Agenda packet — Folsom City Council, December 13, 2022 (part 2 of 8)

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: GOMMUNITY DEVELOPMENT
Divisions: Admin. (29), Arborist (35). Building (30), Code Enforce. (31), Engineering (32), Planning (34), Redevelop" & Housinq (86) Comm.

Develop. /
Arborist.

Office of
Record
(oFR)
Comm.

Develop /
Building
Comm.

Develop i
Building
305
Record
Series
No.
263
262
264
Div
No.
30 35
30 30
UOJ(I
Record Series Title
Building Permit Database (e-TRAK|T with
HDL Leqacv data)
Tree Leqal Cases (mav include accidents.
claims, issues of liabilitv)
Building Permits (All)
lncludes Soils Reports
Building Permits - Applications Withdrawn
or lncomplete
P
Minimum
Resolution +
5 vears
Total
Retention
When No
Lonqer
Required
P
Life of the
Structure
P
Vital?
Yes (all)
Yes (all)
Mag. Ppr
Media
Options
Mag, Ppr
Mag
Mag
Ppr
Mfr,OD
lmage:
l=lmport
M=Mfr
S=Scan
Documents
scanned to
Permit
Tracking
database
Plans
Scanned to
lmageVu
System
s/l
Destroy
Paper
after
lmaged &
QG'd?
Yes: After
QC&OD
Description/Comments / Reference
Department preference: GC 534090
records actaudits and/ornormal retentionresu/nes after settlement or when the act isanda full file folderlast document + 2since destruction isbfile folder. the record is not listedrefer to the Retention forWide Standards Department Preference (may be considered
transitory / preliminary drafts); GC 534090,
GC 56252
Department Preference - Data is
interrelated; GC 534090, H&S 519850
2012 - See
30635+Maq. Ppr
1 Department preference; GC Q34090

ARBORIST

BUILDING
Au
Comm.

Develop. /
Arborist.

Minimum
Permit Tree Permits (mav include permits for
removal, pruninq. replanting, mitioation)
I
uA€-s€s+cBc s106.4.2, GC 534090,
H&S S19850
FOLSOM, CA. Ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page CD - 2 of 171
Updated: 713112022

Page 127 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: GOMMUNITY DEVELOPMENT
Divisions: Admin. (29), Arborist (35). Building (30), Code Enforce. (31), Engineering (32), Planning (34), Redevelop. & Housinq (86) Comm.

Develop /
Building
Comm.

Develop /
Building
when the act isandlast document + 2since destruction isfile folder. records actauditsretentionresurnes after settlement or
Comm.

Develop /
Building
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and

APPURTENANCES
Mag-
Department preference; Law requires for
the life of the building for commercial only;
Ulu€pin+s+-spe€ifi€a+ien€'; CBC and-UAG
require plans be retained 180 days from
completion date for residential and
appurtenances; UA€{3033; CBC $$1 041
& 107.5 {€G42; H&SS19850, GC S34090
26530180 davs
904ays,
Yes (all)s/tQC&OD Ppr
the record is not listedrefer to the RetentionWide
Office of
Record
(oFR)
267
266
Record
Series
No.
30 30
Div
No.

Building Plans and Construction Documents -
Finalled - INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS, PLACES OF

PUBLIC ACCOMMODATION, TENANT

IMPROVEMENTS, PRODUCTION HOMES
(includes commercial structural plans,
Hazardous Materials Questionnaire, etc.)
Construction Documents (Need more
specifics of what thev want to retain) -
Finalled - SINGLE FAMILY RESIDENTIAL -
SFR and APPURTENANCES
Record Series Title
P
P
Total
Retention
Yes (all)
Yes (all)
Vital?
Mag,
MfrOD
Ppr
Mag,
MfroD,
Ppr
Media
Options
s/t
s/t
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
Yes: After
QC&OD
Finalled +
4-year
Destroy
Paper
after
lmaged &
oc'd?
Department Preference; Law requires for
the life of the building for commercial only;
;
CBC SSI!4J 3 I !251€6J.2; H&SS1 e850,
GC 534090
Department preference; Law requires for
the life of the building for commercial only;
gts€prin+s+speeifiea++ens; CBC an4{JAG
require plans be retained 180 days from
completion date for residential and
appurtenances; UAG{3O33; CBC SSI !42
& 107.5 1Q+4*; H&SS19850, GC 534090
Description/Comments / Reference
FOLSOM, CA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page CD - 3 of 171
Updated: 713112022

Page 128 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: GOMMUNITY DEVELOPMENT
Divisions:Admin. (29), Arborist (35), Building (30), Code Enforce. (31), Engineering (32), Planning (34), Redevelop. & Housinq (86) Commun.

Develop. /
Buildinq
Office of
Record
(oFR)
Communitv
Develop. /
Buildinq
Comm.

Develop /
Building
Comm.

Develop. /
Code
Enforce.

Record
Series
No.
269
268
272
30 30
Div
No.
31 when the act isa full file folder and
Record Series Title
Requests & Permissions to Receive Copies
of Plans / Architect's Approval
Reports: Building Activity (Monthly, Annual)
Gonstruction Notices
(correction notices, compliance orders, stop
work notices, etc.)
California Buildinq Codes / lnternational
Buildinq Codes i Uniform Buildinq Codes
Graffiti Abatement
Department preference; Case is open until
satisfactorily resolved (some cases are not
resolved); City Clerk maintains original staff
reports and resolutions that are presented
to Council;CF€#€4-+4 GC 534090
31Mag, Ppr 271
years
um

CODE ENFORCEMENT &
Comm.

Develop. /
Code
Enforce.

Code Enforcement / Abatement Case Files
(lncludes appeals)
Yes: Until
Resolution
When No
Longer
Required -
records actaudits
2 vears
When No
Lonqer
Required
P
Until Cleared
or Project
Completion
Minimum
While
Ordinance is
in Force
Total
Retention

ENGINEE
When No
Longer
Required -
Minimum 2
Vital?
R|NG (32t
Maq,
Mfr, OD.

Ppr
Media
Options
Maq. Ppr
Mag
Ppr
Mfr,OD
Mag, Ppr
Mag, Ppr
s/t
lmage:
l=lmport
M=Mfr
S=Scan
S
Yes: After
QC&OD+
yeaf
Yes: After
QC&OD
Destroy
Paper
after
lmaged &
oc'd?
Description/Comments / Reference
normal retentionsettlement or resurnes
last document + 2since destruction isfolder
lf theis not listedrefer to the Retention forStandards
GC $34090 et seq.

Preliminary drafts not retained in the
ordinarv course of business (the database is
the oriqinal)€€pa*m€n++referen€eiGC
534090 el_seq.

Department Preference_.G1e!iminAryilaftS-:
the Buildinq Permit is the final official
record); GC 534090
cc Q50022.6
Department Preference; GC 534090
FOLSOM, CA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page CD - 4 of 171
Updated: 7 13112022

Page 129 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
Divisions:Admin. (29), Arborist (35), Building (30), Code Enforce. (31), Engineering (32), PlanninS (34), Redevelop. & Housinq (86) Office of
Record
(oFR)
Comm.

Develop. /
Planning or
Building
Comm.

Develop. /
Enqineerinq
Comm.

Develop. /
Engineering
Comm.

Develop. i
Engineering
Comm.

Develop. /
Planning or
Building
Record
Series
No.
277
276
275
274
273
278
32 32
32 Div
No.
32 32
32 Encroachment Permits: Permanent
(Structures in the City's Riqht of Wav,
Retaininq Walls, etc.)
lncludes I nsurance Certifi cates
Developer Payment / Trusts (Contractor's
Trusts)
(ln project file, originals to Finance)
Assessment i Maintenance / Landscape &
Lighting / Street lmprovement District Projects
i Community Facilities Districts
(FORMATTON, BOUNDARIES)
Abandonments / Vacations (Streets) -
Private Development Project Files
(Recorded documents maintained by the
Gity Clerk)
Record Series Title
Flood Control: Reports & Studies
Engineering Comments: Planning & Building
Projects / Plan Check Comments
Encroachment Permits: Temporarv (Street
Permits, Temporarv Construction, Sidewalk
Repairs, Traffic Control, Transportation
Permits. Utility Cuts. etc.)
lncludes I nsurance Certifi cates
Follows
Retention for
Project
P
P
Total
Retention
P
Z 5 years
Minimum 2
years
P
records actaudits and/or innormal retentionresumes after settlement or Yes (all)
Vital?
Yes: Until
Completion
Yes: Until
Completion
Yes: Until
Completed
Media
Options
Maq. Ppr
Mag,
Mfr, OD,
Ppr
Mag, Ppr
Mag
Ppr
Mfr,OD
Mag
Ppr
MfrOD
Mag
Ppr
MfrOD
Mag, Ppr
lmage:
l=lmport
M=Mfr
S=Scan
S
s/t
S
s/t
Yes: After
QC&OD+
yeaF
Yes: After
QC & OD+
yeafs
Destroy
Paper
after
lmaged &
oc'd?
Yes: After
QC&OD+
yeaF
Yes: After
oc&oD+
yeaf
the record is not listedrefer to the Retention forStandards Description/Comments / Reference
GC S 34090
Department Preference; GC 534090
GC $34090 et seq
Department Preference; Statute of
Limitations is 4 - 10 years (for Errors &
Omissions); CCP SS337. 337.1 (a), 337.15,
343; GC 534090.7
GC $34090 et seq
when the act isanda fullfilelast document + 2since destruction isfile Department Preference (l nformation
Systems maintains digital aerials); GC
s34090
Department Preference; GC 534090
FOLSOM, CA, ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page CD - 5 of 171
Updated: 713112022

Page 130 ends

12/13/2022 Item No.5.

REGORDS RETENTION SCHEDULE: GOMMUNITY DEVELOPMENT
Divisions: Admin. (29), Arborist (35). Building (30), Code Enforce. (31), Engineering (32), PlanninS (34), Redevelop. & Housinq (86) Comm.

Develop. /
Engineering
Comm.

Develop. /
Engineering
Office of
Record
(oFR)
Comm.

Develop. /
Engineering
Comm.

Develop. /
Engineering
City Clerk
Comm.

Develop. /
Engineering
280
279
Record
Series
No.
284
283
049
282
281
Div
No.
32 32
32 32
32 32
32 Geotechnical and Soils Reports
Record Series Title
Subdivision Project files
Real Property: (recorded property related
documents) Rights of Way, Easements
Private Development Construction
lnspections
lmprovement Plans
Grading Permits & Plans
Transportation Permits / Wide Load Permits
Total
Retention
P
P
P
P
P
Expiration +
2 years
P
Vital?
Yes (all)
Ppr
Mag,
MfrOD,
Ppr
Mag,
MfrOD,
Media
Options
Mag, Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag
Ppr
MfrOD
Ppr
Mag
MfrODS
S
S
lmage:
l=lmport
M=Mfr
S=Scan
S
S
S
Destroy
Paper
after
lmaged &
oc'd?
Yes: After
QC&OD2
yea+s
Yes: After
QC&Op+
yea+
Yes: After
QC&OD+
yeaf
Yes: After
QC&OD+
year
Yes: After
QC&OD+
year
Yes: After
QC&Op+
yeaF
retention records actaudits and/orresurnes after seftlement or Description/Comments / Reference
Department Preference; GC 534090
Department Preference; GC 534090
when the act isanda full file folderlast document + 2since destruction isfile folder. the record is notrefer to the Retention forWide Standards GC S34o9o
Department Preference; GC 534090
Department Preference (copies); GC
s34090.7
Department Preference; GC 534090
Department Preference; GC S34090
FOLSOM, CA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page CD - 6 of 171
Updated: 713112022

Page 131 ends

12/13/2022 Item No.5.

REGORDS RETENTION SCHEDULE: GOMMUNITY DEVELOPMENT
Divisions:Admin. (29), Arborist (35). Building (30), Code Enforce. (31), Engineering (32), Planning (34), Redevelop. & Housinq (86) Parks+-
Re€re€ti€n-
€€'mm-
Sevelop,+
faneseape+
tigh+in+
Bistriets
Parks+-
Re€re€+i€4q-
€€mlF-
gevel€p,+
ta€ds€ap*
fiChfrFrr
Bistrie+s
Office of
Record
(oFR)
Depad-
Prevtdine
Serviee /
W€+k
285
274
Record
Series
No.
295
33 Div
No.
33 33
@W
Record Series Title
Plannine Proieet F
ffi
@eingr
ie-
Netieing ; Enviren mental Determinatiens; Staff
@
Maps; Planned Unit Develepments (PUD); Site
ffi
Gen+rae+s
Syears
Total
Retention
P
gemptetien-+
5:year€
Ves{ge+e+e
eemptetien)
Yes: Until
Ssbmitte4
te+eunty
Vital?
Yes
Mag-
@
Ppr
*qag6+pr
Media
Options
Mag,
S#F,€D-
Ppr
s#
lmage:
l=lmport
M=Mfr
S=Scan
s
records actaudits and/ornormal retentionresu/nes after settlement or Destroy
Paper
after
lmaged &
QC'd?
Yes-
When
Ves{a+e+
€eme{€t+en
)
Descri ption/Comments / Reference
@ing-W
when the act isanda full file folderlast document + 2since destruction isfile folder. is not listedrefer to the Retention forWide Standards
fellew threugh with permit may be destreyed
@
@
te be kept a "reasenable perred ef time"; 11
FOLSOM, CA. Ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior wriften permission from GGS (909) 337-3516 Page CD -7 of 171
Updated: 713112022

Page 132 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: GOMMUNITY DEVELOPMENT
Divisions:Admin. (29), Arborist (35), Building (30), Code Enforce. (31), Engineering (32), Planning (34), Redevelop. & Housinq (86) Depa*-
Previe+ng-
Serviee /
Werk
Office of
Record
(oFR)
Comm.

Develop i
Planning
AND
City Clerk
Comm.

Develop i
Planning
Comm.

Develop /
Planning
Comm.

Develop i
Planning
%
Record
Series
No.
288
291
290
289
Div
No.
33 34
34 34
34 Record Series Title
Agricultural Preserves / Williamson Act
2+733s:yea+s*+aePpr
D€pa*-
ereveing
Werki
€ep9
l4affag€men+Sys*em)
Environmental Determinations / CEQA:

Environmental lmpact Reports (El Rs),
Negative Declarations, etc. )
Inside City boundaries
Census, Demographics
Annexations / Boundaries / Consolidations /
LAFCO
Total
Retention
lnde$nite
P
When No
Longer
Required
P
P
Vital?
Mag
Media
Options
Ppr
Mag,
MfroD,
Ppr
Mag, Ppr
Ppr
Mag,
MfrOD
lmage:
l=lmport
M=Mfr
S=Scan
s/r
s/t
Destroy
Paper
after
lmaged &
oc'd?
Yes: After
QC&OD
Yes: After
OC&OD
Description/Comments / Reference
actaudits and/orretentionresumesor
when the act isanda full file folderIast document + 2since destruction isfile the record is not listedrefer to the Retention for
Department preference; GC 534090
Usually filed in the project file; Final
environmental determinations are required
to be kept a "reasonable period of time"; 14
CcR S15095(c); GC S340e0
Census Bureau is OFR; GC $34090 et seq
Land Records; GC 534090
FOLSOM, CA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior wriften permission from GGS (909) 337-3516 Page CD - 8 of 171
Updated: 713112022

Page 133 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
Divisions:Admin. (29), Arborist (35), Building (30), Code Enforce. (31), Engineering (32), Planning (34), Redevelop. & Housinq (86) Comm.

