to raise awareness about
environmental conservation.
○ Tabling at EC 4th of July Festival and other
city events as they occur.
● Co-sponsor relevant community events such as
the Hillside Festival, hikes, Fix-it Clinics, and Free
Market events.
4)
No cost
No cost
No cost
4)
None
None
None
4)
Ongoing
Annual
Ongoing
4) Howdy
Facilitate
Community
Engagement
through
Volunteer
Work Parties
1) Organize Regular Green Teams Work Parties with
Diverse Habitat Improvement Projects
● Hold Green Teams work parties every other month
to establish a consistent schedule.
2) Collaborate with other environmentally focused
community groups (Trail Trekkers, Friends of Five
Creeks, Baxter Creek Volunteers, Friends of Hillside
Natural Area) in habitat improvement projects (e.g.

Broom pulls, removal of other invasive species)
3) Stewardship of Hillside Natural Area
● Expand stewardship efforts in the Hillside Natural
Area.
● Support the implementation of the Hillside Natural
Area Fire Resilience and Forest Conservation
Management Plan and collaborate with the Urban
Forest Committee.
1)
No cost
2)
No cost
3)
No cost
No cost
1)
2 hours
per month
2)
1 hour
3)
None
None
1)
Every other
month
2)
Ongoing
3)
Ongoing
Ongoing
1) Sean
2) Howdy
3) Pam &
Heather
Advocate for
Implementatio
n of CAAP
Policies and
other Policy
Change
1) Advocate for policies in the CAAP update to accelerate progress toward zero net greenhouse gas emissions,
promote electrification, and prioritize equity.
● Collaborate with EC staff to implement city CAAP
priorities and receive regular updates on
implementation.
2) Engage in Budget Process to Support CAAP Goals:
● Advocate for CAAP goals during the budget
process to ensure allocation of resources for
achieving social, racial, and environmental justice
objectives.
3) Support efforts to electrify new and existing buildings and transportation in El Cerrito.
1)
No cost
2)
No cost
3) No cost
1)
Monthly
updates
2)
None
3) None
1)
Ongoing
2)
June 2026
3) Ongoing
1) Fred
2) Howdy &
Eleanor
3) Fred &
Howdy
Agenda Packet Page 26 of 375
Environmental Quality Committee Page 4 of 7
FY (2025-2027) Work Plan Adopted: June 10, 2025
4) Support implementation of Hillside Natural Area Fire Resilience and Forest Conservation Management Plan
recommendations:
5) Explore alignment with local and global climate
policies.
4)
No cost
5) No cost
4)
None
5) 1 hour
4)
Ongoing
5) Ongoing
4) Heather
& Pam
5) Eleanor
FISCAL YEAR 2026/2027
Items listed in priority order
Goal or
Objective
Proposed
Activities
Funding
and other
Resources
requested
Estimated
Staff time
needed
Timeline
For
Complet
ion
Lead
Committee
Member
Promote
Environmental
Awareness and
Education
1) Participate in or Promote Public Engagement Events:
● Promote public events such as films, lectures, and
workshops to raise awareness about environmental
issues, climate change, and sustainability.
● Explore offering activities like EV car and bike testdrives to showcase sustainable transportation options, possibly in Library parking lot.
2) Provide Outreach and Resources:
● Inform residents about tax incentives and rebates for electrification and sustainable practices.
● Offer education materials on active transportation
alternatives and programs for reducing car ownership.
3) Engage Youth and Schools:
● Collaborate with schools and youth organizations to
expand environmental education programs and involve
young residents in climate initiatives.
4) Community Outreach and Collaboration:
● Engage with the public at city events and through other outreach activities to raise awareness about
environmental conservation.
○ Tabling at EC 4th of July Festival and other city
events as they occur.
1)
$400
No cost
2)
$50
3)
No Cost
4)
No cost
No cost
1)
4 hours
1 hour
2)
1 hour
3)
None
4)
None
1 hour
1)
Spring
2027
Ongoing
2)
Ongoing
3)
Ongoing
4)
Ongoing
Annual
1) Pam
2) Fred
3) Fred
4) Howdy
Agenda Packet Page 27 of 375
Environmental Quality Committee Page 5 of 7
FY (2025-2027) Work Plan Adopted: June 10, 2025
● Co-sponsor relevant community events such as the
Hillside Festival, hikes, Fix-it Clinics, and Free Market events.

No cost None Ongoing
Facilitate
Community
Engagement
through
Volunteer Work
Parties
1) Organize Regular Green Teams Work Parties with Diverse Habitat Improvement Projects
● Hold Green Teams work parties every other month to
establish a consistent schedule.
2) Collaborate with other environmentally focused community groups (Trail Trekkers, Friends of Five Creeks, Baxter
Creek Volunteers, Friends of Hillside Natural Area) in
habitat improvement projects (e.g. Broom pulls, removal of other invasive species)
3) Stewardship of Hillside Natural Area
● Expand stewardship efforts in the Hillside Natural Area. ● Support the implementation of the Hillside Natural Area Fire Resilience and Forest Conservation Management
Plan and collaborate with the Urban Forest Committee.
1)
No cost
2)
No cost
3)
No cost
No cost
1)
2 hours
per month
2)
1 hour
3)
None
None
1)
Every 2
months
2)
Ongoing
3)
Ongoing
Ongoing
1) Sean
2) Howdy
3) Pam &
Heather
Advocate for
Implementation
of CAAP
Policies and
other Policy
Change
1) Advocate for policies in the CAAP update to accelerate progress toward zero net greenhouse gas emissions,
promote electrification, and prioritize equity.
● Collaborate with EC staff to implement city CAAP
priorities and receive regular updates on
implementation.
2) Support efforts to electrify new and existing buildings and transportation in El Cerrito.
3) Support implementation of Hillside Natural Area Fire Resilience and Forest Conservation Management Plan
recommendations:
1)
No cost
2)
No cost
3)
No cost
1)
Monthly
updates
2)
None
3)
None
1)
Ongoing
2)
Ongoing
3)
Ongoing
1) Fred
2) Fred &
Howdy
3) Heather
& Pam
Agenda Packet Page 28 of 375
Environmental Quality Committee Page 6 of 7
FY (2025-2027) Work Plan Adopted: June 10, 2025

ONGOING PROJECTS
Project Activities Funding
and other
Resources
requested
Estimated
Staff time
needed
Lead
Committee
Member
Green Team Work
Parties
Coordinate roughly six trash clean-up events each year in various City parks, the Ohlone Greenway, and City streets. Organize other volunteer work parties focused on weed/invasive plant removal, pollinator habitat restoration/stewardship, tree planting (in collaboration with the Urban Forest Committee and City arborist), and maintenance/stewardship of the Hillside Natural Area.

None 2 hours
per month
Sean
Hillside Festival Assist Trail Trekkers in production of the annual event celebrating the Hillside Natural Area with many hikes, talks, and activities.

None 1 hour Pam
Climate Action
and Adaptation
Implementation
and Progress
Metrics
Work with City staff to implement strategies and tasks identified in the CAAP adopted in July, 2024. Explore opportunities to reduce residential natural gas use and promote electrification of home appliances, automobiles, and landscaping equipment as a complement to 100% renewable electrical power. Promote improved municipal electric vehicle infrastructure/readiness and fleet management. Explore ways to achieve greater social, racial, and environmental justice.

None 1 hour/
month
Fred &
Howdy
Agenda Packet Page 29 of 375
Environmental Quality Committee Page 7 of 7
FY (2025-2027) Work Plan Adopted: June 10, 2025
PRIOR FISCAL YEAR (FY 24-25) ACCOMPLISHMENTS
Updated annually by July 1 and provided to City Council on Consent Goal/Objective Activities Supporting Goal Status
Public Education
and Outreach
a) Tabled at the WorldOne 4th of July festival to promote electrification of vehicles, home heating and cooking, including induction cooktop loaner programs. b) Sponsored the water refill station at the 2024 WorldOne 4th of July festival. c) Received a presentation on El Cerrito’s participation in the Cleaner Contra Costa Challenge at the August meeting.
d) Co-sponsored Albany FilmFest at the Rialto Cinemas Cerrito that included Albany GreenFest, a showing of five environmental short films on October 10, 2024. e) Co-sponsored and co-organized the April 26 GO GREEN! Mobility Fair at El Cerrito BART f) Promoted the Annual Hillside Festival, co-sponsored with El Cerrito Trail Trekkers. g) Co-sponsored June 7, 2025 Green@Home East Bay Electrification Tour. h) Maintained steady coordination with the Urban Forest Committee, including participation in the March, 2025 Arbor Week event.
i) Received a presentation from City Staff at the December 2024 joint meeting with the Urban Forest Committee on the Hillside Natural Area Fire Resilience And Forest Conservation Management Plan.
j) Continued to Co-sponsor El Cerrito Free Market events. k) Co-sponsored Fix-it event on March 22, 2025 at El Cerrito Community Center. l) Tabled at Bike to Work Day 2025.
m) Provided input for public information about all-electric ADU’s for City distribution. a) Recurring
b) Complete
c) Complete
d) Complete
e) Complete
f) Recurring
g) Recurring
h) Ongoing
i) Complete
j) Recurring
k) Complete
l) Complete
m) Complete
Volunteer Work
Parties
a) Organized eight (8) in-person Green Teams work parties that focused on trash removal from streets, parks, and creeks (including participation in Coastal Clean-up Day). a) Ongoing
Policy
Development and
Recommendations
a) Provided a member to represent the EQC on the Hillside Natural Area Fire Resilience and Forest Conservation Management Plan Stakeholder Advisory Group. ● Received a presentation from City Staff at a joint meeting with the Urban Forest Committee on the Hillside Natural Area Fire Resilience and Forest Conservation Management Plan. b) Received a presentation on the Richmond Complete Streets project at the September 2024 meeting and offered feedback.
a) Ongoing
b) Ongoing
Implementation of
City Environmental
Programs
a) Supported City programs through public education, outreach, and work parties. a) Ongoing Agenda Packet Page 30 of 375
Committee on Aging
FY 2024-2025 Accomplishments Page 1 of 4 Adopted: 05/21/2025 Committee on Aging
Staff Liaison
Bridget Cooney | (510) 559-7008
[email protected]
Recreation Department

ACCOMPLISHMENTS
FISCAL YEAR 2024-2025

COMMITTEE ON AGING
Chair Dr. Pansy Kwong; Vice-Chair Mark Watson; Members Buddy Akacic, Linda Cain, Katherine Cesa, Carol Kehoe, Steve Lipson, Lisa Martinengo, Pamela Wagner, Bruce Yow
MISSION STATEMENT: The El Cerrito Committee on Aging was formed by City Council Resolution 3559 in June 1973 to advise the Council about the needs of older and/or disabled adult residents. The Committee on Aging addresses immediate concerns and issues concerning senior residents and adults with disabilities and addresses and supports the improvement of their quality of life. When appropriate, recommendations for action are made to the City Council.

The primary duties and purposes for which the Committee on Aging was established are as follows:
• To identify and establish regular communication with El Cerrito’s older and/or disabled adults. • To document needs of older and/or disabled adults living in El Cerrito and identify resources and benefits available from all agencies.
• To develop plans for programs that utilize the resource of talents among El Cerrito’s older and/or disabled adults through volunteer opportunities for inclusion in the General Plan and other plans and programs as may be developed. • To review and evaluate existing and proposed programs within their responsibility and make recommendations to the Council on City action and funding.
• To serve as liaisons with other interested and concerned groups.

HISTORICAL BACKGROUND: The members of the Committee on Aging are appointed by the City Council upon recommendation by the Committee. Membership is open to all interested adult residents of El Cerrito. Anyone wishing to join the Committee is encouraged to attend meetings so that they may become familiar with the members and activities of the Committee before making their decision to join.

The Committee’s regular meeting date is the third Wednesday of the month. The meeting starts at 3 p.m. The Committee meets at the El Cerrito City Hall, Council Chambers, 10890 San Pablo Ave. The public is invited to attend the meetings. The Chair person and Vice-Chairperson are elected annually. The Committee on Aging does not meet in June, July, August or December.

Agenda Item No. 7.B.

Attachment 4
Agenda Packet Page 31 of 375
Committee on Aging
FY 2024-2025 Work Plan Page 2 of 4 Adopted: 05/21/2025
Goal/Objective Activites Supporting Goal Status
Share information and resources with
seniors living in El Cerrito that support
the various needs of the aging
community, including health and
wellness, support services, food
instability, and transportation.