Develoo /
Planninq
Comm.

Develop /
Planning
Comm.

Develop i
Planning
Office of
Record
(oFR)
Record
Series
No.

Div
No.Record Series TitleTotal
RetentionVital?Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Destroy
Paper
after
lmaged &
Description/Comments / Reference
?
the record is not listedrefer to the Retention forStandards when the act isanda full file folderIast document + 2since destruction isfile records actaudits and/or innormal retentionresumessettlement or Commun.

Develop. /
Planninq
Environmental Determinations / CEQA:

Environmental lmoact Reports (ElRs).

Neqative Declarations. etc. )Project
Approval or
Denial + 2
years
Not all internal communications and notes
are required to be saved: "E-mails that do
not provide insiqht into the proiect or the
agencv's CEQA compliance with resoect to
the proiect
- are not within the scope of
section 21167.6, subdivision (e) and need
not be retained." Golden Door Properties.

Maq.

Correspondence submitted to. orPpt
D
21167
294
293
278
292
34 34
34 34
Materials Boards
Master Plans, Specific Plans, Bikeway Plans,
etc.

General Plan. Elements and Amendments
Flood Zones
Environmental Determinations / CEQA:

Environmental lmpact Reports (ElRs),
Negative Declarations, etc.)
Outside City boundaries
After
Completion
of Proiect
P
P
P
When No
Longer
Required
Yes (all)
Mao. Ppr
Mag,
Mfr, OD,
Ppr
Mag
Mfr. OD
Ppr
Mag
MfrOD
Ppr
Ppr
s/t
s/l
S
Yes: After
Amended
Yes: After
Amended
Yes: After
oc&oD+
yea+
Preliminarv Drafts; GC Q34090
Department Preference; GC 534090
GC 534090
Department Preference; GC 534090
Non-records; ElRs and Negative
Declarations within the City Boundaries are
with the project file
FOLSOM, CA. OzoOz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page CD - 9 of 171
Updated: 713112022

Page 134 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: GOMMUNITY DEVELOPMENT
Divisions: Admin. (29), Arborist (35), Building (30), Code Enforce. (31), Engineering (32), Planning (34), Redevelop. & Housinq (86) Comm.

Develop /
Planning
Comm.

Develop i
Planning
Comm.

Develop /
Planning
Comm.

Develop
l+J65+62'.72
+6+62'.70
records actaudits and/ornormal retentionresumes after settlement or Office of
Record
(oFR)
Record
Series
No.

Div
No.Record Series TitleTotal
RetentionVital?Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Paper
after
lmaged &
Description/Comments / Reference
the record is not listedto the Retention forSfandards
when the act isanda full file folderlast document + 2since destruction isfile folder. 298
297
296
295
34 34
34 34
Preliminary ReviewFile-- NO Aoolion
Form Submitted
Planninq Proiect Files - Withdrawn or
Expired Applications
Examples: Conditional Use Permits (CUPs),
Design Review, Lot Line Adjustments, Parcel
Maps, Planned Unit Developments (PUD), Site
Plans, Tentative Subdivisions, Variances, Zone
Changes, etc.

Planninq Proiect Files - Approved &
U naoproved Temporarv Entitlements :

Christmas Tree Lots, Debris Boxes,
Temporary Signs, etc.

Phnntna PraiccfFitee - Annrnvad *
Denied Permanent Entitlements
(lncludes Associated CEQA Noticing,
Conditions of Approval, Findinqs, Public
Noticing, Environmental Determinations, Staff
Reports, Plans & Maps)
Examples: Conditional Use Permits (CUPs),
Design Review, Lot Line Adjustments, Parcel
Maps, Planned Unit Developments (PUD), Site
Plans, Tentative Subdivisions, Variances, Zone
Changes, etc.

When No
Longer
Required
Expiration +
2 5 years
Expiration +
2 years
P
Yes
Yes
Yes
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC&OD
When
lffaetive
Preliminary Documents (no application
submitted); GC S34090
Department preference; prejee*-nave-a-+
pe+iee+as-expire+ GCSS34090,€4090+
Temporary uses; Department maintains
complete files for administrative purposes;
GCSS34090
Deoartment preference ;Prejeets-have-a?
@
@Department
maintains complete files for administrative
purposes; Final environmental
determinations are required to be kept a
"reasonable period of time"; 14 CCR
S1 5095(c); GCSS34090, 34090.7
FOLSOM, GA. Ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior wriften permission from GGS (909) 337-3516 Page CD - 1O of 171
Updated: 713112022

Page 135 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
Divisions:Admin. (29), Arborist (35). Building (30), Code Enforce. (31), Engineering (32), Planning (34), Redevelop. & Housinq (86) Comm
Develop/
Planning
Comm.

Develop i
Planning
Comm.

Develop /
Planning
Comm.

Develop /
Planninq
Office of
Record
(oFR)
ei$ge+f-
Commun.

Develoo. /
Redev. &
Housing
e*Vele*
Comm.

Develop /
Planning
301
300
299
Record
Series
No.
771
770
s0€
302
34 Div
No.
86 34
34 34
86 86
Regional Organizational Studies & Programs
where other Agencies are the Lead (e.9. Air
Quality Studies, etc.)
Project Log lndex / Spreadsheet i Binders of
Historic Actions
Preliminarv Review WITH Application Form
Submitted
Record Series Title
Applications for Loans: Rejected (First Time
Home Buyers, LifeiSafety, etc.)
eeune+-nSA-8+F+
Zoning Maps of Siqnificant Historical Value
Zoning Amendments, Zoning Text
Amendments
@iens-
€ePsl
)EVELOPME
P
Minimum 2
vears
Total
Retention
gepies--
When Ne
t€ng€F
neeuired
P
P
When No
Longer
Required
tsngeF
Reeuired
2 years
Yes (all)
Yes
Yes
Vital?
Ppr
Mag,
MfroD,
Mag, Ppr
Mag,
Mfr, OD,
Ppr
Maq. Ppr
Media
Options
Mag-
M+E-OD'
Ppr
Mag, Ppr
Magr
MfE-gDr
Pp+
Mag
Ppr
MfrODS
s/l
s/r
lmage:
l=lmport
M=Mfr
S=Scan
s
records actaudits and/ornormal retentionresumes after settlement or Destroy
Paper
after
lmaged &
oc'd?
Ves**e+
e€+€+-
23ears
Yes:_After
QC&OD
N€
Yes:_After
QC&OD
Ne
Yes:_After
QC&OD
No
Description/Comments / Reference
Department Preference (copies); GC
s34090.7
Non-records; GC $34090 et seq
Department Preference; GC 534090
Department Preference: GC Q34090
when the act isandafolderIast document + 2since destruction isfile folder. record is not listedrefer to the RetentionWide Standards s34O9H
GC S34o90
GC{3409e+
Department Preference; City Clerk
Maintains originals of all documents that
were presented to Council; GC 534090.7
FOLSOM, GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior wriften permission from GGS (909) 337-3516 Page CD - 11 of 171
Updated: 713112022

Page 136 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: GOMMUNITY DEVELOPMENT
Divisions:Admin. (29), Arborist (35). Building (30), Code Enforce. (31), Engineering (32), Planning (34), Redevelop. & Housinq (86) Commun.

Develoo. /
Redev. &
Housing
Planning
G€mmun-
Deve+op,+
Redev=&
F+eusing
Commun.

Develop. /
Redev. &
Housing
Office of
Record
(oFR)
Record
Series
No.

DivRecord Series TitleTotal
RetentionVital?Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Paper
after
lmaged &
Description/Comments / Reference
No.
the record is not listedforWide Standards
when the act isanda full file folderlast document + 2since destruction isbfile folder. records actaudits and/ornormal retentionresu/nes after settlement or 775
774
+4
772
86 8€
8€
86 Housing Programs: Grants
WITHOUT a Recapture / Resale Restriction
ffi'-
b€undaries
Envirenmental Bet i€ns-
beunda+ies
Economic Development (lssues andior
projects will vary over time - e.g. Proposed
Hotels, etc.)
Loan Pav-off
OR
Foroiveness
+ 5 vears
q,frer+undin€
Ag€n€)F
Aud+H+
resr$Fed*
Minirnum 5
yeafs
tengeF
nequireg
P
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
lssues
Mag
Mfr,OD
Ppr
Pfr
Ppr
Mag, Ppr
sir
Yes: After
QC&OD
21ears
HUD requires 5 vears after the proiect
comoletion; documents imoosinq recapture
/ resale restrictions are 5 vears after the
affordability period terminatesl Uniform
Admin. Requirements for Grants to Local
Governments is 3 years from expenditure
report; @
yars;24 CFR SS92.508, 570.502, 982. 1 58.
884.214:29CFR97.42; HUD Notice PIH 98.

48. 99-49; GC 534090
@ive-
Deelaratiens within the City Beundaries are
with+hefreje€t++e
@
W
GC 534090
FOLSOM, GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page CD - 12of 171
Updated: 7 13112022

Page 137 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: GOMMUNITY DEVELOPMENT
Divisions: Admin. (29), Arborist (35). Building (30), Code Enforce. (31), Engineering (32), Planning (34), Redevelop. & Housinq (86) Office of
Record
(oFR)
Commun.

Develoo. /
Redev. &
Housino
Commun.

Develop. /
Redev. &
Housing
Gommun.

Develop. /
Redev. &
Housing
Record
Series
No.
776
777
86 Div
No.
86 when the act isa full file folder and
Record Series Title
Housing Programs: Loans (First Time Home
Buyers, Life/Safety, etc.)
WTHOUT a Recapture / Resale Restriction
Approved by RDA Citizens Advisory
Committee
Redevelopment Project Files: lncludes
@Planning
Documents, Phases, etc.

Housinq Proqrams: Affordable Housinq
Proiects. Rehabilitation. CDBG-funded
Housinq Proiects. HOME, etc.

WITH a Recapture / Resale Restriction
Loan Pay-off
OR
Forqiveness
+ 5 Years
Total
Retention
Life of
Project Area
Lonqer
5 vears after
the
Affordabilitv
Period
Terminates,
or the Written
Aqreement
Terminates,
Whichever is
records actaudits and/or
Vital?
Period
Terminates
Yes:

Before
Completion
Media
Options
Ootical
Disk
(Laserfic
he)
Mag
Ppr
Mfr,OD
Mag
Ppr
MfrOD
lmage:
l=lmport
M=Mfr
S=Scan
Yes
(Laserfiche)
s/t
S
Yes: After
oc&op
4-year
Destroy
Paper
after
lmaged &
oc'd?
Yes: After
QC&OD
Ne
Yes: After
QC&OD
Description/Comments / Reference
normal retentionresumesor
last document + 2since destruction isfile folder,
lf the record islistedrefer to the Retention forSfandards HUD requires 5 vears after the proiect
completion: documents imposino recapture
/ resale restrictions are 5 vears after the
affordability period terminates: Uniform
Admin. Requirements for Grants to Local
Governments is 3 years from expenditure
report;@
years 24 CFR SS92.508, 57 0.502, 982. 1 58.
884.214: 29 CFR97.42; HUD Notice PIH 98.

48. 99-49; GC 534090
Department Preference; e++V-l*ana9eF
@;Gc
s34090.7
HUD reouires 5 years after the project
completion: documents imposinq recapture
/ resale restrictions are 5 vears after the
affordabilitv period terminates: Uniform
Admin. Requirements for Grants to Local
Governments is 3 years from expenditure
report; 24 CFR QQ92.508. 570.502.
982j 58. 884.21 4: 29 CFR 97 .42: HUD
Notice PIH 98-48. 99-49: GC 534090
FOLSOM, GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page CD - 13 of 171
Updated: 713112022

Page 138 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: GOMMUNITY DEVELOPMENT
Divisions:Admin. (29), Arborist (35), Building (30), Code Enforce. (31), Engineering (32), PlanninS (34), Redevelop. & Housinq (86) Commun.

Develop. /
Redev. &
Housino
Office of
Record
(oFR)
Finan€e
Commun.

Develoo. /
Redev. &
Housing
Commun.

Develoo. /
Redev. &
Housing
Record
Series
No.
78e
779
778
86 86
Div
No.
86Staternent ef lndebtedness / Annual Repert te
@
Site Clearance / Soils Remediation /
Mitigation
Relocation Files
Redevelopment Proiect Files:

Correspondence, Administration, etc.

Record Series Title
P
When Ne
tengeF
nequireg
Settle + 5
years
2 years
Total
Retention
gepies-
When Ne
tong€F
nequireg
Vital?
Yes:

Before
Completion
Yes: Until
Settlement
Media
Options
Mag-,+pr
Mag,
Mfr, OD,
Ppr
Mag
Ppr
MfrOD
Maq. Ppr
lmage:
l=lmport
M=Mfr
S=Scan
S
S
Yes: After
QC&OD
N€
Yes: After
oc&op
lna€tive
Destroy
Paper
after
lmaged &
oc'd?
Description/Comments / Reference
records actaudits and/orretentionresumes after settlement or when the act isanda full file folderlast document + 2since destruction isfile folder, the record is not listedrefer to the Retention forSfandards eepes.,€e$Aagg+7
C€p+es; GC 534090.7
Consistent with Claims; CCP SS 337 et
seq.; GC SS 94+ 34090, 34090.6; PC
s832.5
Department Preference: GC Q34090
FOLSOM, CA. Ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior wriften permission from GGS (909) 337-3516 Page CD - 14of 171
Updated: 713112022

Page 139 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: ENVIRONMENTAL & WATER RESOURCES Divisions: Engineering Compliance (90), Hazardous Material (91), Sefidf#ase{92} Waste Water (93), Water (94) Utilities /
Engineering
&
Compliance
Office of
Record
(oFR)
Utilities /
Engineering
&
Compliance
800
Record
Series
No,
801
Div
No.
90 90
Record Series Title
Capital lmprovement Projects (ClP) /
Jobs: lnfrastructure and Facilities
Gonstruction where Utilities is the lead
department:

Permanent File (Plans, Specifications,
Bids/RFPs, Successful Proposal, lnspection
Records, Materials Testing Reports,
Grading Permits, Soils Reports, Studies,
Surveys, etc.)
Gapital lmprovement Projects (ClP) /
Jobs : lnfrastructure and Facilities
construction where Utilities is the lead
department:

Administration File (Project Administration,
Certified Payrolls, Project Schedules, etc.)
Total
Retention
P
Completion +
1 0 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Yes: Until
Completed
Vital?Media
Options
Mag
Ppr
MfrOD
Mag,
Mfr, OD,
Ppr
lmage:
l=lmport
M=Mfr
S=Scan
S
S
Yes: After
QC & OD+
yeaf
Destroy
Paper after
lmaged &
QC'd?
Yes: After
QC & OD_+
yeaf
Description/Gomments / Reference
For disaster preparedness purposes (City Clerk
does not maintain Specifications, RFPs, Plans,
Materials Testing Reports, etc.); GC S34090
records actaudits and/orresumes after
a full file folderlast document + 2s/ncefile folder,
the record is not listedtofor
Send original Notices of Completion to the City
Clerk; Retained for disaster preparedness
purposes (City Clerk does not maintain Plans,
Materials Testing Reports, etc.); GC 534090
FOLSOM, CA. Ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Page W&QWR - 1 of 14
Updated: 812212022

Page 140 ends

12/13/2022 Item No.5.

RECORDS RETENTION SGHEDULE: ENVIRONMENTAL & WATER RESOURGES Divisions: Engineering Compliance (90), Hazardous Material (91), Se+idfruas+e{92); Waste Water (93), Water (94) Utilities /
Engineering
&
Compliance
Utilities /
Engineering
&
Compliance
Utilities /
Engineering
&
Compliance
Utilities /
Engineering
&
Compliance
Utilities /
Engineering
&
Compliance
records actnormal retentionafter settlement or
lf the record is notforSfandards
when the act isanda full file folderlast document +since destruction is Office of
Record
(oFR)
806
805
804
803
802
Record
Series
No.

Div
No.
90 90
90 90
90 Record Drawings / "As-Builts"
Project Files: Regional Projects: Water
Forum / Regional Water, etc.

Preliminary Studies i Project Assessments
(Not Acquired or Developed)
Master Plans / Studies: Water, Sewer
Master Plans, etc.

Grants / Reimbursable Claims / Subventions
(UTILITIES - SUCCESSFUL Reports, other
records required to pass the funding
agency's audit, if required)
Applications (successful), program rules,
regulations & procedures, reports to grant funding
agencies, correspondence, audit records,
completion records
Record Series Title
P
When No
Longer
Required
tonge+
neqt*re+-
Minimum 2
VEATS
P
After Funding
Agency
Audit, if
required -
Minimum 8
years
Total
Retention
Yes (all)
Yes (all)
Vital?
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag
Mfr. OD
Ppr
Mag
Mfr. OD
Ppr
Mag, Ppr
Media
Options
S
S
S
S
lmage:
l=lmport
M=Mfr
S=Scan
No
Yes: After
QC & Op+
yea+
Yes: After
oc-&_Qp
Yes: After
QC&OD
Ns
Destroy
Paper after
lmaged &
QC'd?
Department preference; GC 534090
Other Agencies are the Lead, and maintain
records; GC 534090 et seq.

Department Preference; GC 534090
Some master plans do not go to Council;
Department Preference for historical purposes ;
GC 534090
Department preference; Meets auditing
standards; Grants covered by a Consolidated
Action Plan are required for 5 years; Uniform
Admin. Requirements for Grants to Local
Governments is 3 years from expenditure report
or final payment of grantee or subgrantee;
@;2cFR200.334:@
++saJP{Eh 24 CFR 8+.4+ 91 .1 05(h), 92.505, &
570.502(a), 28€FR€ffi 29 cFR 97.42;40
r.Er: e4 At.44atrF2 1q Lt. L C.trA At AU.OMB
Circular A-110 & A-133.320(g); GC $34090; GC
Q8546.7
Description/Comments / Reference
FOLSOM, GA. OZOoz Gladwell covernmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior wriften permission Page W&QWR - 2 of 14
Updated: 812212022

Page 141 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: ENVIRONMENTAL & WATER RESOURCES Divisions: Engineering Compliance (90), Hazardous Material (91), Sefiefnfas+e-€Z! Waste Water (93), Water (94) {J+il+ties*
Haza+det*s-
Ma+e+ial
{J+ilitie+l
l+azaCe$s-
S/ate+ial
U+ilities4
Haza+d€ss-
Ma+erial
U+il+ties4
S€lid-ll/asle-
erl4aza+det*s
Ma{e+ial
tJ+ilities4
Flrazardeus-
Ma+eriat
City Clerk
Utilities /
Engineering
&
Compliance
lf the record is not listedrefer to the Retention forSfandards when the act isanda+2since destruction isfile folder
normal retentionresu/??es
Office of
Record
(oFR)
8€
e12
81+
81€
809
808
807
Record
Series
No.
9+
9+
9+
9+
9+
90 90
Div
No.

Heuseheld Hazardeus Waste €elleetien
ffi+ie+t-
@
Cmpteyees)
Was+e
i@
Water Rights
Subject / Reference I Library
Record Series Title
P
P
Sepa+atien-+
31e€r€
C+year€
Atdi+-+-S
yea+s
P
tongeF
eequireg-
Minimum 2
vears
Total
Retention
Yes
Yes (all)
Vital?
Magr
M+rgsr
Pp+
Mag-
U+t€D;
P"r
Mag,
M+iOS,
PpF
Mag-
M+r,-eD'
Per
Magr
M+E-gDr
Per
Mag,
Mfr, OD,
Por
Mag,
Mfr, OD,
Ppr
Media
Options
S
si+
s
slr
s
S
S
lmage:
l=lmport
M=Mfr
S=Scan
Ves=4fiet
e€+€D
When
fi+aetive
Yes: After
Q€SD
Ves-:f*et
ec+€B
l€a€tive
Yes: After
o€-&-oD
Yes=jfier
ereD
When
lfi€€tive
Yes: After
QC&OD
N€
Yes: After
QC&OD
Destroy
Paper after
lmaged &
QC'd?
Department Preferenee te eemply with Permit
@
waste generaters are required fer 3 years); I
Department Preferenee; GG 534090; 1'1 GCR
+s€€o=8td)
Department preference (copies); GC 534090.7
Department Preference; GC $34090 et seq.

Description/Gomments / Reference
FOLSOM, CA. OZOoz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior wriften permission Page W&QWR - 3 of 14
Updated: 812212022

Page 142 ends

12/13/2022 Item No.5.

REGORDS RETENTION SCHEDULE: ENVIRONMENTAL & WATER RESOURCES Divisions: Engineering Compliance (90), Hazardous Material (91), Sefigfp*as+e{92)i Waste Water (93), Water (94) U*ilities4
Selid Waste
er-Hazardeus
Mate+C
Utilities-l
S€lid-1#€sfe
utilities4
S€lid-lrry€$e
{J+iHties-l
S€{id-l#aste
u+ilities-l
Haza+de++s-
Ma+e+ial
u+it+ties*
++azaFdess-
tda+erial
audits and/ornormal retentionresurnes after settlement or Office of
Record
(oFR)
Record
Series
No.

Div
No.
lmage:Destroy
Record Series TitleTotal
RetentionVital?Media
Options
l=lmportPaperDescription/Gomments / Reference M=Mfrlmaged & S=ScanQC'd?
the record is not listedrefer to the Retention forWide
when the act isa+2since destruction is
84S
el€
g1+
81€
845
&14
*
92 s2
s2
9+
9+
e+e=
€€rq+afrina+ed-Si{es
ianee-
eeeyetlng-Even+s
$+years
eempte+ien-+
S1ears
P
+g-Vea+s
When Ne
t€ngeF
neg{rired-
Minimum 2
Yeafs
P
Veslge+e+e
€empleti€n)
Mac-
V+r,eg;
Ppr
Magr
[q+;osr
Ppr
Mag-
l*+€sr
PPr
l+agr,+W
Magr+pr
Mag-
l#+eB'
Per
sll
sll
s/+
sil
Yes: After
e€-&.eD
Yes&
e€+€p
Afte+-
eempte+ien
Yesi\Fhec
e€-8-€D
+naetive
Ves+1,+er-
e€-&€p
When
fiqa€+ive
Department Preferenee; Censistent with statute
cFR 262,40; I CCR 3204(dXl )$); 22 CCR
W
Department preferenee; ea {co2 ^^-^rr^^^^ r^
reeui
s34990
FOLSOM, CA, ozooz Gladwell Governmental Services, lnc. (909) 337-35'16 - all rights reserved Do not duplicate or distribute without prior written permission Page W&QWR - 4 of 14
Updated: 812212022

Page 143 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: ENVIRONMENTAL & WATER RESOURCES Divisions: Engineering Compliance (90), Hazardous Material (9t), SefiA-+gasie{94 Waste Water (93), Water (94) {J+ili{ie's4
S€l+d{#€s+e-
er-HazaCeus
Ma*eriat
U+ilitie+l
Selid Waste
tJttilities4
S€{id-lAlaste
{J+i}ities*
S€+id{#as[e
{J+il+tie+l
€elidl#asie
{J*ilities*
Selid Waste
{#ilities*
S€fid-l#as{e
{J+ilities4
S€{id-lltlasfie
record is
when the act isanda full file folderlast document + 2since destruction isfolder. records actaudits and/ornormal retention
Office of
Record
(oFR)
&27
826
&25
w
923
*2
&2+
829
Record
Series
No.
92 I
+2
+2
92 s2
92 92
Div
No.
ia-
i
W
ele-.)
en$
l{aza+d€{rs-lAras*e
Record Series Title
lndefinite-
+g-Vears
Sfears
Superseeee
P
lg+Vears
lAlhen-
Sspe{€ede+
EF
Upon-
Seearatien
+years
Total
Retention
Yes
Vital?
Mag
*+ae,+W
t!4a9,+pr
*+ae,+pr
Mac,
M+c,€D;
Ppr
Mag,
*n+rgB;
PPF
Mag+pr
*qagr+pr
Media
Options
s#
st+
lmage:
l=lmport
M=Mfr
S=Scan
Yes+A#eF
ereg
l+a€tive
Yes+lfiet
ec-&€D
N€
Destroy
Paper after
lmaged &
QC',d?
F40se
Oratt wnen me new en
e+€e+
BeBa*ment Breferene
Bepartment Preferenee; Selid Waste Transfer /
Preeessing is 3 years; Nen hazardeus Ash
Bispesal is 5 years; 14 CCR 17379(a); 11 CGR
18660,8(d); 14 €CR 17414(b);GC S31090 et,
se+
Description/Comments / Reference
FOLSOM, GA. Ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Page W&QWR - 5 of 14
Updated: 812212022

Page 144 ends

12/13/2022 Item No.5.

REGORDS RETENTION SCHEDULE: ENVIRONMENTAL & WATER RESOURCES Divisions: Engineering Compliance (90), Hazardous Material (91), SefiA+*ase{92} Waste Water (93), Water (94) Finance
Utilities /
Wastewater
Utilities /
Wastewater
{Jtilities4
Wastewaier
{Jtilitiesl
S€{id-l#as[e
U+itities*
S€lid-+o*€sfe
Office of
Record
(oFR)
Record
Series
No.

Div
No.
lmageDestroy
Record Series TitleTotal
RetentionVital?Media
Options
l=lmportPaperDescription/Comments / Reference M=Mfrlmaged & S=ScanQC'd?
thenotthe Retention forStandards
when the act isanda full file folderlast document +tsfile records actauditsnormal retentionresurnesor
{J+ili+ies-A
Sefi4\Ar'asb-Aett etf gentraee (een
@eempbtien
MagrVestA#ec
e€+€p
lna€tive'
828*t s:yearsPer
Ma+e+ial
834
833
832
83+
839
w
93 93
93 93
92 92
Chemical Usage Reports i Bills of Lading
Chains of Custody - Wastewater twate+-
es+ng jns+ru€+iens)
AQMD Permits (Generators, etc.)
ARB)
Waste Hauler Permits
Copies -
When No
Longer
Required
17 years
Expiration of
Permit + 5 2
VEATS
P
s-years
Expira+r€n-+-
2-vears
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mac-
M+r'-eD;
Pfr
A4ag6Ppr
*+agr+pr
g+
Y-es+4fiet
ec-&€++
yeaf
Attached to invoices; GC 534090
Department Preference to conform with NPDES
retention for bacterioloqical and organics for
potable water ; GC $34090 et seq.; 40 CFR
141.33(a) and (bX1): 22 CCR Q64470
40 CFR 70.6: Depa*menlpreferenee;GC
s34090
w
FOLSOM, CA. OZOOz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without priorwritten permission Page W&QWR - 6 of 14
Updated: 812212022

Page 145 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: ENVIRONMENTAL & WATER RESOURCES Divisions: Engineering Compliance (90), Hazardous Material (91), Sefiefn+as+e-€Zl Waste Water (93), Water (94) Utilities /
Wastewater
Utilities /
Wastewater
Utilities /
Lead Div
Utilities /
Wastewater
Utilities /
Wastewater
Utilities /
Wastewater
OR Maint.

Office of
Record
(oFR)
{J{itities*
837
836
023
835
Record
Series
No.
g3g
838
93 93
Div
No.
93 93
93 93
when the act isanda
Confined Space Entries
Record Series Title
M
Generator Operation Logs (forf\ll fixed4
sta+ien€+y generators) i lnspections
FOG Proqram (Fat, Oil & Grease)
Daily Safety Checks / DMV Reports / Daily
Work Reports / Vehicle lnspections / Daily
Equipment Checks
Daily Logs / Diaries i*lant€pe+atiens-
€heeklis+sJ Reports / Round sheets / Check
sheets / Shift Supervisors Logs fgpe+a+er
tess
Correspondence - Regulatory Agencies
7 years
When Ne
tengeF
*equired-
Minimum 10
VCATS
Z 3 years
Total
Retention
g+y€ar€
5 3 years
5 years
2 years
Vital?
Yes: While
Active
lssues
Mag, Ppr
Media
Options
Mag, Ppr
Mao. Ppr
Ppr
Mag, Ppr
Mag, Ppr
Mag-
M+r€D;
Ppr
lmage:
l=lmport
M=Mfr
S=Scan
s++
Destroy
Paper after
lmaged &
QG'd?
Ves+{+er-
e#g-+
yeaf
Description/Comments / Reference
13 CCR 1234(c): GC 534090
Department preference (EPA can go back 7
years); 40 CFR 122.411)(2)
Department preference; Some correspondence
from Regulatory Agencies need to be retained
for long periods of time; GC S34090
8 CCR 51s7(d)(14) & (e)(6): 29 CFR
1 91 0.1 46(eX6): GC S34090 €€d€-€'f+€d€ral
14#$@
audits and/ornormal retentionor
since destruction is +b
the record is not listedrefer to the Retention forSfandards 2 years is required by AQMD; GC 534090
for 3 vears: 40 CFR 403.12: GC $34090 et seq.