Strategic Plan Goal: Livability and
Belonging
Community Safety
Environmental Sustainability
Support Recreation Department Staff by
distributing Senior Resource Fair flyers and
information about the event with seniors and
service providers in the community.

Participate at the Senior Resource Fair by
volunteering at the event.

Accomplished – October 2024
On Friday, October 25, 2024, the Recreation
Department Senior Services Division hosted
a successful Senior Resource Fair with 42
vendors and over 200 seniors in
attendance. City departments including
Recreation,the City Manager’s Office,
Recycling, Police and Fire, participated,
offering information and services.

COA Members Akacic, Cain and Kehoe,
volunteered alongside West Contra Costa
Adult Education to promote Christ Lutheran
and St. John’s Senior Centers and support
lifelong learning. COA Vice Chair Cesa and
member Wagner also volunteered, helping
promote city programs, services and the
COA.

Recognize residents turning 100-years
or older through the Mayoral
Certificate of Recognition Program.

Strategic Plan Goal: Livability and
Belonging
In partnership with the City Clerk’s office,
Committee on Aging members submitted
names of seniors living in El Cerrito who are
turning 100-years old or older for recognition
through the Mayoral Cerfiticate of
Recognition Program.

Committee members shared names of
additional Centenarian’s to staff liaison as
they became away of seniors eligible for
recognition.

City Clerk maintains list of Centenarian’s and
sends to the Committee for verification
quarterly.

Committee members confirm residents on
the list are still living in El Cerrito and report
back on their findings.

City Council recognizes Centenarian’s
quarterly.

Accomplished - FY 2024-2025
Quarter 1 – Recognized 2 Centenarians
Quarter 2 – Recognized 2 Centenarians
Quarter 3 – Recognized 1 Centenarians
Quarter 4 – Recognized 2 Centenarian
This is an on-going program.

Agenda Packet Page 32 of 375
Committee on Aging
FY 2024-2025 Work Plan Page 3 of 4 Adopted: 05/21/2025
Improve communication and outreach
to seniors living in El Cerrito by
publishing and distributing a
Committee on Aging Senior Snippets
Newsletter.

Strategic Plan Goal: Livability and
Belonging
Committee on Aging members identify items
of interest including upcoming events,
programs, services, and activities for senior
living in El Cerrito and compile a quarterly
newsletter for distribution.

Committee members cite all sources and
provide contact information for seniors to get
more information on all items included in
published COA Newsletters.

Committee members review draft
newsletters and edit the content before
approving for distribution.

Staff Liaison prints COA newsletters once
approved for publication and COA members
pick up copies of the newsletters and
distribute them to seniors in the community.

Accomplished - FY 2024-2025
Published 4 COA Senior Snippets
Newsletters
Aug-Sept 2024
Oct-Dec 2024
Late Jan-Mar 2025
Apr-May 2025
Approximately 200 COA Newsletters were
distributed to seniors in the Community by
COA three committee members.

COA Newsletters were also posted on the
City’s website and posted on the community
bulletin board at the Community Center.

May 21, 2025 – COA passed a motion to
discontinue publication and distribution of
the COA Senior Snippets Newsletter.

Advocate for improved conditions and
experiences for seniors using public
spaces in El Cerrito.

Identify City parks that lack adequate
seating for older adults, and disabled
residents using the space.

Identify safety concerns including trip
hazards in City Parks and on City
streets.

Strategic Plan Goal: Community
Safety, Livability and Belonging
Develop an Age-Friendly Park Evaluation
checklist to assess accessibility and safety
for older adults.

Conduct Park Assessments
COA members will visit City parks to
evaluate features impacting senior safety
and comfort including:
• Trip hazards (e.g., uneven pavement,
raised sidewalks)
• Signage visibility
• Handrail placement
• Availability and condition of seating,
drinking fountains and restrooms.

Collaborate with ADA Subcommitteee
Accomplished – April 2025:

Develop an Age-Friendly Park Checklist to
assess the accessibility, safety and overall
usability of City parks for older adults. The
checklist includes criteria such as trip
hazards, visibility of signage, condition of
seating, drinking fountains, and restrooms.

Accomplished – September 2024:

Chair Dr. Kwong and Member Kehoe
participated in two meetings of the City’s
ADA Subcommittee.

Following the departure of Staff Liaison
Marielle Cushing from the City, the ADA
Subcommittee ceased meeting.

Agenda Packet Page 33 of 375
Committee on Aging
FY 2024-2025 Work Plan Page 4 of 4 Adopted: 05/21/2025
Consult with the City’s Public Works ADA
Subcommittee to align recommendations
with accessibility standards and ensure
inclusivity for seniors and people with
disabilities.

Provide Recommendations
Submit findings and improvement
suggestions to the Park and Recreation
Commission, City Council, City Maintenance
Department and Recreation Department,
focusing on enhancing safety and
accessibility for seniors and all park users.

Accomplishments adopted on 05/21/2025 by the following vote:

Moved/Second: Member Wagner / Member Martinengo
Ayes: 10: Chair Dr. Kwong, Vice Chair Watson, Members: Akacic, Cain, Cesa, Kehoe, Lipson, Martinengo, Wagner, Yow Nos: 0

Absent: 0
Agenda Packet Page 34 of 375

AGENDA BILL
Agenda Item No. 7.C.

Date: June 17, 2025
To: El Cerrito City Council
From: Aissia Ashoori, Housing-Economic Development Manager, Community Development Department
Subject: Economic Development Committee Appointment

ACTION PROPOSED
Approve an Economic Development Committee recommendation to appoint Ahmed Qureshi, effective June 1, 2025.

BACKGROUND/ANALYSIS
Ahmed Qureshit has been an El Cerrito resident for 2 years. He is an entrepreneur and founder of a local healthcare business. His extensive experience in business development and operations pairs well with the EDC in supporting El Cerrito businesses.

The applicant has demonstrated their commitment to economic prosperity which is aligned with the mission of EDC. The Economic Development Committee voted unanimously to recommend the appointment of Qureshit at its regular meeting on May 19, 2025. If the City Council approves this recommendation, the number of committee members will be 9 out of a possible membership total of 15, as established by Resolution 2013-66.

STRATEGIC PLAN CONSIDERATIONS
This action supports the City’s Strategic Plan Goal of:
• Livability and Belonging

ENVIRONMENTAL CONSIDERATIONS
This section is not applicable to this agenda item.

FINANCIAL CONSIDERATIONS
This section is not applicable to this agenda item.

LEGAL CONSIDERATIONS
This section is not applicable to this agenda item.

Agenda Packet Page 35 of 375
Agenda Item No. 7.C.

Reviewed by:

Karen Pinkos, City Manager
Attachments:

Application(s) on file with the City Clerk
Agenda Packet Page 36 of 375

AGENDA BILL
Agenda Item No. 7.D.

Date: June 17, 2025
To: El Cerrito City Council
From: Crystal Reams, Finance Director/City Treasurer, Finance Department Subject: Monthly Disbursement and Check Register Report for May 2025

ACTION PROPOSED
Receive and file the Monthly Disbursement and Check Register Report for the month of May 2025.

BACKGROUND/ANALYSIS
California Government Code, Title 4. Government of Cities, Division 3, Part 3, Chapter 3, Section 41004 states, “Regularly, at least once each month, the city treasurer shall submit to the city clerk a written report and accounting of all receipts, disbursements, and fund balances. The city treasurer shall file a copy with the legislative body.” In addition, the City’s Comprehensive Financial Policy, Item 5.1 Accounting Standards indicates the City’s accounting and financial reporting systems shall be maintained in conformance with all state and federal laws.
• Month ending May 31, 2025, reflecting 334 Accounts Payable General Warrant Nos. 92950 through 93283, 37 ACH/EFT transactions, and 916 payroll-related checks and EFTs for a grand total of $6,136,885.87.

STRATEGIC PLAN CONSIDERATIONS
The City’s Comprehensive Financial Policy, which includes ensuring policies, procedures, and systems represent best practices in financial management, is aligned with requirements referenced in California Government Code, Title 4, Chapter 3, Section 41004.

This action supports the City’s Strategic Plan Goal(s) of:
• High Performing Organization by ensuring the City maintains a strong financial position and a high-preforming organization where employees feel a sense of inclusion and belonging.

ENVIRONMENTAL CONSIDERATIONS
This section is not applicable to this agenda item.

Agenda Packet Page 37 of 375
Agenda Item No. 7.D.

FINANCIAL CONSIDERATIONS
There is no fiscal impact associated with acceptance of the Monthly Disbursement and Check Register Report.

LEGAL CONSIDERATIONS
This section is not applicable to this agenda item.

Reviewed by:

Karen Pinkos, City Manager
Attachments:

1. Monthly Payment Register May 2025
Agenda Packet Page 38 of 375
Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name Description Transaction Amount Check
92950 05/01/2025 Open Accounts Payable APB GENERAL ENGINEERING RELEASE OF BONDS - APR 2025 PART 1 $1,871.00 92951 05/01/2025 Open Accounts Payable BESS TESTLAB, INC. RELEASE OF BONDS - APR 2025 PART 1 $5,088.00 92952 05/01/2025 Open Accounts Payable CABLECOM RELEASE OF BONDS - APR 2025 PART 1 $2,469.00 92953 05/01/2025 Open Accounts Payable EAGLE CONSTRUCTION CO. RELEASE OF BONDS - APR 2025 PART 1 $823.00 92954 05/01/2025 Open Accounts Payable ERNIE'S PLUMBING & SEWER SVC RELEASE OF BONDS - APR 2025 PART 1 $1,871.00 92955 05/01/2025 Open Accounts Payable EVEREST PLUMBING & DRAIN RELEASE OF BONDS - APR 2025 PART 1 $5,613.00 92956 05/01/2025 Open Accounts Payable JOE FARRELL PAVING & GRADING RELEASE OF BONDS - APR 2025 PART 1 $1,871.00 92957 05/01/2025 Open Accounts Payable KATO PLUMBING RELEASE OF BONDS - APR 2025 PART 1 $3,392.00 92958 05/01/2025 Open Accounts Payable PG&E RELEASE OF BONDS - APR 2025 PART 1 $10,159.77 92959 05/01/2025 Open Accounts Payable SONIC TELECOM RELEASE OF BONDS - APR 2025 PART 1 $2,663.00 92960 05/01/2025 Open Accounts Payable STAR ROOTER AND PLUMBING RELEASE OF BONDS - APR 2025 PART 1 $3,742.00 92961 05/01/2025 Open Accounts Payable TERRA NOVA ENGINEERING INC RELEASE OF BONDS - APR 2025 PART 1 $3,392.00 92962 05/01/2025 Open Accounts Payable TOTO'S PLUMBING RELEASE OF BONDS - APR 2025 PART 1 $1,871.00 92963 05/01/2025 Open Accounts Payable WARD CONSTRUCTION, INC. RELEASE OF BONDS - APR 2025 PART 1 $823.00 92964 05/01/2025 Open Accounts Payable OAKLAND ROOTER & PLUMBING RELEASE OF BONDS - APR 2025 PART 1 $823.00 92965 05/01/2025 Open Accounts Payable PRO ROOTER INC RELEASE OF BONDS - APR 2025 PART 1 $823.00 92966 05/01/2025 Open Accounts Payable AMAZON CAPITAL SERVICES, INC. RECYCLING CENTER OFFICE SUPPLIES MARKERS, WASTE CONTAINERS, FILE $111.37 92967 05/01/2025 Open Accounts Payable AMERIGAS PROPANE INC PROPANE FOR FORKLIFTS $499.90 92968 05/01/2025 Open Accounts Payable ASBURY ENVIRONMENTAL SERVICES USED MOTOR OIL RECYCLING 3/21/25 $274.00 92969 05/01/2025 Open Accounts Payable BATTALION ONE FIRE PROTECTION RECYCLING CENTER QUARTERLY FIRE SPRINKLER INSPECT. ON 4/7/25 $880.00 92970 05/01/2025 Open Accounts Payable CARROLL, JAMES BACKGROUND $1,850.00 92971 05/01/2025 Open Accounts Payable CHILDCARE CAREERS, LLC MADERA CHILDCARE TEMPS $607.20 92972 05/01/2025 Open Accounts Payable CINTAS CORPORATION #054 UNIFORMS UNIFORM ITEMS FOR JAMIE: RAINJACKET $1,172.08 92973 05/01/2025 Open Accounts Payable COMMUNITY CONSERVATION CENTERS, INC. MIXED PAPER + NON-CRV HDPE RECYCLING PROCESSING FEB 2025 $420.86 92974 05/01/2025 Open Accounts Payable CONCENTRA MEDICAL CENTERS PRE EMPLOYMENT MED EXAM -VSTICK $3,494.00 92975 05/01/2025 Open Accounts Payable CONCORD UNIFORMS UNIFORMS $843.70 92976 05/01/2025 Open Accounts Payable CONSTABLE, MARIANNE FELDENKRAIS ATM MAR 2025 $144.00 92977 05/01/2025 Open Accounts Payable COUNTY CLERK-ELECTIONS DIV 2024 ELECTION EXPENSES $61,247.10 92978 05/01/2025 Open Accounts Payable CPS HR CONSULTING RECRUITING $2,907.47 92979 05/01/2025 Open Accounts Payable CUMMINS WEST, INC. E55 REPAIRS/ WARRANTY $3,986.56 92980 05/01/2025 Open Accounts Payable DON'S TIRE SERVICE, INC. CAR #36 ALIGNMENT INSPECTION $60.00 92981 05/01/2025 Open Accounts Payable E&J TRUCK AND EQUIPMENT REPAIR LLC RECYCLING TRUCK C1 SVCS $2,632.22 92982 05/01/2025 Open Accounts Payable EAST BAY SANITARY CO. INC. MONTHLY STREET SWEEPING MAR 2025 $9,172.95 92983 05/01/2025 Open Accounts Payable EHSD-CC SENIOR NUTRITION CAFE COSTA SENIOR LUNCH PROGRAM CONTRIBUTION REIMB MAR 2025 $560.50 92984 05/01/2025 Open Accounts Payable ELOCK TECHNOLOGIES, LLC ANNUAL RENEWAL OF SVCS & OPERATIONS AGMNT CITY BIKE LOCKER $1,440.00 92985 05/01/2025 Open Accounts Payable ENTHALPHY ANALYTICAL, LLC RECYCLING CENTER/CORP YARD STORMWATER TESTING SAMPLE #4 $703.00 92986 05/01/2025 Open Accounts Payable FASTRAK INVOICE PROCESSING DEPARTMENT BRIDGE TOLL RECREATION -CPRS FORD $8.00 92987 05/01/2025 Open Accounts Payable FLEET MANAGEMENTHOLDINGS, LLC R1: EMISSION CONTROLS $15,221.80 92988 05/01/2025 Open Accounts Payable GARDA CL WEST,INC. ARMORED TRANSPORTATION SVCS MAY 2025 $294.30 92989 05/01/2025 Open Accounts Payable HILLYARD CITYWIDE CUSTODIAL SUPPLIES $2,776.87 92990 05/01/2025 Open Accounts Payable HONEY BUCKET CENTRAL PARK SERVICES 4/1/25-4/28/25 $241.05 92991 05/01/2025 Open Accounts Payable J & O'S COMMERCIAL TIRE CENTER C4: INSTALLED RECAPS RF $2,785.35 92992 05/01/2025 Open Accounts Payable JADSON SOUZA DE JESUS CAPOEIRA DEC-JAN 2025 $1,986.02 92993 05/01/2025 Open Accounts Payable KASSIRER ENTERTAINMENT COMPANY HASEP & FASEP KASSIRER SPORTS S2 2025 $4,349.80 92994 05/01/2025 Open Accounts Payable LEADSONLINE LLC (42-1720332) CELL HAWK RENEWAL 7/1/25-6/30/26 $3,337.00 92995 05/01/2025 Open Accounts Payable LSA ASSOCIATES, INC. PHASE 2 $1,485.00 92996 05/01/2025 Open Accounts Payable MIDAS OF EL CERRITO FD VEHICLE REPAIR $6,374.81 92997 05/01/2025 Open Accounts Payable MORTON'S URBAN PEST MANAGEMENT CITY HALL PEST CONTROL SVCS MAR 2025 $810.00 City of El Cerrito
Payment Register
From Payment Date: 5/1/2025 - To Payment Date: 5/31/2025 Accounts Payable - Checks
user: Jill Du Pages: 1 of 9 Monday, June 9, 2025
Agenda Packet Page 39 of 375
City of El Cerrito
Payment Register
From Payment Date: 5/1/2025 - To Payment Date: 5/31/2025 92998 05/01/2025 Open Accounts Payable NAPA RECYCLING & WASTE SERVICES, LLC CURBSIDE RECYCLING PROCESSING MAR 2025 $13,994.20 92999 05/01/2025 Open Accounts Payable OIL CHANGERS R&R ENG OIL + FILTER $72.40 93000 05/01/2025 Open Accounts Payable PASTIME HARDWARE REPAIR PARTS $9.91 93001 05/01/2025 Open Accounts Payable PINNACLE LEADERSHIP GROUP, INC DEL NORTE PARTNERING SERVICES $5,000.00 93002 05/01/2025 Open Accounts Payable PLACEWORKS SAFETY ELEMENT UPDATE SVC 02/01-02/28/25 $4,926.60 93003 05/01/2025 Open Accounts Payable PLAZA AUTO SERVICE INC MAINTENANCE TRUCK M35 -ANNUAL SVCS $2,524.63 93004 05/01/2025 Open Accounts Payable PREMIER GRAPHICS MOBILITY FAIR POSTERS & BANNERS $625.12 93005 05/01/2025 Open Accounts Payable REEVES, KATY FASEP MIXED MEDIA ARTS S2 2025 $1,425.60 93006 05/01/2025 Open Accounts Payable RIVERA, NICOLE WOMEN'S WORKOUT MARCH 2025 $420.00 93007 05/01/2025 Open Accounts Payable ROADSAFE TRAFFIC SYSTEMS, INC. TRAFFIC CONES 50 QTY & WOODEN BARRICADES 30 QTY $2,942.39 93008 05/01/2025 Open Accounts Payable ROSTAD, KIKI SPRING CLAY MARCH-APRIL 2025 $801.43 93009 05/01/2025 Open Accounts Payable SINGLE CYLINDER REPAIR INC REPAIR RAM FAN $149.23 93010 05/01/2025 Open Accounts Payable SLIM CHANCE CIRCUS HASEP + FASEP CIRCUS S2 2025 $2,167.20 93011 05/01/2025 Open Accounts Payable SPANISH ACADEMY HASEP SPANISH S2 2025 $1,188.00 93012 05/01/2025 Open Accounts Payable SSD ALARM TASSAJARA CLUBHOUSE ALARM SVCS MAY 2025 #339947-1 $950.99 93013 05/01/2025 Open Accounts Payable ST. FRANCIS ELECTRIC TS & SL MAINTENANCE & RESPONSE MAR 2025 $12,848.50 93014 05/01/2025 Open Accounts Payable SUPER SOCCER STARS HASEP + MASEP SOCCER S2 2025 $3,242.43 93015 05/01/2025 Open Accounts Payable SWRCB SWRCB ANNUAL INDUSTRIAL SW PERMIT 4/1/25-3/31/26 $1,723.00 93016 05/01/2025 Open Accounts Payable The Sourcing Group 72 HOUR DETENTION FORMS $281.63 93017 05/01/2025 Open Accounts Payable Total Industries TOYOTA 7FGU25 FORKLIFT REPAIRS: HYDRAULIC HOSES, BRAKE INSPECTIO $3,669.75 93018 05/01/2025 Open Accounts Payable TYLER TECHNOLOGIES MAINTENANCE, USER LICENSE 06/01-06/30/25 $150.00 93019 05/01/2025 Open Accounts Payable UNIVERSAL BUILDING SERVICE JANITORIAL SERVICES -SWIM CENTER FEB 2025 $7,513.79 93020 05/01/2025 Open Accounts Payable VILLAGOMEZ NUNEZ, ANTONIO ARLINGTON TENNIS CT IRRIGATION MOD. $1,271.00 93021 05/01/2025 Open Accounts Payable WILLIAMS, LEWIS MASEP DRAMA S2 2025 $3,628.80 93022 05/01/2025 Open Accounts Payable WARREN, ELISE PER DIEM - CAL CHIEFS CONFERENCE MAR 9-12 2025 $150.00 93023 05/01/2025 Open Accounts Payable LIS, PATRICIA FELDENKRAIS REFUND $44.20 93024 05/02/2025 Open Accounts Payable CALPERS LONG TERM CARE PROGRAM PER3 - CALPERS Longterm Care Ins $43.62 93025 05/02/2025 Open Accounts Payable HEALTH CARE DENTAL TRUST DEN1 - Dental 1* $18,431.27 93026 05/02/2025 Open Accounts Payable IAFF LOCAL 1230 DUE4 - UNION LOCAL 1230 $5,895.40 93027 05/02/2025 Open Accounts Payable KAISER FOUNDATION HEALTH PLAN K1 - Kaiser 1* $270,436.29 93028 05/02/2025 Open Accounts Payable LEGALSHIELD LEGL - PRE-PAID LEGAL SRVC $153.50 93029 05/02/2025 Open Accounts Payable MUNICIPAL POOLING AUTHORITY LIFE - Supp Life Insu - Inv# 920-40691_May 2025 $14,489.96 93030 05/02/2025 Open Accounts Payable NATIONWIDE TRUST COMPANY, FSB FHEA - Fire Health Savings Acct $18,175.00 93031 05/02/2025 Open Accounts Payable SEIU LOCAL 1021 COPE - VOLUNTARY COPE DEDUCTION* $1,822.04 93032 05/02/2025 Open Accounts Payable U.S. BANK - INSTITUTIONAL TRUST - W REGION PAR - PARS - ARS 457* $2,753.18 93033 05/08/2025 Open Accounts Payable AMAZON CAPITAL SERVICES, INC. OFFICE SUPPLIES $183.31 93034 05/08/2025 Open Accounts Payable AT&T FIBER FROM 51 TO RICHMOND $660.66 93035 05/08/2025 Open Accounts Payable BAUER COMPRESSORS, INC. COMPRESSOR REPAIR $45.13 93036 05/08/2025 Open Accounts Payable BAY ALARM COMPANY STA 52 INSTALL BALANCE $1,050.00 93037 05/08/2025 Open Accounts Payable BERKHEIMER LABOR RELATIONS, LLC MOU & LABOR CONTRACT 2ND QTR 2025 $10,000.00 93038 05/08/2025 Open Accounts Payable BEST EQUIPMENT ANNUAL FIRE EXTINGUISHER SVCS $259.00 93039 05/08/2025 Open Accounts Payable BLAISDELL'S BUSINESS PRODUCTS OFFICE SUPPLIES $152.08 93040 05/08/2025 Open Accounts Payable BOUNDTREE MEDICAL LLC MEDICAL SUPPLIES $5,374.00 93041 05/08/2025 Open Accounts Payable CALIFORNIA BUILDING STANDARDS COMMISSION CBSC FEES FY2024-25 Q3 $523.80 93042 05/08/2025 Open Accounts Payable CALIFORNIA ROOFING CO., INC. COMMUNITY CENTER ROOF REPAIR C5055 $16,318.80 93043 05/08/2025 Open Accounts Payable CHILDCARE CAREERS, LLC CHILDCARE CAREERS TEMP $910.80 93044 05/08/2025 Open Accounts Payable COLLINS, ROBERT BUSINESS CARDS $66.45 93045 05/08/2025 Open Accounts Payable COREY JOHN MASON 7/4 WORLDONE COORDINATION $2,500.00 93046 05/08/2025 Open Accounts Payable DANA SAFETY SUPPLY SIM MASKS $1,039.11 93047 05/08/2025 Open Accounts Payable DUNNIGAN PSYCHOLOGICAL & THREAT ASSESSMENTS PSYCH EVAL $625.00 93048 05/08/2025 Open Accounts Payable ENGBERG, GERI MASEP IMPROV S2 2025 $1,843.20 user: Jill Du Pages: 2 of 9 Monday, June 9, 2025