Department Preference (meets State
requirements): NPDES Monitorinq records
reorrired for 3 vears: POTW reoorts are reouired
FOLSOM, CA. ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Page W&QWR - 7 of 14
Updated: 812212022

Page 146 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: ENVIRONMENTAL & WATER RESOURCES Divisions: Engineering Compliance (90), Hazardous Material (91), Sefid+gas+e{92); Waste Water (93), Water (94) Utilities /
Wastewater
Utilities /
Wastewater
Utilities /
Wastewater
Utilities /
Lead Div.

U+ilities*
{Jtili{ies-l
Vr'asiewa+e+
Lead Dept.
actnormal retentionafter settlement or
Office of
Record
(oFR)
Record
Series
No.

Div
No.
lmage:Destroy
Record Series TitleTotal
RetentionVital?Media
Options
l=lmportPaperDescription/Comments / Reference M=Mfrlmaged & S=ScanQC'd?
the record is notforStandards
when the act isanda full file folder/asf+since destruction is 846
845
844
843
84 841
840
93 93
93 93
93 93
93 Permits (Various Operating Permits)
Outside Agencies - Organizations
Wastewater Collections Operateds-
Certifications
Operations & Maintenance Manuals / O & M
Manuals
NPDES Permits Wastewater
W
Celleetien
Material Safety Data Sheet (MSDS) / Safetv
Data Sheets (SDS) / Chemical Use Report
Form (or records of the chemical /
substance / agent, where & when it was
used)
P
When No
Longer
Reouired
Expiration +
2 vears
Sen+Cepf
te Human
Rese+*ees
Superseded'
Minimum 2
vears
Cxpira+ien-+-
T1ea+s
7+ears
30 years
Mag
MfrOD
Ppr
Mag, Ppr
Mag,
Mfr. OD,
Ppr
Mag, Ppr
Magr
U+I-OB,
PBr
l+aq,+p+
Mag,
MfrOD,
Ppr
s/t
s/l
s++
S
Yes: After
QC & OD+
yeaf
Yes: After
QC&OD
Yes+4,*ec
ec-&-gD-+
yeaf
Yes: After
QC&OD
lna€tive
Department preference; GC 534090
Non-records; GC 534090
@;Gc
s34090+
Department preference; GC S34090
Be^artment preferenee; Permits are fer 5 years;
Menitering reeerds required fer 3 years; 40 CFR
W
NPBES erder; Meni
years in Federal law
12244
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long as a
record of the chemical i substance / agent,
where & when it was used is maintained for 30
years; Applies to qualified employers; Claims
can be made for 30 years for toxic substance
exposures; 8 CCR 3204(dX1XBX2 and 3),29
cFR e10.1020(dxl xiixB), GC s34oeo
FOLSOM, GA. ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Page W&QWR - 8 of 14
Updated: 812212022

Page 147 ends

12/13/2022 Item No.5.

RECORDS RETENTION SGHEDULE: ENVIRONMENTAL & WATER RESOURCES Divisions: Engineering Compliance (90), Hazardous Material (91), Sefief#ase{92)r Waste Water (93), Water (94) Utilities /
Wastewater
Utilities /
Wastewater
Utilities /
Wastewater
Utilities /
Wastewater
Utilities /
Wastewater
Utilities /
Wastewater
Utilities i
Wastewater
OR Maint.
records actaudits and/ornormal retentionor
when the act isand+2since destruction isfile folder.
lf the record is not listed here. refer to the Retention for Citv-Wide Sfandards Office of
Record
(oFR)
852
851
850
849
848
847
Record
Series
No.
93 93
93 93
93 93
Div
No.

Sewer Svstem Manaqement Plans (SSMP)
and Audits. Sanitarv Sewer Overflows
(SSOs). / Sanitary Spills Overflow
Prevention Plan (SSOPP) and Sanitarv
Sewer Overflow Response Plan
SCADA Database (Supervisory Control and
Data Acquisition) - Wastewater
Safety & Certificates - Employee Training
lncludes copies of certifications and training
not sent to Human Resources
Reports, Monitoring, Samples, Studies &
Testing (Annual i monthly / daily:

Calibration, compliance, flow data, meter
readings, etc.)
Pumping Stations / Sewer Lift Stations /
Motor Logs, etc.

Process Control Documents i SOPs -
Standard Operating Procedures
Pressure Vessel Certifications or Permits
(Air Compressors, Propane, etc.)
Record Series Title
5 vears
lndefinite
Sepa+a*ien-+
a5 years
7 years
P
Superseded
+ 2 vears
Expiration of
Certificate or
Permit
Total
Retention
Yes
Vital?
Maq, Ppr
Mag
Mag,
Mfr, OD,
Ppr
Mag, Ppr
Mag
MfrOD
Ppr
Mag, Ppr
Mag,
MfrOD,
Ppr
Media
Options
S
s/r
S
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
When
+Fae+ive
Yes: After
QC & OD+
yea+s
Yes: After
QC & Op+
yea+
Destroy
Paper after
lmaged &
QC'd?
40 CFR 122.41(iX2); SWRCB Order 2006-03:

GC Q34090
Department preference; plans must be updated
everv 5 vears arrdits are reorrired everv 2 vears:

Data is interrelated; system qualifies as a
"trusted system"; GC SS34090, 12168.7
Department Preference to conform with NPDES
retention; California Labor Department
maintains their records for 7 years; OSHA
requires 5 years for safety records; State law
requires 2 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR $3203 et seq., 8
CCR 14300.33(a); Zg CFR 1627.3(b)(ii), 29 cFR
1904.33,29 CFR 1904.44: LC $6429(c), GC
ss1 2946, 1 2960, 34090
Department Preference; 40 CFR 122.a1$Q);
WC S13263.2(b) et seq; GC 534090
Department Preference; GC 534090
Department Preference; 40 CFR 122.41{j(2);
WC S13263.2(b)et seq; GC 534090
Department preference; GC 534090 et. seq
Description/Comments / Reference
FOLSOM, CA. OZOOz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior wriften permission Page W&QWR - 9 of 14
Updated: 812212022

Page 148 ends

12/13/2022 Item No.5.

RECORDS RETENTION SGHEDULE: ENVIRONMENTAL & WATER RESOURCES Divisions: Engineering Compliance (90), Hazardous Material (91), Se[dfruas+e{92} Waste Water (93), Water (94) Office of
Record
(oFR)
Depart.

Providing
Service /
Work
Depart.

Providing
Service /
Work
Utilities /
Wastewater
OR
Collections
OR Maint.

Utilities /
Wastewater
Utilities /
Wastewater
Utilities /
Wastewater
Depart.

Providing
Service i
Work
the recordnot
Record
Series
No.
858
857
856
855
854
853
859
93 93
93 93
Div
No.
93 93
93 when the act isa full file folder and
TV Collection Line lnspection Tapes / Video
lnspections / Video Tapes or Digital
Recordings (all lines)
State Reports
Spill Reports
Record Series Title
Work Orders / Service Requests - NOT
entered in CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
coov)
Work Orders / Service Requests - All
lnformation Entered in GMMS Database
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Underground Service Alerts (USA's) / Dig
Alerts - City
lndefinite
3 years
P
10 years
10 years
5 years
Total
Retention
5 years
When No
Longer
Required
Vital?
Mag
Mag, Ppr
Mag, Ppr
Media
Options
Mag Ppr
Mag Ppr
Mag
Ppr
lmage:
l=lmport
M=Mfr
S=Scan
records actnormal retentionsettlement or
Destroy
Paper
lmaged &
QC'd?
Description/Comments / Reference
Data is interrelated; GC 534090
Department Preference (the Reqional
Notification Center has the obliqation to retain
the notice for 3 vears); GC S$a216.2(d) &
4216.3(d),34090
Department Preference; GC $34090 et seq
Department preference; 3 years is required for
spill reports; 40 CFR 122.41t)(2)
Department preference; Spill reports have the
potential to be involved with Clean Water Act
actions; GC 534090
last document +destruction is
Retention forWide Standards
City preference; CCP SS338 et seq., 340 et
seq.,342, €€{€94+ GC 534090
Preliminary drafts (the database is the original);
GC 534090
FOLSOM, GA. ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Page W&QWR - 10 of 14
Updated: 812212022

Page 149 ends

12/13/2022 Item No.5.

RECORDS RETENTION SGHEDULE: ENVIRONMENTAL & WATER RESOURGES Divisions: Engineering Compliance (90), Hazardous Material (91), Sefidf#as+e-(g+ Waste Water (93), Water (94) Utilities /
Water
Utilities /
Water
Utilities i
Water
Lead Dept.

Utilities /
Water
Utilities /
Water
Record
Series
No.

Divlmage:Destroy
Office of
Record
(oFR)
No.Total
Retention
Media
Options
l=lmportPaper
Record Series TitleVital?M=Mfrlmaged &Description/Comments / Reference S=ScanQC'd?
the record is not listedforWide Standards
the act isanda full file+2since destruction isfile folder. records actauditsnormal retentionresumes after settlement or 865
864
863
862
861
860
94 94
94 94
94 94
Fire Hydrant lnspections / Flushing
Environmental Agencies / Regulatory
Agencies
Customer Concerns Database: Odor / Taste
/ Visual Complaints
Confined Space Entries & Logs (Permitted
entries into confined spaces such as sewers
and storm drains in order to comply with
regulations)
Chain of Custody (Water testing
instructions)
Backfl ow: Cross-Connection Backfl ow
Device lnspections, Maintenance,
Certifications
10 years
When Ne
t€ng€F
Required-
Minimum 10
vears
When Ne
teng€F
neguire+-
Minimum 5
VCATS
Z 3 years
5 years
5 years
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Department preference; GC $34090 et seq
Department Preference; GC 534090
5 years is required in State and Federal law for
any complaints; 40 CFR 122A1OQ) & 40 CFR
1a1.33(b); 22 CcR 64453(a); 22 CCR 64470/a\
8 CCR 5157(dX14) & (eX6): 29 CFR
1 91 0. 146(eX6): GC Q34090 €€de-€++eC€{€f
1441+t@
22 CCR 64453(b) et seq.; 40 CFR 141.33(a)
Department Preference; Meets California
Department of Health requirements (3 years)
cc s34090
FOLSOM, GA. OZOOZ Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Page W&QWR - 11 of 14
Updated: 812212022

Page 150 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: ENVIRONMENTAL & WATER RESOURCES Divisions: Engineering Compliance (90), Hazardous Material (91), Sefidfplas+e-(92)r Waste Water (93), Water (94) Utilities /
Water
Utilities /
Water
Utilities /
Lead Div.

Lead Dept.

Utilities /
Water
Office of
Record
(oFR)
Record
Series
No.

Div
No.
lmageDestroy
Record Series TitleTotal
RetentionVital?Media
Options
l=lmportPaper afterDescription/Comments / Reference M=Mfrlmaged & S=ScanQC'd?
record is not listedrefer to the Retention
when the act isandfull file folderlast document + 2,s
records actaudits and/or innormal retentionafter settlement or 870
869
868
867
866
94 94
94 94
94 Regulatory Agency Reports / Compliance
Reports: Monthly and Quarterly Reports,
including backup data
Recycled Water - Permits, Annual Report,
Correspondence, Recycles Water User
Files
Operations & Maintenance Manuals / O & M
Manuals
Pressure Vessel Certifications or Permits
(Air Compressors, Propane, etc.)
Laboratory Records
Bench Sheets, Chain of Custody, Check-in
Sheets, Monthly Lab Analysis Sheets, Out ol
Lab Test Reports, Self-Monitoring Reports
When Ne
t€ngeF
eeq+ire+-
Minimum 5
years
10 years
Superseded'
Minimum 2
vears
Expiration of
Certificate or
Permit
12years
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag
Mfr. OD
Ppr
Mag, Ppr
S
Yes: After
QC & OD+
veaf
Department Preference; Hazmat discharge
records are required for 3-5 years; 40 CFR
122.410(2)
Department Preference; GC 534090
Department preference; GC 534090
Department preference; GC 534090 et. seq.

Department preference to comply with lead &
copper regulations; EPA i Good Laboratory
Practice Standards for studies relating to health
effects, environmental effects, and chemical fate
tests require 10 years for Lab records, raw data,
master schedule sheets, protocols, quality
assurance inspections, training, experience, job
descriptions, maintenance and calibration
records and reports; Monitoring records required
for 3 years; 22 CCR 64400.25: 22 CCR 564470,
40 CFR 141.33(a); 40 CFR 141.91
FOLSOM, GA. OZOOz Gtadwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Page W&QWR - 12 of 14
Updated: 812212022

Page 151 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: ENVIRONMENTAL & WATER RESOURCES Divisions: Engineering Compliance (90), Hazardous Material (9t ), Sefie-l#as+e{92} Waste Water (93), Water (94) Utilities /
Water
Utilities /
Water
Utilities /
Water
Utilities /
Water
Utilities /
Water
Utilities /
Water
{J+i+ities4
Water er Fire
HOLDS: Litiqa
Office of
Record
(oFR)
Record
Series
No.

Div
No.
lmageDestroy
Record Series TitleTotal
RetentionVital?Media
Options
l=lmportPaperDescription/Gomments / Reference M=Mfrlmaged & S=ScanQC'd?
the record is not listedrefer to the Retention
when the act isa full file folderlast document + 2s/ncefile folder. 877
876
875
874
873
872
-
g4
records actaudits and/or
94 94
94 94
94 94
s4
Water Quality Reports / Consumer
Confidence Reports
Water Pressure Charts
Water Conservation Rebates / Proqram -
Toilet Retrofit Proqram. lrriqation. Turf
Replacement. Washer. etc.

Vulnerability Assessment / Emergency
Response Plan / Risk & Resiliencv
Assessment I Hazad l4rlisatialflAt
Underground Service Alerts (USA's) - City
SCADA Database (Supervisory Control and
Data Acquisition) - Water
@in+
Appa+a+us
P
5 years
When Ne
tengeF
eequire+-
Minimum 12
vears
Superseded
Minimum 2
vears
3 years
lndefinite
Seeara+ien-+
S0:years
Yes
rns susoend normal retention periods (retention resurnes after settlement or completion).

Mag
Mfr,OD
Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Ppr
Mag
*qaS,PpF
s/l
Yes: After
QC & OD+
years
Department preference; State law requires 12
years, federal 10 years; 40 CFR 141.33(a);22
CCR 64470; 22 CCR S64483: GC $34090
Department Preference; GC $34090 et seq
Department preference to meet municipal
qovernment auditinq standards; GC 534090 et
seq.

Confidential; GC 534090
cc s4216.2(d) & 4216.3(d)
Data is interrelated; system qualifies as a
"trusted system"; GC SS34090, 12168.7
i
I
texie substanee expesure; a ^^D !2'n'1^\1a\ ^*
1910,1020(dX1xi); GC ss12916; 1'oa^ 3'1090
FOLSOM, GA. ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Page W&QWR - 13 of 14
Updated: 812212022

Page 152 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: ENVIRONMENTAL & WATER RESOURCES Divisions: Engineering Compliance (90), Hazardous Material (91), Se$a-+Vas+e-€ZI Waste Water (93), Water (94) Office of
Record
(oFR)
Utilities /
Water
Utilities /
Water
Utilities /
Water
880
879
878
Record
Series
No.
94 Div
No.
94 94
when the act isanda
Record Series Title
Wells, Well Permits (includes abandoned
and destroved wells)
Water Usage Reports
Water Standards and Specifications
When Ne
tongeF
eeq*ire+-
Minimum 5
years
Total
Retention
P
When Ne
torgeF
eequiree-
Minimum 2
VEATS
Vital?Media
Options
Ppr
Mag,
MfroD,
Mag, Ppr
Mag, Ppr
lmage:
l=lmport
M=Mfr
S=Scan
s/l
Destroy
Paper after
lmaged &
QC'd?
Yes: After
QC & Op+
yea+s
audits and/orresumes
Description/Gomments / Reference
Department preference; GC 534090 et seq.

Department Preference; GC S34090
+2since destruction isfile folder.
the record is notthe Retention forWide Standards
Department preference; GC 534090
FOLSOM, CA, OZOOZ Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Page W&QWR- 14 of 14
Updated: 812212022

Page 153 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: FINANCE
Divisions: Accounting (a0), Audit (41), Budget (42), Disbursements (43), Revenue @$, Payroll (45), Treasurer (46), Utility Billing (47) Finance /
Accounting
Finance /
Accounting
Finance /
Accounting
Finance /
Accounting
Finance /
Accounting
Finance /
Accounting
Office of
Record
(oFR)
Record
Series
No.
360
359
358
357
356
355
the record is not listed
40 40
40 40
Div
No.
40 40
Journal Entries / Journal Vouchers / Budgel
Adjustments
General Ledger: Final year-end AND Chart
of Accounts / Organization Structure (Print
out when Rollover is Done)
Fixed Assets - Annual Listing (Source
Documents)
Financial Services Database (SunGard)
Record Series Title
Reports: Annual State or Federal: State
Controller's Report, Redevelopment
Statement of lndebtedness, Street Report,
Local Government Compensation Report,
Propertv Manaqement Plan. Obliqation
Payment Schedules. Due Diliqence
Reviews, Gas Tax, MOE (Maintenance of
Effort) Report, Fixed Charge Special
Assessment Report. Public Self lnsurer
Report (SlP Report)etc.

Reports, Subsidiary Ledgers,
Reconciliations, Registers, Transaction
Histories, Balance Sheets, Proof & Merge
Reports, etc. (MONTHLY OR PERIODIC)
Does NOT include year-end General
Ledger.

When No
Longer
Required
10 years
5 years
5 years
lndefinite
Total
Retention
5 years
Yes
Vital?
Ppr
Mag
Mfr. OD.

Ppr
Mag,
Mfr, OD,
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag
Media
Options
Mag
Ppr
Mfr. OD.
sil
s/t
s/r
s/t
lmage:
l=lmport
M=Mfr
S=Scan
s/r
audits and/or innormal retentionor records act
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
4-vear
Destroy
Paper
after
lmaged &
()t:'d2
Yes: After
QC&OD
Description/Gomments / Reference
Department preference: Pnblishe4a*iele+
vea+s-a+vea++ GC 534090
lncludes permanent assets (for compliance
with GASB 34); GC 534090
Data Fields / Records are interrelated; GC
s34090
a fullfolderIast document + 2since destruction is
for
Department Preference; Meets auditing
standards; GC 534090
Preliminarv drafts / Transitory records not
retained in the ordinary course of business
Financial system qualifies as a trusted system
and can re-create reports accurately; s{atewide.
g[@;Gc534090
Department Preference; meets municipal
govemment auditing standards; Statute of
Li m itations is 4 yea rs ; sta{ewide-guiC€lin€€-
prepese+ud+t+-FyeaFs; GC 534090, CCP S
337
FOLSOM CA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page FIN - 1 of 9
Updated: 811912022

Page 154 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: FINANGE
Divisions: Accounting (40), Audit (41), Budget (42), Disbursements (43), Revenue $Q, Payroll (45), Treasurer (46), Utility Billing (47) Finance /
Disburse.

Finance /
Budget
Finance i
Budget
Finanee /
A€€€untin+
Audil
Finance /
Audit
City Clerk
FINANCE / AUDIT {4I)
records act
when the act isanda full file folderIast document + 2stnce,sbfile folder. lf the record is not listed here. refer to the Retention for Citv-Wide Standards Office of
Record
(oFR)
366
365
364
3S
362
3+011
Record
Series
No.
43 42
42 ++
41 41
Div
No.
1099's, 1096's-lssued
Budgets - Preliminary, Backup Documents
Budgets - Adopted i Final - Prior to 1983
City Clerk is OFR Post-1983
Statement ef lndebtedness / Annual Repert
@
ffiien_
Pavment SehedH iq€nee-
@
Assessment Repeft
ReBert (SlP ReBert)
Single Audits / Transportation Audits / Light
Rail Audit / PERS Audit, et.

Audit Reports i
Comprehensive Financial Reports CAFR
and related Audit Opinions
Record Series Title
5 years
When No
Longer
Reouired
S+ea+s
P
When Ne
tenge+
eeq*iree
5 years
Pcsple€-:-
When No
Longer
Reouired
'or investioati'
Total
Retention
Yes:

Current
Fiscal Year
Yes:

Current
Fiscal Year
normal retentionresumes after settlement or
Vital?
Mag
Mfr, OD,
Ppr
Mag,
Mfr. OD.

Ppr
Mag,
Mfr, OD,
Ppr
Mac-
M{rr€&-
PpF
Mag
Mfr,OD
Ppr
Mag
MfrOD
Ppr
Media
Options
s/t
s/t
s/l
s++
s/l
s/r
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
4-year
Yes: 1
yea{
Yes: After
QC&OD
{-ye€r
Yes: After
QC&OD
lyear
Destroy
Paper
after
lmaged &
OC'.1?
Department Preference; IRS: 4 years after tax
is due or paid (longer for auditing & contractor
delinquency); Ca. FTB: 3 years; IRS Reg
531.6001-1(eX2), R&T S1e530, Gc 534090
Preliminarv Drafts Department Preference; GC
s34090
Department Preference; Must be filed with
County Auditor; GC 534090.7, 40802, 53901
eepies;ee{Aa0g0J
Department Preference (meets municipal
government auditing standards); GC 534090
Department Preference (copies - included in
City Council Aqenda Packets); GC 534090.7
Description/Comments / Reference
FOLSOM CA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page FIN - 2 of 9
Updated: 811912022

Page 155 ends

12/13/2022 Item No.5.

RECORDS RETENTION SGHEDULE: FINANCE
Divisions: Accounting (40), Audit (41 ), Budget (42), Disbursements (43), Revenu e (44), Payroll (45), Treasurer (46), Utility Billing (47) Finance /
Payroll
Finance /
Payroll
Finance /
Payroll
Finance /
Payroll

E / PAYROLL
Finance /
Disburse.

Finance i
Disburse.

Finance /
Disburse.
records actnormal retentionresumes after
Office of
Record
(oFR)
Record
Series
No.

Div
No.Total
Retention
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Destroy
Paper
after
lmaged &
Record Series TitleVital?Description/Gomments / Reference refer to the Retention forWide Standards
when the act isanda full file folderlast document + 2file folder. 371
370
369
368
367
oo2
44 44
44 44
43 43
Deferred Compensation (City Statements)
Deduction Files (Deferred Compensation,
PERS, etc.

DE-6 & 941 Forms - Quarterly Payroll Tax
Returns / OASDI
CaIPERS Reports
W-9s
Checks / Warrant Registers
Accounts Payable / lnvoices and Backup
(lncludes lnvoices, Travel Expense
Reimbursements, Warrant Request, etc.)
5 years
When No
Longer
Reouired
5 years
5 years
Vendor
lnactive + 3
VEATS
5 years
10 yearsYes: Until
Paid
Mag,
Mfr. OD.

Ppr
Mag,
Mfr. OD.

Ppr
Mag,
Mfr, OD,
Ppr
Mag
Mfr, OD
Ppr
Mao,
Mfr. OD.

Ppr
Mag
MfrOD
Ppr
Mag
MfrOD
Ppr
s/l
s/r
s/t
S
s/t
s/t
s/r
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
2+ea+s
Yes: After
oc&oD
Yes: After
QC&OD
Yes: After
QC&OD
+year
Produced by Deferred Comp. Provider;
e€nsi€ten+rf*i+trprepesed+tatewide3uidelines;
published articles for bank statements show 4 -
7 vears; GC S304090,26 CFR 16001.1
Department Preference; Preliminary
documents used to facilitate Payroll
deductions; GC $34090 et seq.

Department Preference; IRS: 4 yrs after tax is
due or paid; Ca. FTB: 3 years; Articles show 7
years; IRS Reg $31.6001-1(eX2), R&T $19530;
29CFR 516.5 - 516.6,29USC 436, GC 534090
Department Preference; GC 534090
Meets IRS Auditinq Standards: GC S34090
Department Preference ; Statute of Limitations
is4years;@
+-S-vea+s; GC 534090, CCP S 337
Department Preference to facilitate grant audits
or clai m re i m bu rsem e nts ; Statewide3uide,l+nes-
shew€-+vears; GC 534090
FOLSOM CA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page FIN - 3 of 9
Updated: 811912022

Page 156 ends

12/13/2022 Item No.5.

REGORDS RETENTION SCHEDULE: FINANCE
Divisions: Accounting (40), Audit (41), Budget (42), Disbursements (43), Revenue (44), Payroll(45), Treasurer (46), Utility Billing (47) Finance /
Revenue
Finance /
Revenue
Finance /
Revenue
E
Finance /
Pavroll
Finance /
Payroll
Finance /
Payroll
records actaudits and/orretentionresui'nes after settlement or when the act isfull file folderlast document + 2since destruction isbfile folder. the record is not listedrefer to the Retention
Office of
Record
(oFR)
376
375
374
373
372
Record
Series
No.
45 45
45 44
44 Div
No.

Developer Payment / Trusts (Contractor's
Trusts)
(ln proiect file, originals to Finance)
Business License Applications,
Registrations and Renewals
Accounts Receivable / Daily Envelopes /
Cash Receipts / Petty Cash / Revenue
Daily Receipt Books / lnvoices to Outside
Entities / Alarm Billinq, etc.

W-4s
W-2's
Payroll Reports
Record Series Title
Close + 5
years
5 years
5 years
No Lonqer in
Effect + 4
years
5 years
When No
Longer
Required
Total
Retention
Yes: Until
Paid
Vital?
Mag
Mfr, OD,
Ppr
Mag
Mfr. OD.

Ppr
Mag
MfrOD
Ppr
Maq.

Mfr. OD,
Ppr
Mag,
Mfr. OD,
Ppr
Mag
Mfr. OD.

Ppr
Media
Options
s/r
s/t
s/t
s/l
s/t
s/r
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
4-year
Yes: After
1 vear
Yes: After
QC&OD
Yes: After
oc&op
Destroy
Paper
after
lmaged &
oe'd?
Department Preference; S+a+ewid€€{iide+in€s-
snew€-++ears;-G C 534090
Meets auditing standards; GC $34090 et seq.

Department Preference; Sta+ewideSuigeUnes-
snew+-++ear+GC 534090
for the return period to which the records relate.
or the date such tax is paid. whichever is the
later- GC 634090: 26 CFR 31.-1 GC
460201
Department preference: IRS Requlation 31-
6OO1-1 forrr vears after the drre date of such tax
Department Preference; IRS: 4 yrs after tax is
due or paid; Ca. FTB: 3 years; Articles show 7
years; IRS Reg $31.6001-1(eX2), R&T $19530;
29CFR 516.5 - 516.6, 29USC 436, GC 534090
PERS Buy-backs are reconstructed through
Human Resources; Transitory records not
retained in the ordinary course of business
Financial system qualifies as a trusted system
and can re-create reports accurately; sta+ewids
@;GC534090
Description/Gomments / Reference
FOLSOM GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page FIN - 4 of 9
Updated: 811912022

Page 157 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: FINANGE
Divisions: Accounting (40), Audit (41 ), Budget (42), Disbursements (43), Revenu e (44), Payroll (45), Treasurer (46), Utility Billing (47) Finance /
Treasurer
Finance /
Treasurer
City Clerk
Finance /
Treasurer
Finance /
Treasurer
Finance /
Revenue
actaudits and/ornormal retentionresumes after settlement or Office of
Record
(oFR)
Record
Series
No.

Div
No.Total
Retention
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Destroy
Paper
after
lmaged &
Record Series TitleVital?Description/Comments / Reference ,slistedrefer to the Retention forWide Standards
when the act isand+2since destruction is
382
381
380
379
378
377
46 46
46 46
46 45
lnvestments / Arbitrage / Bonds (Receipts /
Advisor Reports and Statements / Trade
Tickets / LAIF (Local Agency lnvestment
Fund))
Escheat (Unclaimed money i uncashed
checks)
Bonds: lssued by the City, PFA, or RDA:

Official Statements / Certificates of
Participations (COPs)
See Bank Statements for statement
retention.

Bank and Trustee Statements, Outstanding
Check Lists, Daily Cash Summaries, Bank
Deposits, Bank Transmittal Advice,
Cashier's Reports
Assessment District Accounting / Payment
Administration Records
Transient Occupancy Tax (TOT)
Maturity + 5
years
5 years
Fyllv
Defeased
Caneeila+,
eedemetien-
€++,4a+uri+y +
10 years
5 years
5 years
5 years
Yes: Until
Paid
Yes: Until
Maturity
Yes: Until
Paid

IEASURER (/
Yes: Until
Paid
Mag
Mfr. OD,
Ppr
Mag,
Mfr. OD,
Ppr
Mag,
Mfr. OD.

Ppr
Mag
Mfr. OD.

Ppr
Mag
Mfr, OD,
Ppr
s/l
sir
s/r
s/t
s/t
s/t
Yes: After
oc&op
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
oc&op
Yes: After
QC&OD
Department Preference; Meets auditing
standards; Published articles show disposal + 7
years for security brokerage slips; statewide-
@FTGReg'srelY
on "self-enforcement"; GCSS 34090, 43900
Department preference; All tangible property
held by government agencies escheats after 3
years; Statute of Limitations is 1 year for seized
property; Meets auditing requirements; CCP
SS340(4), 151e; GC S340e0
Department Preference; Statute of Limitations
for bonds, mortgages, trust deeds, notes or
debentures is 6 years; Bonds issued by local
governments are 10 years; There are specific
requirements for disposal of unused bonds;
CCP $$336(aX1) & (2), 337.5(2); GC $43e00 el
seq.