Agenda Packet Page 40 of 375
City of El Cerrito
Payment Register
From Payment Date: 5/1/2025 - To Payment Date: 5/31/2025 93049 05/08/2025 Open Accounts Payable FLEET MANAGEMENTHOLDINGS, LLC RECYCLING TRUCK R1: HYDRAULIC SYSTEMS: CYLINDER, RESERVOIR $3,890.08 93050 05/08/2025 Open Accounts Payable FORENSIC SERVICES DIVISION FORENSICS 2/1/25-2/28/25 $4,529.86 93051 05/08/2025 Open Accounts Payable HDL COREN & CONE CONTRACT SVCS PROPERTY TAX APR-JUNE 2025 $2,999.04 93052 05/08/2025 Open Accounts Payable LANER ELECTRIC SUPPLY LIGHTBULBS - HARDING AND COM CTR OFFICE $219.77 93053 05/08/2025 Open Accounts Payable LEHR AUTO ELECTRIC & EMERGENCY VEHICLE OUTFITTING $6,546.31 93054 05/08/2025 Open Accounts Payable NBS PROFESSIONAL SVCS 04/1-6/30/2025 STORM & SWIM $2,880.79 93055 05/08/2025 Open Accounts Payable ODP BUSINESS SOLUTIONS, LLC SUPPLIES $176.65 93056 05/08/2025 Open Accounts Payable OIL CHANGERS R&R ENG OIL + FILTER $72.40 93057 05/08/2025 Open Accounts Payable PASTIME HARDWARE WINDOW LOCKS FOR CLUBHOUSES $105.75 93058 05/08/2025 Open Accounts Payable PIGONI, MICHAEL REFUND FOR DOUBLE PAYMENT HEALTHCARE PREMIUM APR 2025 $3,104.51 93059 05/08/2025 Open Accounts Payable PLAZA AUTO SERVICE INC MAINTENANCE TRUCK M38 -BOLT KIT-N & WHEEL ALIGNMENT $334.08 93060 05/08/2025 Open Accounts Payable SIGNS BY SCOTT MLK EVENT 2025 - ENGRAVED PLAQUE $212.06 93061 05/08/2025 Open Accounts Payable Soundwizard Production, LLC 7/4 WORLDONE STAGE SOUND PROD. DOWN PAYMENT $4,548.13 93062 05/08/2025 Open Accounts Payable STERICYCLE, INC. MEDICAL WASTE $837.25 93063 05/08/2025 Open Accounts Payable VERMONT SYSTEMS, INC. MAY SERVICES 2025 $1,291.36 93064 05/08/2025 Open Accounts Payable West Contra Costa Transportation (WCCTC) STMP FEES PROJECTS JAN-MAR 2025 $6,916.00 93065 05/08/2025 Open Accounts Payable BROSAS, DONOVAN PER DIEM -SUPERVISORY LEADERSHIP APR 24-26 2025 $150.00 93066 05/08/2025 Open Accounts Payable CAPUTO, LAUREN PER DIEM LEADERSHIP SUMMIT APR 24 2025 $50.00 93067 05/08/2025 Open Accounts Payable QUINTO, GABRIEL CALCITIES POLICY MEETING BURBANK 3/28/2025 $76.44 93068 05/08/2025 Open Accounts Payable WENTWORTH, DAVID PER DIEM LEADERSHIP SUMMIT APR 24 2025 $50.00 93069 05/08/2025 Open Accounts Payable SALTZMAN , REBECCA CALCITIES SUMMIT APR 23-24, 2025 $589.14 93070 05/08/2025 Open Accounts Payable YEN GEN CHENG REFUND -ELECTRICAL PERMIT FEE 4/23/25 $87.00 93071 05/08/2025 Open Accounts Payable DADUL, JIGME MILEAGE AND MEAL REIMBURSEMENT 3/24/25-4/25/25 $1,372.50 93072 05/15/2025 Open Accounts Payable A3 PIPELINE ENERGY DISSIPATER REPAIR $99,913.25 93073 05/15/2025 Open Accounts Payable EBMUD EBMUD 3/4/25-5/1/25 $4,619.69 93074 05/15/2025 Open Accounts Payable GHILOTTI BROS, INC DEL NORTE TOD COMPLETE STREETS IMPROVEMENT $408,809.99 93075 05/15/2025 Open Accounts Payable AMERIGAS PROPANE INC PROPANE FOR RECYCL CTR FORKFLITS REF:747983831 & 749030226 $568.27 93076 05/15/2025 Open Accounts Payable ASBURY ENVIRONMENTAL SERVICES USED MOTOR OIL RECYCLING 4/17/2025 $137.00 93077 05/15/2025 Open Accounts Payable ATCO Pest Control COMMUNITY CENTER PEST CONTROL SVCS APRIL 2025 $750.00 93078 05/15/2025 Open Accounts Payable AVILA PROJECT MANAGEMENT 2023 MISC STORM DRAIN REPAIRS $19,680.50 93079 05/15/2025 Open Accounts Payable BALTZ, LEONARD KARATE YOUTH JAN, FEB & MAR 2025 $2,311.80 93080 05/15/2025 Open Accounts Payable BLUECOSMO FD SATELLITE PHONES 05/1-5/31/25 $133.90 93081 05/15/2025 Open Accounts Payable BOLT STAFFING SERVICE, INC. TEMPORARY CLERICAL HELP $814.30 93082 05/15/2025 Open Accounts Payable CALIFORNIA PUBLIC POLICY GROUP INC. GRANT WRITING & LEGISLATIVE ADVOCACY APRIL 2025 $6,500.00 93083 05/15/2025 Open Accounts Payable California Resource Recovery Association CRRA ANNUAL CONFERENCE REGISTRATION $775.00 93084 05/15/2025 Open Accounts Payable CHEN, CHANG MASEP CANCELLATION FROM 2023 $142.00 93085 05/15/2025 Open Accounts Payable CHILDCARE CAREERS, LLC MADERA CHILDCARE TEMPS $759.00 93086 05/15/2025 Open Accounts Payable CINTAS CORPORATION #054 UNIFORMS UNIFORM ITEMS FOR LAMBERTO PANTS $1,162.94 93087 05/15/2025 Open Accounts Payable CITY OF RICHMOND CAD $70,605.42 93088 05/15/2025 Open Accounts Payable Cogent Investigations BACKGROUND -GARIBAY $2,000.00 93089 05/15/2025 Open Accounts Payable COMCAST COMCAST BUSINESS INTERNET $3,936.14 93090 05/15/2025 Open Accounts Payable CONCENTRA MEDICAL CENTERS PRE EMPLOYMENT PHYSICALS KARKI $1,197.00 93091 05/15/2025 Open Accounts Payable CONCORD UNIFORMS BRIONES UNIFORMS $843.70 93092 05/15/2025 Open Accounts Payable DIVISION OF STATE ARCHITECT DISABILITY ACCESS & EDU FEE FOR Q1 2025 & 2024 ANNUAL FILING RPT $213.60 93093 05/15/2025 Open Accounts Payable DON'S TIRE SERVICE, INC. R& R (2) TIRES PATROL CAR #2 $363.17 93094 05/15/2025 Open Accounts Payable FAILSAFE TESTING LLC LADDER TESTING $2,332.70 93095 05/15/2025 Open Accounts Payable FLEET MANAGEMENTHOLDINGS, LLC R3: HYDRAULIC HOSE REPAIR $1,491.50 93096 05/15/2025 Open Accounts Payable GODBE RESEARCH SURVEY OF REGISTERED VOTERS $38,000.00 93097 05/15/2025 Open Accounts Payable GRAINGER INFRASTRUCTURE SUPPLIES COLD PATCH 60 LB BAGS $796.12 93098 05/15/2025 Open Accounts Payable GRAUL, BELINDA GYMNASTICS MAR-APR 2025 $5,168.00 93099 05/15/2025 Open Accounts Payable HILLTOP FORD KIA CAR #24 MAVERICK R&R SHIELD ENGINE $99.27 user: Jill Du Pages: 3 of 9 Monday, June 9, 2025
Agenda Packet Page 41 of 375
City of El Cerrito
Payment Register
From Payment Date: 5/1/2025 - To Payment Date: 5/31/2025 93100 05/15/2025 Open Accounts Payable HONEY BUCKET PORTAPOTTIES FOR MOBILITY FAIR/EARTH DAY $978.38 93101 05/15/2025 Open Accounts Payable INTREPID ELECTRONIC SYSTEMS CITY HALL ANNUAL FIRE ALARM & SPINKLER INSPECTION $2,244.00 93102 05/15/2025 Open Accounts Payable IRON MOUNTAIN OFF-SITE RECORDS STORAGE AND SERVICES $773.22 93103 05/15/2025 Open Accounts Payable JADSON SOUZA DE JESUS CAPOEIRA YOUTH FEB-MAR 2025 $1,833.60 93104 05/15/2025 Open Accounts Payable JOHNSON CONTROLS SECURITY SOLUTIONS CITY HALL ALARM SVCS 5/1/25-7/31/25 $533.92 93105 05/15/2025 Open Accounts Payable JONES, HIROMI HATHA YOGA CLASSES APRIL 2025 $1,140.00 93106 05/15/2025 Open Accounts Payable KATOM RESTAURANT SUPPLY, INC. REC OPEN PURCHASE KATOM RE $5,380.00 93107 05/15/2025 Open Accounts Payable KEL-AIRE HARDING CLUBHOUSE HVAC SVCS 4/16/25 $3,196.03 93108 05/15/2025 Open Accounts Payable KENNEDY, GREG, C APRIL EMS CALL REVIEW $2,000.00 93109 05/15/2025 Open Accounts Payable KNORR SYSTEMS, INC. CO2 ORDER#305531 $2,997.02 93110 05/15/2025 Open Accounts Payable LARRIETA SANITATIION CONSTRUCTION REFUND - CANCELED PERMIT ISSUANCE ON 4/16/2025 $2,305.00 93111 05/15/2025 Open Accounts Payable LEHR AUTO ELECTRIC & EMERGENCY VEHICLE OUTFITTING $10,299.43 93112 05/15/2025 Open Accounts Payable MERCURIO BROS. PRINTING, INC, WEED ABATEMENT FORMS $113.56 93113 05/15/2025 Open Accounts Payable Metropolitan transportation Commision 4902 -P-TAP 26 $4,743.00 93114 05/15/2025 Open Accounts Payable MMANC MMANC ANNUAL DUES - CHRISTINA $95.00 93115 05/15/2025 Open Accounts Payable NICHOLS CONSULTING ENGINEERS 2025 SURFACE SEAL & REHAB PROJECT $27,688.75 93116 05/15/2025 Open Accounts Payable NORGE CLEANERS DRY CLEANING $572.25 93117 05/15/2025 Open Accounts Payable ODP BUSINESS SOLUTIONS, LLC SUPPLIES $173.66 93118 05/15/2025 Open Accounts Payable OIL CHANGERS R&R TIRE & TPMS CAR 5 $117.63 93119 05/15/2025 Open Accounts Payable OLIVER'S TOW INC. DISABLED PATROL VEH #7 TOWEO TO W.C FOR $256.66 93120 05/15/2025 Open Accounts Payable OLIVERO PLUMBING CONTRA COSTA CIVIC THEATRE TEST & CERTIFY RP DEVICE ON 1/16/25 $200.00 93121 05/15/2025 Open Accounts Payable PASTIME HARDWARE CUSTODIAL SUPPLIES $82.72 93122 05/15/2025 Open Accounts Payable PETERSON TRUCKS, INC. E352 REPAIRS $9,248.73 93123 05/15/2025 Open Accounts Payable PINNACLE LEADERSHIP GROUP, INC DEL NORTE PARTNERING SERVICES $2,500.00 93124 05/15/2025 Open Accounts Payable PLAZA AUTO SERVICE INC M23 SMOG INSPECTION, STEERING GEAR BOX, PITTMAN ARM, STEERING $3,139.91 93125 05/15/2025 Open Accounts Payable R.S. HUGHES CO. SCBA HOSE ASSEMBLY $1,106.18 93126 05/15/2025 Open Accounts Payable R3 CONSULTING GROUP SOLID WASTE CONSULTING SERVICES APR 2025 $600.00 93127 05/15/2025 Open Accounts Payable RAFTELIS CC RETREAT & REPORT -FINAL PAYMENT PROJ R-04585CA24.02 $400.00 93128 05/15/2025 Open Accounts Payable REX KEY & SECURITY FRONT DOOR RE-KEY APR 2025 $236.34 93129 05/15/2025 Open Accounts Payable RICOH USA, INC OVERAGE FOR MPC307 AT 7550 SCHMIDT LANE $3,536.62 93130 05/15/2025 Open Accounts Payable RINGCENTRAL, INC. VOLP PHONE SERVICE FOR CITY STAFFS $2,073.48 93131 05/15/2025 Open Accounts Payable ROADSAFE TRAFFIC SYSTEMS, INC. SIGNAGE FOR RECYCLING CENTER: SPEED LIMITS NO DUMP/NO TRESP $316.47 93132 05/15/2025 Open Accounts Payable RUBICON ENTERPRISES INC LANDSCAPE MAINTENANCE -EXTRA WORK 3/17/25 VINE INSTALL $41,219.72 93133 05/15/2025 Open Accounts Payable S.P. AUTOMOTIVE RECYCLING TRUCK SUPPLIES: HYDRAULIC & DIESEL EXHAUST, MOTER OIL $1,794.19 93134 05/15/2025 Open Accounts Payable SCHINDLER ELEVATOR CORPORATION CITY HALL ELEVATOR WITNESS FIRE LIFE SAFETY TEST $3,320.48 93135 05/15/2025 Open Accounts Payable SEWER MASTER REFUND - CANCELED PERMIT RECT#B42474 $3,459.00 93136 05/15/2025 Open Accounts Payable SINGLE CYLINDER REPAIR INC LIGHT EQUIP PURCHASED $1,871.06 93137 05/15/2025 Open Accounts Payable SSP DATA PRODUCTS RECOMMENDED FIREWALL IMPROVEMENT IMPLEMT. $1,537.50 93138 05/15/2025 Open Accounts Payable STAPLES CORK BOARD FOR RECYCLING CENTER LOBBY $77.15 93139 05/15/2025 Open Accounts Payable STERICYCLE, INC. HAZARDOUS WASTE $277.33 93140 05/15/2025 Open Accounts Payable TALENTNOOK INC. TALLENTNOOK ART INT & CINECRAFT S2 2025 $4,211.98 93141 05/15/2025 Open Accounts Payable THE FLYING LOCKSMITHS - SAN JOSE INSTALL CITY HALL'S PERMIT COUNTER FRONT DOOR ON BRIVO PANEL $7,600.33 93142 05/15/2025 Open Accounts Payable THEIS ENGINEERING & ASSOCIATES RICHMOND ST. PROJECT DEL NORTE TOD PROJECT $13,016.00 93143 05/15/2025 Open Accounts Payable TWO BROTHERS POOL & SPA, INC APRIL SVCS REAGENT + CALCIUM $4,134.07 93144 05/15/2025 Open Accounts Payable UNIVERSAL BUILDING SERVICE JANITORIAL SERVICES -RECYCLE CENTER APR 2025 $7,017.00 93145 05/15/2025 Open Accounts Payable VERIZON WIRELESS WIRELESS PHONE BILL 02/20-03/19/25 $8,226.46 93146 05/15/2025 Open Accounts Payable WALNUT CREEK FORD INC CAR #2 PATROL R&R AWD MODULE $985.63 93147 05/15/2025 Open Accounts Payable GAGNE, JOSEPH REIMBURSE EMPLOYEE FOR PARAMEDIC LICENSE RENEWAL $250.00 93148 05/15/2025 Open Accounts Payable WAHRLICH, JOHN-TRACY PERDIEM -ORAL BOARD PANEL APR 29-30 2025 $100.00 93149 05/15/2025 Open Accounts Payable ROWLANDS, CHERI REFUND FOR RESTROOM KEY RCPT#1047832 4/30/25 $24.00 93150 05/16/2025 Open Accounts Payable CALPERS LONG TERM CARE PROGRAM PER3 - CALPERS Longterm Care Ins $43.62 user: Jill Du Pages: 4 of 9 Monday, June 9, 2025
Agenda Packet Page 42 of 375
City of El Cerrito
Payment Register
From Payment Date: 5/1/2025 - To Payment Date: 5/31/2025 93151 05/16/2025 Open Accounts Payable EL CERRITO FIRE DEPT MGMT GRP MGT1 - FIRE DEPT MGMT GROUP $50.00 93152 05/16/2025 Open Accounts Payable EL CERRITO PUBLIC SFTY EE MGMT MGT2 - SAFETY EMPLYEE MGMT GROUP $513.00 93153 05/16/2025 Open Accounts Payable FIRE ASSOCIATION DUE2 - FIRE ASSN DUES $525.00 93154 05/16/2025 Open Accounts Payable LIFE INSURANCE OF NORTH AMERICA ACCD - Accidental Death & Dismembermt $52.50 93155 05/16/2025 Open Accounts Payable POLICE ASSN. DUE1 - POLICE ASSN DUES $5,466.99 93156 05/16/2025 Open Accounts Payable PRO FIREFIGHTERS ASSN DUES DUE3 - EC PRO FIREFIGHTERS DUES $300.00 93157 05/16/2025 Open Accounts Payable SEIU LOCAL 1021 COPE - VOLUNTARY COPE DEDUCTION* $1,864.03 93158 05/16/2025 Open Accounts Payable U.S. BANK - INSTITUTIONAL TRUST - W REGION PAR - PARS - ARS 457* $3,034.39 93159 05/22/2025 Open Accounts Payable 24 HOUR FITNESS USA, LLC GYM MEMEBERSHIPS $359.90 93160 05/22/2025 Open Accounts Payable 4LEAF, INC. PLAN CHECK/ARCH/ENGINEERING 03/01-03/31/25 $3,811.15 93161 05/22/2025 Open Accounts Payable ALL STAR FIRE EQUIPMENT, INC. ENGINE PARTS $3,255.81 93162 05/22/2025 Open Accounts Payable AMAZON CAPITAL SERVICES, INC. SAFETY WORK BOOTS FOR JUSTIN $721.85 93163 05/22/2025 Open Accounts Payable AT&T AT&T LAND TELEPHONE LINE 3/20/25 - 4/19/25 $1,044.46 93164 05/22/2025 Open Accounts Payable AVANTPAGE INC. DOCUMENT TRANSLATION FOR DELEGATION VISIT $159.30 93165 05/22/2025 Open Accounts Payable BAUM, MONICA PARTIAL REFUND FOR APPLICATION PL25-0009 $1,639.00 93166 05/22/2025 Open Accounts Payable BAY AREA NEWS GROUP EAST BAY LEGAL ADVERTISING 2025 SURFACE SEAL 4/1/25 - 4/30/25 $832.26 93167 05/22/2025 Open Accounts Payable BLAISDELL'S BUSINESS PRODUCTS GENERAL OFFICE SUPPLIES $325.18 93168 05/22/2025 Open Accounts Payable BOLT STAFFING SERVICE, INC. TEMPORARY CLERICAL HELP 05/05/25-05/11/25 $1,097.07 93169 05/22/2025 Open Accounts Payable BOUNDTREE MEDICAL LLC MEDICAL SUPPLIES $523.71 93170 05/22/2025 Open Accounts Payable BPX PRINTING & GRAPHICS PLANROOM 30-001 TO 30-006 $307.45 93171 05/22/2025 Open Accounts Payable CANN, COLETTE OPEN CERAMICS - FRIDAYS APR 2025 $153.60 93172 05/22/2025 Open Accounts Payable CHILDCARE CAREERS, LLC MADERA TEMP $759.00 93173 05/22/2025 Open Accounts Payable CITY OF PLEASANT HILL CONFER. MAYOR PRO TEM QUINTO -CM MOTOYAMA $140.00 93174 05/22/2025 Open Accounts Payable CLAYPEOPLE TASSAJARA POTTERY STUDIO KILN - REPAIRS $548.44 93175 05/22/2025 Open Accounts Payable CONCENTRA MEDICAL CENTERS PRE-EMPLOYMENT MED EXAM - KARKI $129.00 93176 05/22/2025 Open Accounts Payable CONCORD UNIFORMS UNIFORMS DADUL $940.12 93177 05/22/2025 Open Accounts Payable CONSTABLE, MARIANNE FEIDENKRAIS ATM APR 2025 $120.00 93178 05/22/2025 Open Accounts Payable CONTRA COSTA COUNTY HEALTH SERVICES DEPT CORE HOMELESS OUTREACH DEC - FEB 2025 $30,600.43 93179 05/22/2025 Open Accounts Payable CONTRA COSTA COUNTY LIBRARY Q3 LIBRARY ADDITIONAL HOURS LIBRARY TECHNOLOGY $20,803.02 93180 05/22/2025 Open Accounts Payable CSI Ergonomic Furniture, Inc. ERGO ITEMS - MIZUTANI $807.99 93181 05/22/2025 Open Accounts Payable DATA TICKET, INC. BUILDING & SAFETY MAR 2025 $411.16 93182 05/22/2025 Open Accounts Payable Dixon Resources Unlimited PARKING MANAGEMENT ACTION PLAN $28,786.25 93183 05/22/2025 Open Accounts Payable EAST BAY BLUE PRINT & SUPPLY CO. HP SERVICE FEB 2025 $225.00 93184 05/22/2025 Open Accounts Payable EBMUD EBMUD 3/8/25-5/8/25 $16,039.50 93185 05/22/2025 Open Accounts Payable EKI ENVIRONMENT & WATER, INC. STORMWATER COMPLIANCE SUPPORT 2024-2025 $1,450.00 93186 05/22/2025 Open Accounts Payable FLEET MANAGEMENTHOLDINGS, LLC RECYCLING TRUCK C1: GAUGES + WARNING DEVICES $3,140.00 93187 05/22/2025 Open Accounts Payable FUJIWARA, PATTY INTRO TO HANDBUILDING, OPEN CERAMICS + MATERIALS FEES $1,178.40 93188 05/22/2025 Open Accounts Payable GABRIEL, BARBARA, A. BALLET ADULT APRIL 2025 $642.00 93189 05/22/2025 Open Accounts Payable GARDA CL WEST,INC. EXCESS PREMISE TIME $40.15 93190 05/22/2025 Open Accounts Payable Green Halo Systems Inc, HOSTING & MAINTENANCE APR 2025 $171.00 93191 05/22/2025 Open Accounts Payable HAAKER EQUIPMENT COMPANY TRUCK PARTS FOR SIGNAGE INSTALL $1,803.26 93192 05/22/2025 Open Accounts Payable JACKSON, DOUGLAS, W. CHESS BASICS APR 2025 $24.00 93193 05/22/2025 Open Accounts Payable JAFFE, SCOT OPEN CERAMICS TA APR 2025 $374.40 93194 05/22/2025 Open Accounts Payable KI RESEARCH INSTITUTE AIKIDO APR 2025 $306.00 93195 05/22/2025 Open Accounts Payable KIDS for the BAY WATERSHED ACTION PROGRAM FOR 3RD GRADERS $4,000.00 93196 05/22/2025 Open Accounts Payable KINSEY, KATHRYNE ANN BRIDGE CLASS APR 2025 $441.60 93197 05/22/2025 Open Accounts Payable KNORR SYSTEMS, INC. CO2 ON 5/3/2025 $434.55 93198 05/22/2025 Open Accounts Payable KREISBERG LAW FIRM LEGAL SERVICES FOR APR 2025 $337.50 93199 05/22/2025 Open Accounts Payable LACK, CHRIS OPEN CERAMICS - APRIL INTRO TO THROWING $768.00 93200 05/22/2025 Open Accounts Payable LEHR AUTO ELECTRIC & EMERGENCY VEHICLE OUTFITTING $11,575.82 93201 05/22/2025 Open Accounts Payable LSA ASSOCIATES, INC. RMA BIOLOGICAL SURVEYS & TRAINING $502.13 user: Jill Du Pages: 5 of 9 Monday, June 9, 2025
Agenda Packet Page 43 of 375
City of El Cerrito
Payment Register
From Payment Date: 5/1/2025 - To Payment Date: 5/31/2025 93202 05/22/2025 Open Accounts Payable MCGEOY, MICHELE PICKLEBALL DEC-APR 2025 $2,865.00 93203 05/22/2025 Open Accounts Payable MITCHELL, BONNIE AQUA ZUMBA APR 2025 $241.50 93204 05/22/2025 Open Accounts Payable OLIVER'S TOW INC. CAR #27 DET FUSION BLK TOW FOR SVC INOP $115.50 93205 05/22/2025 Open Accounts Payable PASTIME HARDWARE SPARE KEYS LOCK BOX PATROL CARS $13.16 93206 05/22/2025 Open Accounts Payable PAYMENTUS CORPORATION CREDIT CARD PROCESSING FEES MAR 2025 $2,690.40 93207 05/22/2025 Open Accounts Payable PLACEWORKS SAFETY ELEMENT UPDATE SVC 03/01-03/31/25 $7,646.18 93208 05/22/2025 Open Accounts Payable PREMIER GRAPHICS BUSINESS CARDS $557.77 93209 05/22/2025 Open Accounts Payable PROSPECT SIERRA SCHOOL REFUND-TENNIS COURT $90.60 93210 05/22/2025 Open Accounts Payable RECORDS CONTROL SERVICES, INC. RECORDS MANAGEMENT NEEDS ASSESSMENT $2,949.39 93211 05/22/2025 Open Accounts Payable REDWOOD PUBLIC LAW, LLP CITY COUNCIL (LABOR) 4/9-4/30/25 $41,063.16 93212 05/22/2025 Open Accounts Payable RILE, KATHRYN OPEN CERAMICS MOM AFTERNOON APR 2025 $1,239.60 93213 05/22/2025 Open Accounts Payable RIVERA, NICOLE WOMEN'S WORKOUT APRIL 2025 $480.00 93214 05/22/2025 Open Accounts Payable SHABABO, TRACEY, ELISE ASEP TEXTILE + COMMUNITY CENTER SVCS 4/14-5/2 $2,032.20 93215 05/22/2025 Open Accounts Payable STAPLES OFFICE SUPPLIES $611.55 93216 05/22/2025 Open Accounts Payable STATE OF CA DEPT OF JUSTICE FINGERPRINTING $2,123.00 93217 05/22/2025 Open Accounts Payable THREE O'CLOCK ROCK LLC HASEP 3 O' CLOCK ROCK 4/15-5/16 2025 S3 $1,040.00 93218 05/22/2025 Open Accounts Payable Total Industries BALER CONVEYOR BELT REPAIR $1,283.55 93219 05/22/2025 Open Accounts Payable TRANSUNION RISK AND ALTERNATIVE DATA SOLUTION, INC TECH SERVICES APR 1- 30 2025 $105.00 93220 05/22/2025 Open Accounts Payable TRB AND ASSOCIATES, INC. PLAN REVIEW/ARCH/ENGINEERING 03/01-03/31/25 $44,098.95 93221 05/22/2025 Open Accounts Payable TRIPEPI SMITH AND ASSOCIATES, INC. COMMUNICATION SUPPORT $3,750.00 93222 05/22/2025 Open Accounts Payable TYLER TECHNOLOGIES PROJECT MANAGEMENT $390.00 93223 05/22/2025 Open Accounts Payable UNIVERSAL BUILDING SERVICE BUILDING SUPPLIES $589.66 93224 05/22/2025 Open Accounts Payable Urban37, Inc. PROFESSIONAL SERVICES - STAFFING MAR 2025 $19,839.00 93225 05/22/2025 Open Accounts Payable ELLIOTT, MARIELLE LUNCH FOR POST SUPERVISORY 04/28-05/09/25 $80.00 93226 05/22/2025 Open Accounts Payable PAUL KEITH PER DIEM REIMB FOR COMMAND COLLEGE APR 14-18 2025 $200.00 93227 05/22/2025 Open Accounts Payable NICHOLAS, JACOB REAL PROPERTY TAX REBATE FOR 545 LIBERTY STREET $2,720.00 93228 05/22/2025 Open Accounts Payable MUELLER, PUJA REIMB FOR CSMFO MEMBERSHIP REGISTRATION $60.00 93229 05/29/2025 Open Accounts Payable ADVANCED TRENCHLESS RELEASE OF BONDS - MAY 2025 $6,512.12 93230 05/29/2025 Open Accounts Payable BILL'S UNDERGROUND RELEASE OF BONDS - MAY 2025 $1,871.00 93231 05/29/2025 Open Accounts Payable EVEREST PLUMBING & DRAIN RELEASE OF BONDS - MAY 2025 $7,484.00 93232 05/29/2025 Open Accounts Payable KATO PLUMBING RELEASE OF BONDS - MAY 2025 $3,742.00 93233 05/29/2025 Open Accounts Payable PIPE SPY INC RELEASE OF BONDS - MAY 2025 $2,663.00 93234 05/29/2025 Open Accounts Payable SEWER CONNECTION INC RELEASE OF BONDS - MAY 2025 $2,768.00 93235 05/29/2025 Open Accounts Payable SONIC TELECOM RELEASE OF BONDS - MAY 2025 $2,663.00 93236 05/29/2025 Open Accounts Payable WARD CONSTRUCTION, INC. RELEASE OF BONDS - MAY 2025 $823.00 93237 05/29/2025 Open Accounts Payable ALAMEDA COUNTY FIRE DEPARTMENT FD28 REPAIRS $24,657.56 93238 05/29/2025 Open Accounts Payable AMAZON CAPITAL SERVICES, INC. IPAD CASES+ APPLIED CREDIT MEMO#1PTD-L9FC-9WG6 -$89.46 $121.07 93239 05/29/2025 Open Accounts Payable ASBURY ENVIRONMENTAL SERVICES USED MOTOR OIL RECYCLING 5/1/25 $137.00 93240 05/29/2025 Open Accounts Payable BEND MAILING GREENER EL CERRITO NEWSLETTER SPRING/SUMMER 2025 VOL 43 $973.25 93241 05/29/2025 Open Accounts Payable CHILDCARE CAREERS, LLC MADERA CHILDCARE TEMPS $1,082.60 93242 05/29/2025 Open Accounts Payable CINTAS CORPORATION #054 UNIFORMS UNIFORM ITEMS FOR ABEL - RAIN JACKET & PANTS $792.01 93243 05/29/2025 Open Accounts Payable CITY OF PINOLE CONTRACT $6,240.00 93244 05/29/2025 Open Accounts Payable CONTRA COSTA COUNTY OFFICE OF SHERIFF-CORONER CAL ID FY24-25 $43,776.00 93245 05/29/2025 Open Accounts Payable CORODATA SHREDDING INC. SHREDDING SVCS APR 2025 $239.19 93246 05/29/2025 Open Accounts Payable COUNTY TREASURER ANIMAL CONTROL SVCS JAN-MAR 2025 $139,131.00 93247 05/29/2025 Open Accounts Payable CPR TRAINING CENTER INC. STAFF PALS/ ACLS RENEWAL APRIL 2025 $6,840.00 93248 05/29/2025 Open Accounts Payable CSW/STUBER-STROEH ENGINEERING GROUP INC OHLONE GREENWAY PAVEMENT REPAIR $3,072.00 93249 05/29/2025 Open Accounts Payable DON'S TIRE SERVICE, INC. R&R RR TIRE CAR #14 $200.59 93250 05/29/2025 Open Accounts Payable DUNNIGAN PSYCHOLOGICAL & THREAT ASSESSMENTS PSYCH EVAL 5/15/25 $625.00 93251 05/29/2025 Open Accounts Payable E&J TRUCK AND EQUIPMENT REPAIR LLC RECYCLING TRUCK R1 REPAIRS: R-R CYLANDER $6,807.15 93252 05/29/2025 Open Accounts Payable EAST BAY SANITARY CO. INC. MONTHLY STREET SWEEPING APR 2025 $9,172.95 user: Jill Du Pages: 6 of 9 Monday, June 9, 2025
Agenda Packet Page 44 of 375
City of El Cerrito
Payment Register
From Payment Date: 5/1/2025 - To Payment Date: 5/31/2025 93253 05/29/2025 Open Accounts Payable EHSD-CC SENIOR NUTRITION CAFE COSTA SENIOR LUNCH PROGRAM CONTRIBUTION REIMB APR 2025 $660.00 93254 05/29/2025 Open Accounts Payable GHIRARDELLI ASSOCIATES DEL NORTE TOD SVCS FEB 1-28 2025 $195,362.69 93255 05/29/2025 Open Accounts Payable Griffin Structures, Inc. EL CERRITO LIBRARY OWNER'S REP SVCS APR 2025 $18,094.10 93256 05/29/2025 Open Accounts Payable HI-TECH INC. E55 REPAIRS $13,398.43 93257 05/29/2025 Open Accounts Payable J & O'S COMMERCIAL TIRE CENTER E71 TIRE MOUNT /DISMOUNT $363.41 93258 05/29/2025 Open Accounts Payable L.N. CURTIS & SONS FD PANTS $4,694.19 93259 05/29/2025 Open Accounts Payable LSA ASSOCIATES, INC. PHASE 2 APR 2025 $3,386.25 93260 05/29/2025 Open Accounts Payable NAPA RECYCLING & WASTE SERVICES, LLC CURBSIDE RECYCLING PROCESSING APR 2025 $14,400.10 93261 05/29/2025 Open Accounts Payable NAPA SOLANO S.A.N.E/S.A.R.T. SART EXAM 5/18/2025 $2,400.00 93262 05/29/2025 Open Accounts Payable NORTHERN CALIFORNIA SPELMANSLAG SCAN. COUPLE FOLK DANCE JAN - APR 2025 $306.09 93263 05/29/2025 Open Accounts Payable OLD REPUBLIC TITLE COMPANY GUARANTEE # A04008-CTG-35046 CONLON ABATEMENT $1,200.00 93264 05/29/2025 Open Accounts Payable OLIVERO PLUMBING TEST 33 RP BACKFLOW DEVICES ON 5/5/25 $2,407.00 93265 05/29/2025 Open Accounts Payable PINNACLE PETROLEUM INC UNLEADED FUEL 5/14/25 $17,129.63 93266 05/29/2025 Open Accounts Payable PROFORCE FIREARMS 5/9/25 $4,134.38 93267 05/29/2025 Open Accounts Payable R.S. HUGHES CO. SCBA PARTS $2,344.05 93268 05/29/2025 Open Accounts Payable RAMOS, STEPHANIE, R ZUMBA APRIL 2025 $5,153.55 93269 05/29/2025 Open Accounts Payable S.P. AUTOMOTIVE RECYCLING TRUCK SUPPLIES: HYDRAULIC FLUID, DIESEL, MOTOR OIL $1,430.53 93270 05/29/2025 Open Accounts Payable SHANNON LAYER POLYGRAPH POLYGRAPHS $1,500.00 93271 05/29/2025 Open Accounts Payable SSD ALARM RECYCLING CENTER BURGLAR & FIRE ALARMS JUN 2025 $950.99 93272 05/29/2025 Open Accounts Payable The Construction Zone, LLC DTO SUPPLIES- MARKERS CUSTOM SIGNS & U CLAMPS $1,132.82 93273 05/29/2025 Open Accounts Payable THEIS ENGINEERING & ASSOCIATES DEL NORTE TOD SVCS APR 2025 $12,911.00 93274 05/29/2025 Open Accounts Payable TRB AND ASSOCIATES, INC. PROFESSIONAL SERVICES - STAFFING 2/1/25-2/28/25 $26,225.00 93275 05/29/2025 Open Accounts Payable UNIVERSAL BUILDING SERVICE LIBRARY CUSTODIAL SUPPLIES -TISSUE ROLL,PAPER TOWELS & FOAMING $756.87 93276 05/29/2025 Open Accounts Payable WESTERN STATES OIL COMPANY RENEWABLE DIESEL $17,020.60 93277 05/29/2025 Open Accounts Payable WILLDAN FINANCIAL SERVICES CITYWIDE COST ALLOC PLAN & COMPREHENSIVE STUDY APR 5-MAY 2 2025 $5,460.00 93278 05/29/2025 Open Accounts Payable CHESHARECK, BRIAN REIMBURSEMENT FOR TRANSPORTATION ON 3/25/25 $31.94 93279 05/29/2025 Open Accounts Payable WIEGMANN, WENDY MATERIALS TO BECOME AN OFFICANT $203.85 93280 05/30/2025 Open Accounts Payable CALPERS LONG TERM CARE PROGRAM PER3 - CALPERS Longterm Care Ins $43.62 93281 05/30/2025 Open Accounts Payable FRANCHISE TAX BOARD GA158 - FTB_Williams, Domi_21E515120221 $136.00 93282 05/30/2025 Open Accounts Payable SEIU LOCAL 1021 COPE - VOLUNTARY COPE DEDUCTION* $1,839.13 93283 05/30/2025 Open Accounts Payable U.S. BANK - INSTITUTIONAL TRUST - W REGION PAR - PARS - ARS 457* $2,745.23 TOTAL CHECKS 334 Transactions $2,453,280.02
user: Jill Du Pages: 7 of 9 Monday, June 9, 2025
Agenda Packet Page 45 of 375
City of El Cerrito
Payment Register
From Payment Date: 5/1/2025 - To Payment Date: 5/31/2025 3265 05/02/2025 Open Accounts Payable EDD - PAYROLL TAX DEPOSIT CA - CA Tax $48,877.44 3266 05/02/2025 Open Accounts Payable IRS FED - Fed Tax* $200,927.62 3267 05/02/2025 Open Accounts Payable MIssionSquare (name chg 03-2021 formerly ICMA) ICM1 - ICMA-457 #300530 FLAT DOLLAR* $68,462.77 3268 05/02/2025 Open Accounts Payable P E R S PE1% - PERS SEIU* $206,346.56 3269 05/16/2025 Open Accounts Payable EDD - PAYROLL TAX DEPOSIT CA - CA Tax $39,519.91 3270 05/16/2025 Open Accounts Payable IRS FED - Fed Tax* $167,720.83 3271 05/16/2025 Open Accounts Payable MIssionSquare (name chg 03-2021 formerly ICMA) ICM1 - ICMA-457 #300530 FLAT DOLLAR* $63,630.59 3272 05/16/2025 Open Accounts Payable P E R S PE CM PEPRA - PERS CM PEPRA* $206,003.47 3274 05/07/2025 Open Accounts Payable EDD - CA Employment Development Dept EDD UI BENEFIT CHARGE 1/1/25-3/31/25 $7,672.00 3275 05/21/2025 Open Accounts Payable PG&E PG&E 04/02/25-05/01/25 $23,148.16 3276 05/20/2025 Open Accounts Payable CAPITAL ONE PUBLIC FUNDING, LLC 2025 FIRE TRUCK-EQ LSE $136,590.21 3277 05/27/2025 Open Accounts Payable CAPITAL ONE PUBLIC FUNDING, LLC SOLAR PHOTOVOLTAIC CAPITAL LEASE 12/01/24-06/01/25 $65,236.25 3278 05/27/2025 Open Accounts Payable SUTTER HEALTH PLUS SUTTER HEALTH PLAN - JUNE PAYMENT $32,966.20 3279 05/23/2025 Open Accounts Payable PG&E PG&E 04/01/25-04/30/25 $27,159.36 3280 05/28/2025 Open Accounts Payable KS STATEBANK 2023 CHEVROLET TAHOE SPECIAL SERVICE VEHICLES WITH UPFITTING $4,907.41 3281 05/28/2025 Open Accounts Payable STRYKER CORPORATION STRYKER EQUIPMENT/ SVC LEASE AGRMNT MAY 2025 $6,308.59 3282 05/28/2025 Open Accounts Payable U.S. BANK - CORPORATE PAYMENT SYS CALCARD MAY 2025 PAYMENT $58,816.02 3283 05/30/2025 Open Accounts Payable EDD - PAYROLL TAX DEPOSIT CA - CA Tax $43,916.88 3284 05/30/2025 Open Accounts Payable IRS FED - Fed Tax* $180,320.31 3285 05/30/2025 Open Accounts Payable MIssionSquare (name chg 03-2021 formerly ICMA) ICM1 - ICMA-457 #300530 FLAT DOLLAR* $64,904.24 3286 05/30/2025 Open Accounts Payable P E R S PE1% - PERS SEIU* $208,736.29 3287 05/31/2025 Open Accounts Payable FIRST DATA MERCHANT SERVICES INC MERCHANT FEE EXPENSE - APRIL 2025 $916.83 3288 05/31/2025 Open Accounts Payable FIRST DATA MERCHANT SERVICES INC MERCHANT FEE EXPENSE - APRIL 2025 $40.21 3289 05/31/2025 Open Accounts Payable FIRST DATA MERCHANT SERVICES INC MERCHANT FEE EXPENSE - APRIL 2025 $521.21 3290 05/31/2025 Open Accounts Payable FIRST DATA MERCHANT SERVICES INC MERCHANT FEE EXPENSE - APRIL 2025 $115.45 3291 05/31/2025 Open Accounts Payable FIRST DATA MERCHANT SERVICES INC MERCHANT FEE EXPENSE - APRIL 2025 $180.31 3292 05/31/2025 Open Accounts Payable FIRST DATA MERCHANT SERVICES INC MERCHANT FEE EXPENSE - APRIL 2025 $38.37 3293 05/31/2025 Open Accounts Payable FIRST DATA MERCHANT SERVICES INC MERCHANT FEE EXPENSE - APRIL 2025 $38.39 3294 05/31/2025 Open Accounts Payable FIRST DATA MERCHANT SERVICES INC MERCHANT FEE EXPENSE - APRIL 2025 $38.39 3295 05/31/2025 Open Accounts Payable AMEX/AMERICAN EXPRESS MERCHANT FEE EXPENSE - APRIL 2025 $41.13 3296 05/31/2025 Open Accounts Payable CLOVER MERCHANT FEE EXPENSE - APRIL 2025 $23.90 3297 05/31/2025 Open Accounts Payable AUTHORIZE.NET MERCHANT FEE EXPENSE - APRIL 2025 $34.90 3298 05/31/2025 Open Accounts Payable AUTHORIZE.NET MERCHANT FEE EXPENSE - APRIL 2025 $20.00 3299 05/31/2025 Open Accounts Payable CARDCONNECT MERCHANT FEE EXPENSE - APRIL 2025 $7,951.60 3300 05/31/2025 Open Accounts Payable CARDCONNECT MERCHANT FEE EXPENSE - APRIL 2025 $2,334.48 3301 05/31/2025 Open Accounts Payable CARDCONNECT MERCHANT FEE EXPENSE - APRIL 2025 $9,696.28 3302 05/31/2025 Open Accounts Payable MECHANICS BANK MERCHANT FEE EXPENSE - APRIL 2025 $436.24 TOTAL EFT's: 37 Transactions $1,884,598.80
Accounts Payable EFTs
user: Jill Du Pages: 8 of 9 Monday, June 9, 2025
Agenda Packet Page 46 of 375
City of El Cerrito
Payment Register
From Payment Date: 5/1/2025 - To Payment Date: 5/31/2025 Checks & EFT's Status Count Transaction Amount
Open 371 $4,337,878.82
Voided 0 $0.00
Total 371 $4,337,878.82
All Status Count Transaction Amount
Total Checks 144 $122,888.41
Voided Checks 0 $0.00
Total EFT's 772
Total 916 $1,799,007.05
GRAND TOTAL 1287 $6,136,885.87