Department Preference; Published artieles
years; GC 534090,26 CFR 1.6001-1
Department Preference; meets municipal
government auditing standards; GC 534090
Department Preference; S+a+ewiOe-g*ieemes-
sh€i#€-+-v€ersi-GC S34090
FOLSOM GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page FIN - 5 of 9
Updated: 811912022

Page 158 ends

12/13/2022 Item No.5.

Services /
Utility Billing
LITY BILLING4
City Clerk
Finance /
Payroll
City Clerk
Finance /
Treasurer
when the act isanda
lf the record is not listed here. refer to the Retention for Citv-Wide Sfandards Office of
Record
(oFR)
387
386
385
384
383
Record
Series
No.
+7
46 46
46 46
actaudits and/ornormal retentionor
Div
No.

A€€€un+s
Checks deoosited to Bank (City scans them
for the Bank. rather than phvsicallv takinq
the checks to the bank to deoosit them.)
Treasurer's Reports / Quarterly Financial
Statements / Strategic Plan Update (to
Council)
Reconciliations
Monthly lnvestment Reports
lrrevocable Letters of Credit
Record Series Title
7+ea{€
Follow Bank
lnstructions
Cooies -
When No
Lonqer
Required
+vears
When No
Longer
Required
Copies -
When No
Lonqer
Required
+vears
Release of
Security
+since destruction isfile folder.

Total
RetentionVital?
Magr
M+-€B=
Per
Mag,
Mfr, OD,
Ppr
Mag
Mfr. OD,
Ppr
Mag,
Mfr. OD.

Ppr
Mag,
Mfr. OD.

Ppr
Mag
MfrOD,
Ppr
Media
Options
s++
s/t
s/r
s/l
s/r
S
lmage:
l=lmport
M=Mfr
S=Scan
Ye€+-Afte+-
e€-&-og
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
oc&oD
Yes: After
QC&OD
No
Destroy
Paper
after
lmaged &
oc'd?
intermatien remaln
Vears; tvteets aueitl
tien preperty (tiens are geed fer 10 years frem
These are bank instruments. and not City
records: per bank aqreement.

Department preference (Copies); GC 534090.7
Preliminarv Drafts / Transitory records not
retained in the ordinary course of business; GC
s34090
Department preference (Copies); GC 534090.7
Securities (Performance Bonds, Letters of
Credit, CD's, etc.) are released after the Notice
of Completion is issued and replaced with the
Warranty Bond, which is released 1 year after
the Notice of Completion date. GC 526202
Description/Comments / Reference
FOLSOM GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page FIN - 6 of 9
Updated: 811912022

Page 159 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: FINANCE
Divisions: Accounting (40), Audit (41), Budget (42), Disbursements (43), Revenue (\, Payroll (45), Treasurer (46), Utility Billing (47) Admin..

Services i
Utilitv Billinq
Admin..

Services /
Utilitv Billinq
Admin..

Services i
Utilitv Billinq
Admin..

Services /
Utilitv Billino
Finance /
Utility Billing
Finanee /
U+ti++++ng
Admin..

Services /
Utilitv Billinq
records actaudits and/or innormal retentionresumes
Retentions beoin when the act is completed. and implv a full file folder b.o. last document + 2 veard. since destruction is normallv performed bv file folder, lf the record is not listedto the
Office of
Record
(oFR)
389
388
Record
Series
No.
47 +
Div
No.

Water Billino: Pavment Plans:

Amortization, Alternative Pavment Plans.

Deferrals, etc.

Water Billinq: NSF Checks i Adiustments
to Customer accounts
Water Billino: Non-pavment Notices /
Notice of Pavment Delinquency &
lmpendino Discontinuation (lnitial. Final)
Water Billino: Appeals - Pavment
Delinquencv & lmpendinq Discontinuation
Utilitv Billinq Database
Temporary Hvdrant Meters
Reports / Meter Reading Reports
(Frinteuts frem dat
Dailv Receipts, Cash Receipts, Overs and
Shortaqes
Record Series Title
Expiration or
Completion o1
Payment Plar
When No
Lonqer
Reouired
When No
Lonqer
Reouired
Final
Decision + 2
VCATS
lndefinite
Close + 2
vears
When No
Longer
Reouired
lndefinite,
5 years
Total
Retention
Yes
Vital?
Maq.

Ppr. Mfr.

OD
Maq.

Ppr, Mfr.

OD
Maq,
Ppr. Mfr.

OD
Maq.

Ppr. Mfr.

OD
Mag
Maq,
OD. Mfr.

Ppr
Mag,
Mfr. OD.

Ppr
Magr
M+r-€D-
Per
Maq,
OD. Mfr.
epr
Media
Options
s/t
s/l
s/l
s/r
s/t
s/r
#+
s/r
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
Y€€+-Afre+
a€&B
Yes: After
QC&OD
Destroy
Paper
after
lmaged &
()t:'d"
Documented or attached to Customer Record
in database GC Q34090: H&S $116910
Documented or attached to Customer Record
in database GC Q34090: H&S Sl 16908
Documented or attached to Customer Record
in database GC $34090: H&S Q116908
Documented or attached to Customer Record
in database GC S34090; H&S 8116908
Data Fields / Records are interrelated; GC
Q34090
GC Q34090
Preliminary drafts not retained in the ordinary
course of business (the database is the
original); GC $34090 et seq.
sent lsfrnaneeice-S34
Consistent with Cash Receipts & Accounts
Receivable: Published articles show 3 - 6
vears' Other citv shows nermenent: Cooies are
Description/Comments / Reference
FOLSOM CA ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page FIN - 7 of 9
Updated: 811912022

Page 160 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: FINANGE
Divisions: Accounting (40), Audit (41), Budget (42), Disbursements (43), Revenue @$, Payroll (45), Treasurer (46), Utility Billing (47) Finance
Sendees /
Technology
Services
Finance
Sendees /
Technology
Services
Finance
Sewiees /
Technology
Services
Finance i
Utility Billing
Finance /
Utility Billing
Admin..

Services /
Utilitv Billinq
Admin..

Services /
Utilitv Billinq
Office of
Record
(oFR)
Record
Series
No.

Div
No.Total
Retention
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Destroy
Paper
after
lmaged &
Record Series TitleVital?Description/Comments / Reference the record is not listedrefer to the Retention
when the act isfolderlast document +since destruction is normal retentionresurnes
124
123
122
391
390
12 12
12 47
47 lnventory, lnformation Systems
Backup Tapes - MONTHLY
Backup Tapes - DAILY / WEEKLY
Water Receipts or Remittance Stubs i
Utility Receipts / Stubs from Bills (when
oavment is submitted)
Water Meter lnventory
Water Billinq: Report of Annual
Discontinuations of Residential Service
Water Billinq: Policv on Discontinuation of
Residential Service for Nonpayment
When No
Longer
Required
When No
Lonqer
Required
4-year
When No
Lonqer
Required
S+veeks
4 months
Afrer+tudi++"
€emBte+e
lndefinite
Minimum 2
VEATS
When
Superseded;
Minimum 2
vears
Yes
Yes
Yes
Mag.

Mag
Mag
Mag, Ppr
Mag, Ppr
Maq.

Ppr. Mfr.

OD
Maq,
Por, Mfr,
OD
s/l
s/r
Yes: After
QC&OD
Yes: After
QC&OD
Preliminary documents not retained in the
ordinary course of business; GC $34090 et
seq.

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

Used for Disaster Recovery Purposes Only;
Considered a copy and can be destroyed when
no longer required; tapes are in autochangers
and are ovenryritten; store off-site in a
commercial facility for disaster recovery
purposes; GC 534090 et seq.

Preliminary Documents; GC $34090 et seq
Department Preference (data is interrelated);
GC 534090 et seq.

Must post to Website: H&S Q116918: GC
s34090
Must post to Website; H&S 8116906: GC
Q34090
FOLSOM GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page FIN - 8 of 9
Updated: 811912022

Page 161 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: FINANCE
Divisions: Accounting (40), Audit (41 ), Budget (42), Disbursements (43), Revenu e @$, Payroll (45), Treasurer (46), Utility Billing (47) Finance /
Technoloqy
Services
Finance
Sen+iees /
Technology
Services
HOLDS: Litioation. complaints. claims. public records act requesfs. audits and/or investiqations suspend normal retention per when the actIast document + 2since destruction is
the record is not listedto theStandards
Office of
Record
(oFR)
125
Record
Series
No.
12 12
Div
No.

UNALTERABLE MEDIA (WORM / DVD.T /
CD-r / Blue Rav-R) or other unalterable
media that does not permit additions,
deletions, or chanqes
Network Configuration Maps & Plans
Record Series Title
P
When No
Longer
Required
Total
Retention
Yes
Vital?
OD
Mag
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
resumes after settlement or
Destroy
Paper
after
lmaged &
()(]'.1"
Records (when the electronic record serves as
the official record): GC 60200. 12168.7. EVC
1550, 2 CCR 22620 et seq..

For leoal comoliance for Trustworthv Electronic
Preliminary documents not retained in the
ordinary course of business; GC $34090 et
seq.

Description/Comments / Reference
FOLSOM CA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page FIN - 9 of 9
Updated: 811912022

Page 162 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE . FIRE
Divisions: Administration (51), EMS (52), Fire Marshall / Fire Prevention (53), Operations / Suppression (54) Fire /
Admin.

Fire i
Admin. or
Police
Fire /
Admin.

S+ate-efl
€alifls+nia
Fire I
Admin
City Clerk
Fire /
Admin.

Fire I
Admin.

Fire /
Admin. Or
Police
Fire i
Admin
records actaudits and/orresumes after
lf the record is not listedStandards
when the act isanda full file folder+destruction is
Office of
Record
(oFR)
Record
Series
No.
428
427
426
425
424
423
422
421
420
51 51
51 51
51 51
51 51
51 Div
No.

ISO Insurance Ratings
Fire lnvestigation Reports - OTHER
THAN ARSON (in Fire lncident RMS
Database)
Fire lncident RMS LEGACY Database
(Firehouse)
FCC Licenses
Emergency Plans / Disaster
Preparedness Manuals, etc.

DMV Pull Notices (Fire Employees Only)
Daily Safety Checks / Daily Work
Reports / Vehicle lnspections / Daily
Equipment Checks
Citizen's Emergency Response Training I
Neighborhood Training
Course Records, Roster, etc.

Annual Reports / Fire lncident Statistics
Record Series Title
1 5 years
When No
Longer
Required
When No
Longer
Required
Expiration +
2 vears
Superseded
When
Superseded
or
Upon
Seoaration
2 years
l0 2e years
P
Total
Retention
Yes
Yes
Vital?
Mag
MfrOD
Ppr
Mag,
MfroD,
Ppr
Mag,
MfrOD,
Ppr
Ppr
Mag Ppr
Mag Ppr
Ppr
Mag
MfrOD
Ppr
Mag,
MfroD,
Ppr
Media
Options
S/I
s/t
s/l
s/t
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
When
Superseeee
Yes: After
QC&OD
{na€{ive
Yes: After
QC&OD
Supe+seeee
Yes: After
QC&OD
N€
Destroy
Paper after
lmaged &
oc'd?
Department Preference (rated every 10 years);
GC 534090
Police retains capital crimes; data is in RMS
database; GC $34090 et seq.

Does not include anv Patient Care Reports:

Arson lnvestiqations are retained outside the
database:@;-
GC $34090 et seq.

GC 534090
Department Preference; GC 534090.7
Department preference; Transitory or source
records not retained in the ordinary course of
business; CHP audits every 2 years; Bureau of
National Affairs recommends 2 years for all
supplementary Personnel records; GC 534090
13 CCR 1234(c): GC 534090
Department Preference; GC 534090
Retained for historical and administrative value;
GC 534090
Description/Gomments / Reference
FOLSOM, CA. OzOoz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permissionPageF-1of6 Updated: 711212022

Page 163 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE . FIRE
Divisions: Administration (51), EMS (52), Fire Marshall/ Fire Prevention (53), Operations / Suppression (54) Fire /
Admin
City Clerk
Fire /
Admin. or
Police
Fire /
Admin.

Fire /
Admin.

Fire I
Admin
a full file folderIast document + 2/sbfile
normalresumes after settlement or
is not listedrefer to the Retention for
Office of
Record
(oFR)
008
007
429
Record
Series
No.
51 51
51 Div
No.

Mutual Aid Agreements, Joint Power
Authorities: ADMINISTRATIVE FILES
(Correspondence, Project Administration,
Project Schedules, Certified Payrolls,
lnvoices, Logs, etc.)
Mutual Aid Agreements, Joint Power
Authorities
Fire lnvestioation Reports - ARSON onlv
(lncludes Patient Care Reports)
Fire lncident RMS lmaoeTrend Database
Fuel Loq (Mileaqe. Fuel Tank Level. etc.)
Monthly Statistical Report / Run Statistics
Record Series Title
Completion
+ 10 years
Copies -
When No
Longer
Required
P
VCATS
Minimrrm 20
5 vears
When No
Longer
Reouired
Total
Retention
Yes:

Before
Completion
Yes
Vital?
Mag,
MfroD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag.

Mfr, OD.

EpI
PpI
Mag,
Ppr
Media
Options
s/l
s/l
lmage:
l=lmport
M=Mfr
S=Snrn
Yes: After
QC&OD
Up€n-
gempletien
Yes: After
oc&op
Destroy
Paper after
lmaged &
OC'd?
Covers E&O Statute of Limitations (insurance
certificates are filed with agreement); Published
Audit Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Sta+ewide-
; CCP
S$336(a), 337 et. seq., GC 534090
Originals Maintained by City Clerk or County
Clerk of the Board; GC 534090.7
No statute of limitations on prosecution: GC
S34090 et seq.
9444.22 CCR70751b) & 71551k\:22 CCR
7 07 51 (c\. 7 1 551 (c). 7 3543b\. 7 47 3 I (a\.
7 5055h\. 7 5343{a\. 77 1 43b\. W &t 1 41 24.1 :

CMS Pub. 100-4, Chapter 1 , Section 1 10.3

18. but not less than 7 vears: GC Q34090 et
seq. CCP Q340.5, GC 834090; H&S
681797.98(e) 123145:42 CFR 482.24(b\.9 CCR
reorrirecl for 7 vears: minors until 1 vear after aoe
lnchrdes electronic Patient Care Reoorts - adults
GC Q34090
Meets municioal oovernment auditino standards:

Considered a preliminary draft / copy (the Fire
database is the original); GC $34090 et seq.

Descri ption/Gomments / Reference
FOLSOM, GA. OZOOz Gladwell Governmental Services, lnc. (909) 337-35'16 - all rights reserved Do not duplicate or distribute without prior written permissionPage F -2of6 Updated: 711212022

Page 164 ends

12/13/2022 Item No.5.

REGORDS RETENTION SCHEDULE - FIRE
Divisions: Administration (51), EMS (52), Fire Marshall/ Fire Prevention (53), Operations / Suppression (54) EMERGENCY MEDICAL SERVICES (52)
e*VeC*
Fire /
Admin.

Utilities /
Water or
Fire
Fire i
Admin.

Fire I
Admin.
the record is notrefer
when the act isanda full file folderlast document + 2since destruction isfolder.

Office of
Record
(oFR)
065
433
432
431
430
Record
Series
No.
54 5'1
51 51
51 Div
No.
@
@ies-
@
Plans; Preparedness Training & Exereises;
Telestaff Database (staffi ng )
Respiratory Fit Tests for Breathing
Apparatus
Personnel Files - Training File (Fire
Employees Only)
(Training related to essential functions -
e.q. Water Rescue Boat, etc.)
Personnel Files - Medical File (Fire
Employees Only)
(Annual Physicals are not forwarded to
Human Resources)
Record Series Title
Sen+{e€ity
Glerk
Minimum 5
VCATS
Separation +
30 years
Separation +
5 40 years
P
Total
Retention
Yes: Until
Separation
Yes: Until
Separation
Vital?
Magr
M+e-eS'
Ppr
Mag
Ppr
Mag
Mfr, OD.

Ppr
Mag
MfrOD
Ppr
Mag
MfrOD
Ppr
Media
Options
s
s/t
s/r
s4
lmage:
l=lmport
M=Mfr
S=Scan
Yes: When
lt+a€tive
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
Destroy
Paper after
lmaged &
OC'.1?
empleyees eutside
@
Department preference; GC $34090 et seq.

Department Preference; Claims can be made for
30 years for toxic substance exposure; Claims
are required for five years after the end of
compensation, or injury, whichever is longer;8
ccR S3204(d)(1) et seq.,8 CCR 5144 I CCR
15400.2; 29 CFR 191 0.1020(dXl Xi). GC
8Q1 2946, 1 2960, 34090
Department preference; GC SS12946, 12960,
34090
Department preference; Files maintained
separately; Claims can be made for 30 years for
toxic substance exposure;8 CCR $320a(d)(1) et
seq., B CCR 5144. B CCR 15400.2;29 CFR
1q1n 102nld\11'r/i\Gc ss1294q12908" 34oeo
Description/Gomments / Reference
FOLSOM, GA. OzOOz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permissionPageF-3of6 Updated: 711212022

Page 165 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE . FIRE
Divisions: Administration (51), EMS (52), Fire Marshall/ Fire Prevention (53), Operations / Suppression (54) Fire / EMS
Fire / EMS
Fire I
Ooerations
HOLDS: Liti
-
Fire / EMS
Office of
Record
(oFR)
Record
Series
No.

Div
No.Record Series TitleTotal
RetentionVital?Media
Options
lmage:
l=lmport
M=Mfr
Destroy
Paper after
lmaged &Description/Gom ments / Reference
not listedto the Retention forStandards
when the+file
436
435
audits and/or innormal retention
Department Preference; adults required for 7
r1
10 years is recommended by
AH I MA fo r "health ca re provi ders" ; €alifernia-
Ambulance Billing / Patient Care Reports
/ PCRs (EMS transportation) Reports:

ALL (medical and non-medical.)
Mag,Yes: After
QC&OD
n+e+-l-Vea+
4345220 yearsMfroD,stiStatute of Limitations for health providers is 3 years; Federal law requires 3 years, statewide
guidelines propose 3 years; HIPAA provides
privacy regulations for patient's health records;
1 Ppr
9444. 22 CCR 707 51 (c\ & 7 1551 (c\: 22 CCR
7 o7 51 (c\. 7 I 551 G\ 7 3543{a\. 7 47 31 (a).
7 5055(a\, 7 5343G)', 7 7 1 43(a\, W &l 1 41 24.1 :

CMS Pub. '100-4, Chapter 1 , Section 1 10.3
52 52
HIPAA Policies and Procedures (Health
lnsurance Portability and Accountability
Act)
EMS Complaints / CQI (Continuous
Quality lmprovement) i Quality
Assurance
Controlled Substance lnventory Records
Superseded
+ 6 years
3 years
3 vearsYes
Mag
MfrOD
Por
Mag
Ppr
Mag.

Ppr
S
Yes: After
oc&op24 CFR 164.530(i)
Statute of Limitations for health providers is 3
Yearsi
ccP Q340.5. GC 534090
Department Preference: 24 CFR Q1304.04.
1310.04
FOLSOM, GA. OZOOz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permissionPageF-4of6 Updated: 711212022

Page 166 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE . FIRE
Divisions: Administration (51), EMS (52), Fire Marshall / Fire Prevention (53), Operations / Suppression (54) Community
Develop i
Building
Fire / Fire
Marshall &
Fire
Prevention
Fire / Fire
Marshall &
Fire
Prevention
Community
Develop /
Building or
Planning
Fire / Fire
Marshall &
Fire
Prevention
Fire i Fire
Marshall &
Fire
Prevention
and/or
anda full file folder/asf+destruction is
is not listedrefer to the Retention
Office of
Record
(oFR)
441
440
439
438
437
Record
Series
No.
53 53
53 53
53 Div
No.

Fi reworks Stan d lnspeetiens
Fireworks Permits
Fireworks Stand I nspections
Fire Code Permits / Special Event
Permits (assembly permits, candle
permits, tent permits, fire hydrant use,
open flame, etc.)
Conditions of Approval
(Original COA maintained in project file)
Business lnspection Files - Citations /
Notice of Violations
Business lnspection Files - Approvals,
lnspeciions. Fires, Modification /
Alternative Methods or Materials I
Citatiens / Netiee ef Vielatiens
Record Series Title
Copies -
When No
Longer
Required
P
2 years
Expiration +
2 years
Copies -
When No
Longer
Required
Minimum 2
years
Life of the
Structure or
Activitv. or
Minimum 5
years.

Whichever
is Lonqer
tif+eF
Ct#ldiflg-
l{inimum3
vea+s
Total
Retention
Yes:

Before
Event
Vital?
Mag
Mfr,OD
Ppr
Mag
Ppr
Mag,
Ppr
Mag
Ppr
Maq,
Ppr
Mag,
MfroD,
Ppr
Media
Options
s/l
s/l
lmage:
l=lmport
M=Mfr
S=-Snan
Yes: After
QC&OD
A,fter5
yeaf€
Yes: After
QC&OD
A#e+€;
YE€fS
resumes after
Destroy
Paper after
lmaged &
OC'.1?
Depa4men+pre+eFeneei Copies (Building
maintains originals) GC S34090J e+€eq=
GC S34o9o
GC S34o9o
Preliminary Drafts or Copies; GC $34090 et seq.

Depariment Preference: GC Q 34090 et seq.

Required for the Life of the Structure or Activitv.
nrMinimrrm 5 veers CFC ES 1A_1N/1AA
E4€4€ffi.+GC S34oe0
Description/Comments / Reference
FOLSOM, GA. Ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permissionPageF-5of6 Updated: 711212022

Page 167 ends

12/13/2022 Item No.5.

RECORDS RETENTION SGHEDULE - FIRE
Divisions: Administration (51), EMS (52), Fire Marshall / Fire Prevention (53), Operations / Suppression (54) Fire I
Operations
Fire /
Operations
Gommunity
Develop /
Building
44353Record Drawings ("As-Builts") and CAD
drawings of buildings
Copies -
When No
Lonqer
Required
P
Mag,
Mfr, OD,
Ppr
s/r
Yes: After
QC&OD
A#e+F
yeafs
Copies (Buildinq
534090.7 else+
I
Fire / Fire
Marshall &
Fire
Prevention
records
Iast document + 2since destruction is
lf the record is not listed here. refer to the Retention for Citv-Wide Standards Office of
Record
(oFR)
445
444
442
Record
Series
No.
54 54
53 Div
No.

Station Log Books (lncidents - kept at
Fire Stations)
Alarm Profiles & Reports, False Alarms
Public lnformation / Education (when
produced internally)
Record Series Title
20 years
P
2 years
When No
Longer
Required -
Minimum 2
vetrc
Total
Retention
Yes:

Before
Event
Vital?
Mag,
Mfr, OD,
Ppr
Mag,
Ppr
Mag,
Ppr
Media
Options
s/t
lmage:
l=lmport
M=Mfr
S=Sr:an
No
cn oeriods hetention resurnes after seftlement or completion) Destroy
Paper after
lmaged &
oc'd?
Retained for historical and administrative value;
GC 534090
GC S34o9o
Department Preference; GC 534090
Description/Gomments / Reference
FOLSOM, CA. OzoOz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior wriften permissionPageF-6of6 Updated: 711212022

Page 168 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
Administration (57)
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
HUMAN RESOURCES (57)
aIast document + 2since destruction is
lf the record is not listed here. refer to the Retention for Citv-Wide Standards Office of
Record
(oFR)
474
473
472
471
470
Record
Series
No.
57 57
57 57
57 Div
No.

COVID-l 9 Notifi cations to Emplovees
Classification Specifications
Classification / Reorganization Studies (for
employee classifications and department
structures)
CaIPERS Administration
(lncludes actuarial reports, service credit
reports, annual employee listing, circular
letters, etc.)
Benefit Plan Documents & Contracts
(lncludes 457, 401A, Long Term Care,
Retirement Health Saving, Medical, Dental,
etc.)
Benefit Brochures & Forms
Record Series Title
3 vears
teng€F
eeq*rea-
Minimum 6
years
When Ne
teng€F
eeguir€+-
Minimum 2
VEATS
V+he+N€-
tengeF
eeguiFe+-
Minimum 2
vears
tenge+-
eeq*ireg-
Minimum-
Duration of
the Contract
+ 6 2 vears
When No
Longer
Reouired
Total
Retention
Yes: For
Duration of
Contract
normal retentionresumes after
Vital?
Maq, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Destroy
Paper after
lmaged &
oc'd?
LC 86409.6(k). GC 834090
Department preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; retirement
benefits is 6 years from last action; 29 CFR
1602.31 & 1627.3(b)(ii), 8 ccR S320a(dX1) et
seq., GC SS12946, 12960.34090;29 USC
1113
Bureau of National Affairs recommends 2
years for all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2years;29 CFR 516.6(2),29 CFR
1602.14, GC SS12946, 12960,34090
Department Preference; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC 534090
Retirement benefits is 6 vears from last action:

Federal law requires 6 years after filinq date
for retirement: EEOC / ADEA (Age) requires 1
year after benefit plan termination; State Law
requires 2years after action; 29 USC 1113 29
CFR 1627.3(bX2); GC SS12946,12960, 34090
Non-records
Description/Gomments / Reference
FOLSOM, CA ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission PageHR-1of6
Updated: 711212022

Page 169 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
Administration (57)
Human
Resources
Human
Resources
Police /
Admin.

Human
Resources
Human
Resources
Office ofRecordDiv
No.

Total
Retention
Media
Options
l=lmport
M=Mfr
Paper after
lmaged & RecordSeriesRecord Series TitleVital?Description/Comments / Reference (oFR)No.
the record is not listedrefer to the Retention for
when the act isanda full file folderlast document + 2since destruction 478
477
476
475
57 57
57 57
DMV Pull Notices - (All employees, except for
Fire and Police and Solid Waste, who retain
their own)
Discipline Files - Peace Officers - WITHOUT
Sustained Findinq of Misconduct
(lncludes investigator information,
investigation notes, statements, testimony,
correspondence, etc.)
Discipline Files - Peace Officers - WTH
Sustained Findinq of Misconduct
Discipline Files - Employees (Non-Peace
Officers)
(lncludes investigator information,
investigation notes, statements, testimony,
correspondence, etc.)
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
When
Superseded
or
Upon
Separation
Final
Disposition
+ 5 Years
Final
Disposition
+ 15 vears
Separation
+ 5 years
Final
Disposition
+ 3 years
normal retentionresur??es
Mag Ppr
Mag, Ppr
Maq. Ppr
Mag, Ppr
Mag, Ppr
Department preference; Transitory or source
records not retained in the ordinary course of
business; CHP audits every 2 years; GC
s34090
Department preference; Consistent with
Lexipol Policv: State requires for at least 5
vears for Citizen's complaints: other State &
Federal laws require retention until final
disposition of formal complaint: State requires
2 vears after action is taken: Statute of
Limitations is 4 vears after the discoverv of the
offense for misconduct in office: EVC
81045(bxl). GC SS12946, 12960 34090, PC
QQ801.5, 803(c), 832.5(b), VC 52547
PC 832.7; GC 534090
Department preference; GC 534090
All State and Federal laws require retention
until final disposition of formal complaint; State
requires 2 years after "fully and finally
disposed";2 CCR 7287.0: GC SS12946,
12960. 34090
FOLSOM, GA Ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission PageHR-2of6
Updated: 711212022

Page 170 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
Administration (57)
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
records actnormalresumes after
e:

Office ofRecordDiv
No.

Total
Retention
Media
Options
l=lmport
M=Mfr
Paper after
lmaged & RecordSeriesRecord Series TitleVital?Description/Gomments / Reference (oFR)No.
the record isRetention forWide
when the act isIast document + 2/s
482
481
029
480
479
57 57
57 57
57 Labor Relations Files
(Negotiation Notes, Correspondence,
lnterpretation of MOU Provisions,
Documentation, etc.)
lnsurance Policies (City owned), Certificates
of Self-lnsured
l-9s
Grievances and Informal Complaints (all)
EEO-4 Reports and records required to
generate EEO-4 report (Self-ldentification
Form, etc.)
Drug & Alcohol Test Results (All - Positives
and Negatives)
25 years
P
Separation
+ 3 vears
Separation
+ 6 years
3 years
5 years
Yes: Before
Expiration
Yes: Before
Disposition
Mag, Mfr
OD, Ppr
Mag, Mfr
OD, Ppr
Maq. Ppr
Mag, Ppr
Mag, Ppr
Mag Ppr
s/l
s/l
Yes: After
QC&OD
Yes: After
QC&OD
gxp+ratiea
Department Preference; GC 534090
Department preference; GC 534090
274Ab\3): INS Rule 274a-11Dl2L
reouires 2 -3 vears: 8 CFR 274a.2; 29 CFR
1627.3(b\(1): GC SS12946. 12960. 34090; INA
Required for 1 yearfrom termination or 3
vears from hirinq. whicheve
FLSA / ADEA (Aqe) requires 3 vears for "anv
nther forms of emnlovment inouirv": State Law
Department preference; All State and Federal
laws require retention until final disposition of
formal complaint; State requires 2 years after
action is taken; GC SS12946, '12960, 34090
29 CFR 1602.30; 29 CFR 1602.32 GC 534090
D.O.T. Requires 5 years for positive tests,
refusals, annual summaries, etc, 1 yearfor
negative tests; EEOC / FLSA / ADEA (Age)
requires 3 years physical examinations; State
Law requires 2years;29 CFR 1627.3(b)(1)(v),
Gc SS12946, 12960, 34090;49 CFR 655.71
et seq.; 49 CFR 382.401 et seq.