ACCOUNTS PAYABLE

PAYROLL
$1,676,118.64
user: Jill Du Pages: 9 of 9 Monday, June 9, 2025
Agenda Packet Page 47 of 375
Agenda Item No. 7.E.

EL CERRITO CITY COUNCIL PROCLAMATION
Proclaiming recognition and support of Juneteenth on Thursday, June 19, 2025 WHEREAS, the first enslaved Africans were brought as captives to what is now the Commonwealth of Virginia in 1619 where they were bought and sold as slave labor for 250 years suffering unspeakable acts of violence; and
WHEREAS, President Abraham Lincoln issued the Emancipation Proclamation on January 1, 1863, declaring "that all persons held as slaves within the rebellious states are, and henceforward shall be free"; and
WHEREAS, the Emancipation Proclamation was the vehicle used to pass the 13th Amendment to the U.S. Constitution abolishing slavery in this nation on January 31, 1865; and WHEREAS, on June 19, 1865, Major General Gordon Granger arrived in Galveston, Texas, announcing General Order Number 3 which ended both the Civil War and slavery; and WHEREAS, June 19 is known as Juneteenth Day and is now celebrated in all 50 States and the District of Columbia as a special day of observance in recognition of the emancipation of all slaves in the United States, and in 2021 the Federal Government recognized Juneteenth Day as a Federal Legal Public Holiday which is observed in the City of El Cerrito; and WHEREAS, our nation is facing a new reckoning as the legacy of sharecropping, Jim Crow, redlining and police violence against Black Bodies continues to pervade and permeate our society, institutions, and systems of law; and
WHEREAS, although the 13th Amendment provided for freedom, it also laid the groundwork for mass incarceration within the African American community by stating “Neither slavery nor involuntary servitude, except as a punishment for crime whereof the party shall have been duly convicted, shall exist within the United States, or any place subject to their jurisdiction”; and WHEREAS, the Black community of El Cerrito held the first Martin Luther King Day March over 30 years ago when the City of El Cerrito refused to recognize the holiday and the community is proud that 30 plus years later, in collaboration with the City of El Cerrito, it is the longest continuously running MLK Day celebration; and
WHEREAS, the City of El Cerrito acknowledges the impact that this history of racism has had in shaping and continuing to shape our society, institutions, and systems of laws, fostering many of the current-day disparities in education, health care, housing, and employment.

NOW THEREFORE, the City Council of the City of El Cerrito does hereby recognize Thursday, June 19, 2025, as Juneteenth to acknowledge the historical significance of the day and commit to working toward the dismantling of institutionalized racism, and further, recognizes Juneteenth by flying the Juneteenth flag at City Hall June 18-20, 2025.

Dated: June 17, 2025
_______________________
Carolyn Wysinger, Mayor
Agenda Packet Page 48 of 375
Agenda Item No. 7.F.

EL CERRITO CITY COUNCIL PROCLAMATION
Recognizing the importance of equitable access to local parks, trails, open space, and recreation facilities for the positive development of El Cerritans and all Californians WHEREAS, Parks and Recreation promotes physical, emotional, and mental health and wellness through organized and self-directed fitness, play, and activity; and WHEREAS, Parks and Recreation supports the economic vitality of communities by partnering with local businesses and non-profits, and offering events for public engagement; and WHEREAS, Parks and Recreation creates memorable experiences through youth sports and enrichment activities, teen programs, senior activities and services, adult fitness, and enrichment programs, community events, and beyond; and
WHEREAS, Parks and Recreation fosters social cohesiveness in communities by celebrating diversity, providing spaces to come together peacefully, modeling compassion, promoting social equity, connecting social networks, and ensuring all people have access to its benefits; and
WHEREAS, Parks and Recreation supports human development and endless learning opportunities that foster social, intellectual, physical, and emotional growth in people of all ages and abilities; and
WHEREAS, Parks and Recreation strengthens community identity by providing facilities and services that reflect and celebrate community character, heritage, culture, history, aesthetics, and landscape; and
WHEREAS, Parks and Recreation sustains and stewards our natural resources by protecting habitats and open space, connecting people to nature, and promoting the ecological function of parkland; and
WHEREAS, Parks and Recreation supports safe, vibrant, attractive, progressive communities that make life better through positive alternatives offered in their recreational opportunities; and
WHEREAS, Parks and Recreation remains versatile and innovative in providing vital services to communities through local, national, or global emergencies, all while adhering to guidelines set forth by governing agencies; and
WHEREAS, The California Park & Recreation Society has released a statewide public awareness campaign, “Parks Make Life Better!®” to inform citizens of the many benefits of utilizing parks, facilities, programs, and services.

NOW THEREFORE, the City Council of the City of El Cerrito does hereby recognize the importance of access to local parks, trails, open space, and facilities for the health, wellness, development, inspiration, and safety of El Cerrito residents and all Californians, and further, declares the month of July 2025 as “Parks Make Life Better!®” Month.

Dated: June 17, 2025
___________________________
Carolyn Wysinger, Mayor
Agenda Packet Page 49 of 375

AGENDA BILL
Agenda Item No. 7.G.

Date: June 17, 2025
To: El Cerrito City Council
From: Holly M. Charléty, City Clerk, City Management
Subject: Revisions to Citywide Records Retention Schedule

ACTION PROPOSED
Adopt a Resolution to approve an update to the Citywide Records Retention Schedule and rescind Resolution No. 2023-33.

BACKGROUND/ANALYSIS
The City’s Records Retention Schedule provides legal authority to dispose of specified records that no longer have administrative, legal, fiscal, or historical value and are eligible for destruction by law. Retention schedules should be reviewed on a regular basis to ensure that all classifications of records are included and that all legal citations are current. The current Records Retention Schedule was adopted on May 2, 2023.

Over the past several months, a comprehensive review with department staff and legal counsel was completed which has identified a need to add, remove, or revise some classifications of records, adjust the period of time certain records are retained, as well as add or modify some legal citations.

The following provides an overview of the proposed modifications:
• The document legend and reference on applicable record series, have been revised to include "PII (Personal Identifying Information)." This is to provide another means for staff to identify records that potentially contain protected information and ensure that they are properly stored and destroyed when eligible. • Removal of certain record series that are identified as transitory records.

Pursuant to the City's adopted Records Management Policy, this type of record has only transitory (short-lived) value as the information is used for a relatively short period of time. As the current policy does not require these types of records to be formally disposed of under the retention schedule, it is appropriate to remove these referenced record series.
• Remove references to formats in which records are stored, or specific software used. This information can quickly become outdated as processes and technology advancements are made, and is not relevant for the purpose of determining the amount of time the record must be retained. • Clarity to certain descriptions of documents to increase ability for staff to identify documents that are retained under a given record series. • Incorporation of new records related to recent legislation, such as a Workplace Violence Prevention Program.

Agenda Packet Page 50 of 375
Agenda Item No. 7.G.
• Removal of certain records that are no longer produced by the city, such as agenda materials for disbanded advisory bodies.

Pursuant to the City's Administrative Policy governing the Records and Information Management Program, the City Council is responsible for review and approval of the Records Retention Schedule. City Council's adoption of the proposed Records Retention Schedule (Attachment 2) will provide staff with the authority to identify and destroy records identified in the Records Retention Schedule, once they have been deemed to no longer have administrative, legal, fiscal or historical value. Pursuant to the Administrative Policy, destruction can only be completed upon written approval of the head of the department, the City Attorney, and the City Clerk.

STRATEGIC PLAN CONSIDERATIONS
This action supports the City’s Strategic Plan Goal(s) of:
• High Performing Organization

ENVIRONMENTAL CONSIDERATIONS
This section is not applicable to this agenda item.

FINANCIAL CONSIDERATIONS
This section is not applicable to this agenda item.

LEGAL CONSIDERATIONS
Government Code Section 34090 provides that the agency's legislative body, by resolution and with the written consent of the city attorney, may give the head of a department authority to destroy certain records when they are no longer required. The Council's adoption of a proposed Records Retention Schedule provides this authority to staff to destroy those records identified in the Records Retention Schedule, with approval from the head of the department, the city attorney, and the City Clerk.

Reviewed by:

Karen Pinkos, City Manager
Attachments:

1. Resolution

2. Exhibit A to Resolution

3. 2025 Retention Schedule Revisions (Redline)
Agenda Packet Page 51 of 375
RESOLUTION NO. 2025–XX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO ADOPTING A RECORDS RETENTION SCHEDULE AND RESCINDING RESOLUTION NO. 2023-33 WHEREAS, the City has an obligation to maintain and store records in accordance with government laws and regulations and accepted records management practices; and WHEREAS, a records retention schedule is an agency’s legal authority to dispose of official records that no longer have administrative, legal, fiscal or historical value and are eligible for destruction by law; and
WHEREAS, Government Code Section 34090 provides a procedure whereby City records which have served their purpose and are no longer required may be destroyed; and WHEREAS, on May 2, 2023, by Resolution No. 2023-33, the City of El Cerrito adopted a Records Retention Schedule; and
WHEREAS, the City conducts periodic reviews of the Records Retention Schedule to ensure it is accurate as well as in compliance applicable regulations; and WHEREAS, City staff, in consultation with legal counsel, has conducted a review of the existing Records Retention Schedule and identified areas that required revision.

NOW THEREFORE BE IT RESOLVED, that the City Council of the City of El Cerrito adopts the City’s new Records Retention Schedule, Exhibit A, which is attached herein and made a part thereof.

BE IT FURTHER RESOLVED, that the City Council of the City of El Cerrito rescinds Resolution No. 2023-33 in its entirety. Rescinding Resolution No. 2023-33 shall have no effect on records destruction determinations or other decisions made pursuant to the Records Retention Schedule approved by Resolution No. 2023-33.

BE IT FURTHER RESOLVED that this resolution shall become effective immediately upon passage and adoption.

I CERTIFY that at a regular meeting on June 17, 2025 the City Council of the City of El Cerrito passed this Resolution by the following vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on .
________________________
Holly M. Charléty, City Clerk
APPROVED:
________________________
Carolyn Wysinger, Mayor
Agenda Packet Page 52 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

01-00-00
Legend:

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 01-02-00 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 Guidelines 03-90-84 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 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.

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 ™ 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 53 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

01-00-00
Legend:

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 01-02-11 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. 01-04-02 Grant Applications & Agreements Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term applies, as needed.

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. ™ 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 54 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

01-00-00
Legend:

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 01-04-03 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 55 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

02-00-00
Legend:

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

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 ™ 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 56 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

02-00-00
Legend:

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

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 02-02-09 Municipal Code El Cerrito Municipal Code – Codification and Supplementation of the City’s Municipal Code.

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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The City of El Cerrito
Records Retention Schedules and UFIRST Index

02-00-00
Legend:

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

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 02-03-04 Rosters Reflects current membership. Transitory in nature. Clerk PII 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. 02-03-05 Meeting Calendars Meeting calendar and staff liaison contact information maintained in brochure format for the public’s ease of reference.

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 58 of 375
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Records Retention Schedules and UFIRST Index

02-00-00
Legend:

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

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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The City of El Cerrito
Records Retention Schedules and UFIRST Index

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Legend:

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

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 60 of 375
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Records Retention Schedules and UFIRST Index

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Legend:

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

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 61 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

02-00-00
Legend:

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

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)
02-06-06 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
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Records Retention Schedules and UFIRST Index

02-00-00
Legend:

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

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 02-07-00 Records Management02-07-01 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. 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 63 of 375
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Legend:

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 64 of 375
The City of El Cerrito
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Legend:

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

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 03-01-10 Grand Jury Responses to routine Grand Jury requests for information that are sent to all cities in the county.

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 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.

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. 03-02-02 Legal Opinions Attorney AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after supersededAdministrative Decision: Maintain legal opinions for 2 years after the matter is closed. The State's guideline is inconsistent with the type of documents. 03-02-03 Litigation Duplicate of originals on file with the County.

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 65 of 375
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Legend:

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

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 Techologies
03-03-01 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. 03-04-00 IT Projects & Licensing Records
03-04-01 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 03-04-05 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 03-04-06 IT Supported Projects Assistance with departments on software acquisition and evaluation.

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 66 of 375
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Legend:

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

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 03-05-00 Backup and Recovery Plans03-05-01 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
03-06-01 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 67 of 375
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Legend:

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

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 03-06-02 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, Permanent GC 36814; Maintain record of proceedings GC 40801; Maintain record of proceedings State of California Guidelines; Permanent 03-07-00 Centenial Task Force
03-07-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings GC 40801; Maintain record of proceedings State of California Guidelines; Permanent 03-08-00 Charter Committee
03-08-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings GC 40801; Maintain record of proceedings 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 68 of 375
The City of El Cerrito
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Legend:

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 Enterprise Resource Planning (ERP) Software Financial software used for day-to-day 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.

Finance AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
04-02-03 Payment Registers 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.

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 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.

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. 04-03-02 Annual Budget Includes general City budget, and PFA, MSC, Employee Pension Trust Board, and RDA/Successor Agency budgets.

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

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 ™ 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 69 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

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 04-03-03 Budget Workpapers Includes workpapers, forecasts and other budget creation related documents maintained by the departments.

Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
04-03-05 Budget Adjustments & Journal Entries 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 Revenues Includes sales, transactions & use, utility user, and other tax 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 AC+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after 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 04-05-03 Bond Statements & Reports Includes official statements, arbitrage, annual statements, bond disclosure, bond pay-offs, bond covenance and cash/surety bonds.

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 ™ 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 70 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

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 04-05-04 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 Annual Comprehensive Financial Report
(ACFR)
Finance AC+30 GC 34090; 2 years minimum
State 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.

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 04-07-03 Payroll Registers For reference and retention of old payroll processes and printouts.

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 ™ 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 71 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

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 04-07-04 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
04-08-01 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. 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 ™ 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 72 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

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 04-08-03 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. 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. ™ 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 73 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

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 04-12-00 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 74 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 05-01-03 Temporary & Seasonal Employees Non-benefited, hourly employees. Filed alphabeticallly by employee in one file.

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 05-01-06 I-9 Forms - Full Time and Part Time Employees 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.

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 ™ 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 75 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

05-00-00
Legend:

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 05-02-00 Personnel Management Records05-02-01 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. 05-02-06 EEOC Claims Hired employees, non-sworn:

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 ™ 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 76 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

05-00-00
Legend:

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 05-02-07 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 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 filled 05-04-00 Safety & Training Records
05-04-01 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. 05-04-02 Injury & Illness Prevention Plan Workers compensation policy and general safety information.

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 77 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

05-00-00
Legend:

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 05-04-04 Random Drug Pulls - Department of Transportation (DOT)
Records of inspection, maintenance, and calibration of EBTsRecords of negative and cancelled drug test results and alcohol test results with a concentration of less than 0.02Records of alcohol test results indicating an alcohol concentration of 0.02 or greater; records of verified positive drug test results; documentation of refusals to take required alcohol and/or drug tests (including substituted or adulterated drug test results); SAP reports; and all follow-up tests and schedules for follow-up tests.All filed by year completed.

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 78 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

05-00-00
Legend:

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 05-05-05 Workers Compensation Loss Run Reports Monthly reports HR CY+5 8 CCR 15400; Maintain reports 8 CCR 15400.2; 5 years8 CCR 10102; 5 yearsLC 129(a); 5 years for auditingState of California Guidelines; State recommends Permanent retention, but no relevant statues; Risk Management Reports (including Loss Analysis Reports) are 5 years after completion/closure. 05-06-00 CalPERS & PARS Records05-06-01 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. 05-06-02 Plan Contracts & Plan Amendments Accessible electronically on the myCalPERS website.

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 79 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

05-00-00
Legend:

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 05-08-03 Memorandums of Understanding Includes management / confidential resolution. HR P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions29 USC 207g; DefinitionsState of California Guidelines; Permanent 05-08-04 Grievances Hired employees, non-sworn:

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.

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. 05-09-02 MPA Correspondence & Reports Municipal Pooling Authority is the third party administrator.

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 80 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

05-00-00
Legend:

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 05-09-06 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 81 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

06-00-00
Legend:

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 requirement 06-01-07 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

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 ™ 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 82 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

06-00-00
Legend:

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

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 06-02-07 Environmental Review Includes initial studies, draft and final EIRs, mitigated negative declarations, notices of determination, initial studies and other environmental documents.

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 06-02-26 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 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 ™ 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 83 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

06-00-00
Legend:

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

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 06-02-29 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 84 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

06-00-00
Legend:

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

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 courtesy letters, compliance orders, citations, 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 85 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

06-00-00
Legend:

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

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 06-06-02 Project Files Completed Projects; May include feasibility studies.

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 ™ 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 86 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

06-00-00
Legend:

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

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 06-08-00 Planning Commission 06-08-01 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. 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 87 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

06-00-00
Legend:

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

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 88 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

07-00-00 PUBLIC WORKS
Legend:

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 89 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

07-00-00 PUBLIC WORKS
Legend:

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 07-01-12 Damage Events/Incidents Includes repairs to City property. All Divisions 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 07-01-13 Climate Action Implementation Includes the climate action plan, technical data, outreach, 5 year inventories, tracking information and working documents.

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 90 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

07-00-00 PUBLIC WORKS
Legend:

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 07-03-02 Agendas and Agenda Materials PW Eng 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. 07-03-03 Minutes PW Eng P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 07-03-04 Meeting Recordings PW Eng 30 Days GC 54953.5; 30 days after recording 07-04-00 Environmental Quality Committee
07-04-01 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. 07-04-02 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 91 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

07-00-00 PUBLIC WORKS
Legend:

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 07-06-02 ADA Transition Plan PW Eng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded. 07-06-03 ADA Working Group PW Eng CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 07-06-04 Citizen Requests PW Eng PII AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects. 07-07-00 City Facilities07-07-01 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. 07-07-02 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 92 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

07-00-00 PUBLIC WORKS
Legend:

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 07-08-05 Play Structure Inspection & Maintenance PW Ops AC+3 CCP 338; 3 years for action State of California Guidelines; Completion plus 2 years for inspection records in Parks, and 2 years after audit for equipment inventories. 07-08-06 Integrated Pest Management Documents for the policy, reference materials, notifications and other working documents.

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 93 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

07-00-00 PUBLIC WORKS
Legend:

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 07-10-02 Transportation Programs Safe Routes to School, Car Share, Transportation Demand Management and other tranportation programs.

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. ™ 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 94 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

07-00-00 PUBLIC WORKS
Legend:

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 07-11-00 Fleet Management07-11-01 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. 07-11-02 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 95 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

07-00-00 PUBLIC WORKS
Legend:

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 96 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

07-00-00 PUBLIC WORKS
Legend:

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 07-13-06 Encroachment Permits - Other Large
Projects
Off the Grid, Large Fiber Optic Projects, Large Utility Projects PW Eng 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. 07-14-00 Capital Improvement Program07-14-01 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. 07-14-02 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:

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 07-15-00 Private Developments
07-15-01 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. 07-15-02 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 97 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

07-00-00 PUBLIC WORKS
Legend:

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 07-15-04 Subdivision Working Files 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. 07-15-05 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 98 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index

07-00-00 PUBLIC WORKS
Legend:

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 07-16-07 Recycling Programs Includes working documents, data and reporting for recycling programs for CalRecycle, commercial, multi-family, single family, C&D recycling, HHW and Unwaste and city facilities.

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. ™ 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 99 of 375
The City of El Cerrito
Records Retention Schedules and UFIRST Index