FOLSOM, GA Ozooz Gtadwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission PageHR-3of6
Updated: 711212022

Page 171 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
Administration (57)
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
actaudits and/or inresumes after
Retentions
lf the record is not listedStandards
Office of
Record
(oFR)
486
485
484
483
the act isanda full file folder
Record
Series
No.
57 57
57 57
Div
No.

Personnel Files - Employees
(Oaths of Office)
(Emplovment Development Department
Glaims for Paid Familv Leave / FMLA,
Disabilitv lnsurance Claims & Additional
lnformation)
OSHA Loqs - 200, 300. 301. 301A. etc.

Personnel Background Packet - Successful
(Except Police)
LiveScan Responses or Logs (CORI
Responses) for Unsuccessful Applicants
LiveScan Responses or Logs (CORI
Responses) for Employees and Volunteers
Record Series Title
P
Separation
+ 4 vears
5 vears
P
4 $years
50 years
qst documen
Total
Retention
Yes: Until
Separation
Yes: Until
Separation
Yes: Until
Separation
Yes: Before
Separation
+since destruction is
Vital?
Mag, Mfr
OD, Ppr
Maq. Mfr.

OD, Ppr
Maq, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Ppr
Mag, Ppr
Media
Options
sir
s/r
s/l
s/t
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
Separa+ton-+-
4-yea+
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
Destroy
Paper after
lmaged &
oc'd?
Department Preference; Statute of Limitations
for Retirement Benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -
3 years; 8 CCR 5144,8 CCR 15400.2;29
cFR 1910.1020(dX1Xi), GC SS12946, 12s60,
34090, 3105; LC 51 198.5; 29 CFR 1602.14;
53235.2(b); 53237.2(b\; LC S1 1 98.5
Department Preference; GC SS12946. 12960,
34090,
OSHA requires 5 years; State law requires 2
vears; 8 CCR 14300.33. 8 CCR Q3203(bX1).

GC Q34090: LC Q6429c
Department Preference (unsuccessful
employees are kept by Police); GC 534090
$Ce)+eqt*iFes-€yea+si State Law requires 4
2-€ years; 29 CFR '1602 et seq &
1 627.3(a)(5) and (6),4-€€RJ287${e}2}, 2
CCR 11013(c); 8 ccR S11040(7.( c)), GC
ss12946,12960, 34090
Department Preference to cover the possible
length of employment of any employee or
volunteer (DOJ allows retention for legitimate
business needs); must be maintained in a
secure and confidential file; DOJ lnformation
Bulletin No. 02-17-BCll; $ 34090 et seq.

Description/Gomments / Reference
FOLSOM, GA ozOoz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior wriften permission PageHR-4of6
Updated: 711212022

Page 172 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
Administration (57)
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
HOLDS: Litt
when the act is
lf the recort
Office of
Record
(oFR)
490
489
488
487
records actaudits and/orresumes after settlement or
'ls nof /isf
Record
Series
No.
57 57
57 57
forWide Standards
Div
No.

Recruitment and Testing File
(lncludes Advertisements, Unsuccessful
Applications. Job Brochures, Test Data,
Testing Analysis & statistical Metric, Job
Analysis, Rating Sheets, Scantrons, Rater's
Profi le & Confidentiality Agreement,
Flowchart, Eligible Lists, etc.)
Recruitment Database (NeoGov)
Pitchess Motions, Subpoenas Regarding
Personnel, Restraining Orders for
Employees, etc.

Personnel lssues i Skelly Meetings (Advice
File) - Excludes Police
Personnel Files - Medical File (all employees
EXCEPT Fire and Police)
Record Series Title
tsngeF
eegrrired-
Minimum 4
3 years
Minimum 4
years
2 years
5 years
P
+since destruction isb
Total
Retention
Yes: Until
Separation
Yes: Until
Separation
Vital?
Mag, Mfr.

OD" Ppr
Maq. Mfr.

OD. Ppr
Mag. Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr
OD, Ppr
Media
Options
s/r
s/t
SI
s/t
lmage:
l=lmport
M=Mfr
S=Snan
Yes: After
QC&OD
Yes: After
QC&OD
Yes: After
QC&OD
Sepa+a+ien-
Yes: After
QC&OD
Sepa+a+ien-+-
q-yeat_
Destroy
Paper after
lmaged &
OC'.1?
Department preferenee; EEOC / FtSA / ADEA
$ge)+equires+-aaea+s; State Law requires 4
2-€ years; 29 CFR 1602 et seq &
1 627.3(aX5) and (6),+€€R-728+3(e{2), 2
CCR 1'1013(c): 8 CCRS11040(7.( c)), GC
ss12946,12960. 34090
State Law requires 4 vears: 29 CFR 1602 et
seq & 1627.3(aX5) and (6), 2 CCR 1 101 3(c): 8
CCR S11040(7.( c)). GC QQ12946. 12960,
34090
GC S34o9o
Department Preference ; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; retirement
benefits is 6 years from last action; 29 CFR
1602.31 & 1627.3(bxii), I CcR $320a(d)(1) et
seq., GC SS12946, 12960.34090;29 USC
1113
Department preference; Files maintained
separately; Claims can be made for 30 years
for toxic substance exposure; 8 CCR
S3204(dXl ) et seq..8 CCR s144 8 CCR
15400.2: 29 CFR 1910.1020(dX1 Xi). GC
8S12946, 12960, 34090
Description/Comments / Reference
FOLSOM, GA Ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission PageHR-5of6
Updated: 711212022

Page 173 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
Administration (57)
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
records actauditsresumes after
when the act is
If the record
Office of
Record
(oFR)
495
494
493
492
491
s nof /ist
Record
Series
No.
57 57
57 57
57 to the Retention forStandards
Div
No.

Workers Compensation or Disability Claims /
Employee Accident Reports
lncludes all Accident, lncident, or lnjury
Reports and associated MSDS
Workers Compensation Claim Runs
Verifications of Employment, Child Support
Unemployment Insurance Files
(lncludes Employment Development
Department Claim Forms, Determination of
Claims, Benefit Audit, Claims Processing
Reports, Correspondence, etc. )
Studies & Surveys Conducted on Behalf of
the City (Compensation Surveys, Sick Leave,
Attrition, Benefits, etc.)
Record Series Title
Separation
+ 30 years,
OR
Termination
of Benefits +
5 years
(whichever
is lonqer)
5 years
When No
Longer
Required
2 years
When Ne
tengeF
neguire+-
Minimum 2
vears
ast documen
Total
Retention
+since destruction is
Vital?
Mag, Mfr,
OD, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Media
Options
S
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
oc&op
When
lq€€tive
Destroy
Paper after
lmaged &
OC'.1?
Department preference; Claims can be made
for 30 years for toxic substance exposure;
Claims are required for five years after the end
of compensation, or injury, whichever is
longer8 CCR 5144, 8 CCR 15400.2;29 CFR
1e10.1020(dx1 xi), Gc ss12946, 12960.
34090
Department preference (meets auditing
standards and allocation formulas); GC
s340e0
Content does NOT relates in a substantive
wav to the conduct of the public's business)
Transitery reeerds net retained in the erdinary
+e-puglies+usinessFC $34090 et seq.

GC S34090
Department preference; GC 534090
Description/Comments / Reference
FOLSOM, CA ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission PageHR-6of6
Updated: 711212022

Page 174 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: LIBRARY
Library (59)
Library
Librarv
Library
Library
Lead Dept.

Library
Library
records actnormal retentionresurnes

LIBRARY
Office of
Record
(oFR)
Record
Series
No.

Div
No.Total
Retention
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Paper
after
lmaged &
Record Series TitleVital?Description/Comments / Reference the record is not listedrefer to the Retention for
anda full file folderlast document + 2since destructionfile folder. 523
522
521
520
59 59
59 59
Librarv Commission
MI N UTES, BYLAWS, RE$IIUIIONS
Librarv Commission

AUDIO REGORDINGS
Librarv Commission

AGENDAS & AGENDA PACKETS
ILS i lntegrated Library System / Library
Management System / Database
Patron and material catalogue database -
The City is a subscriber to Sacramento
Grants: LSGA (Library Services and
Construction), LSTA (Library Services and
Technology), CLLS (California Librarv
Literacy Services): IMLS (lnstitute of
Museum & Library Services), and PLF
(Public Library Foundation) ONLY. For all
others. follow Citv-wide Schedule.
(SUCCESSFUL Reports, and Financial
lnformation) Send copy of application and
awarcl to Administrafive Services
Community Postings / CEQA Postings for
Other Agencies
Collection Agency Assignments &
Statements
P
2 vears
P
When No
Longer
Required
Final
Expenditure
+ 5 Years
When No
Longer
Required
l lyears
Yes
Maq. Ppr
Maq, Mfr,
OD, Ppr
Maq. Mfr,
OD. Ppr
Mag
Mag, Mfr,
OD, Ppr
Mag, Ppr
Mag, Ppr
s/t
s/l
sit
After QC
After QC
Yes:

After QC
&op
ln€€tive
GC Q34090
Department preference: onlv 30 davs is mandated:

GC S34090.6
Department preference: Oriqinal Staff Reports are
filed in the oroiect file: GC Q34090
Department preference; Data Fields / Records are
interrelated; GC 534090
Per California State Library Records Management
Program Requirements (April 27,1998); GC 534090
Non-records; GC 534090
Department Preference; Negative credit information
remains on credit reports for 7 - 1O years; Meets
auditing standards; City does not Lien property
(Liens are good for 10 years from recording date,
and may be extended by re-recording lien); WC
36729: GC 534090
FOLSOM, GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior wriften permission from GGS (909) 337-3516 PageL-1of2
Updated: 81512022

Page 175 ends

12/13/2022 Item No.5.

REGORDS RETENTION SCHEDULE: LIBRARY
Library (59)
Library
Library
Library
Library
Library
HOI DS: Lit
Office of
Record
(oFR)
Record
Series
No.

Div
No.Total
Retention
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Destroy
Paper
after
lmaged &
Record Series TitleVital?Descri ption/Gomments / Reference the record isRetention forWide Standards
when the act isand+2since destruction isfolder.
528
527
526
525
524
records actaudits and/orresutT?es
59 59
59 59
59 Release Forms / Exhibit Waivers / Photo
Releases (Artists / Exhibitor's)
Receipts for Lost Books, etc.

Program Sign Ups (e.9. Summer Reading)
Patron Applications for Library Cards
(lncludes parental consent card for minor
children)
Library Statistics / Circulation Reports
2 years
2 vears
When No
Longer
Required
When No
Longer
Required
When No
Longer
Reouired
Yes:

Before
Event
Mag, Ppr
Mag, Ppr
Mag, Ppr
Ppr
Mag, Ppr
GC S34o9o
GC S34oe0
Preliminary / Transitory documents not retained in
the ordinary course of business; GC 534090
Department Preference; Preliminary Drafts /
Transitory records not retained in the ordinary course
of business; GC 534090
Copies / Preliminary Drafts; GC 534090.7
FOLSOM, GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 PageL-2of2
Updated: 81512022

Page 176 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Divisions: Facilities (11), Landscape & Liqhtinq (33). Parks & Rec. (62), Trails (63), Zoo Sanctuary(64) Public
Works /
Admin &
Engineering
or Parks &
Recreation
Public
Works /
Admin &
Engineering
or Parks &
Recreation
Parks &
Recreation
Parks &
Recreation
PARKS
?etentions b
tf the record is not listed here. refer to the Retention for Citv-Wide Standards RecordDiv
Office of
Record
(oFR)
SeriesNo
No.
538
537
536
535
a full file folderlast document + 2since destruction is 62 62
62 62
Capital lmprovement Projects (ClP) i Jobs -
Parks Facilities: Permanent File
Plans, Specifications, Bids/RFPs,
Successful Proposal, Change Orders,
Materials Testing Reports, Grading Permits,
Hazardous Materials Plans, Notice of
Completion, Construction Manager's Logs,
Photos, Soils Reports, Studies, Submittals,
Surveys, etc.

Bikeway Projects, etc.

Capital lmprovement Projects (ClP) / Jobs -
Parks Facilities: Ad!!Iaig3lq!!q_Ei!g
Project Administration, Certifi ed Payrolls,
lnspections, P@ect Schedules, Progress
meetings, Real Estate Appraisals, etc.

Bikeway Proiects, etc.

Agreements for Contractors: Class
lnstructors, Sports Leagues, etc.

Activity / Special Programs / Special Event
Files
Record Series Title
P
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
Completion +
5 years
\A/hen-+{e-
teng€F
eegr+ired-
Minimum 5
VEATS
Total
Retention
Yes: Until
Completed
Yes: Until
Completed
Yes: Until
Completion
normalresumes after
Vital?
Mag, Mfr,
OD, Ppr
Mag, Mfr
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Ppr
Media
Options
s/l
s/l
S
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
4-year
Yes: After
QC&OD
4-year
Yes: After
QC&OD
lff€€tive
Destroy
Paper
after
lmaged &
oe'd?
All permanent project files are maintained in
Engineering no matter what department was
involved in the project; retained for disaster
preparedness purposes (City Clerk does not
maintain Plans, Materials Testing Reports, etc.)
Statewide guidelines propose Permanent for
lnfrastructure plans; GC 534090
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions is 10
years; Published Audit Standards=4-7 years;
Statute of Limitations: Contracts & Spec's=4
years, Wrongful Death=comP. + 5 years,
Developers=comp. + 10 years; Statewide-
ccP
SS336(a), 337 et. seq., GC 534090
The statute of limitation for errors and omissions is
notapplicable; Statewidet|tlidelinesfrepese_
eentraets&eempletien+lyearsfer i€F
@;ccP$$336(a),
337 et. seq., GC 534090
Department preference; GC S34090
>rmed bv file folder.

Description/Comments / Reference
PageP-1of8
Updated: 611012022 FOLSOM, CA. ozooz Gladwell Governmental services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 177 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Divisions: Facilities (11). Landscape & Liqhtinq (33). Parks & Rec. (62), Trails (63), Zoo Sanctuary(64) Parks &
Recreation
Parks &
Recreation
Parks &
Recreation
Parks &
Recreation
Parks &
Recreation
Parks &
Recreation
Parks &
Recreation
Parks &
Recreation
Parks &
Recreation
Parks &
Recreation
Parks &
Recreation
HOLDS: Li
Office of
Record
(oFR)
Record
Series
No.

Div
No.Total
Retention
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Paper
after
lmaged &
Record Series TitleVital?Description/Comments / Reference theRetention forSfandards
Retentionswhen the act is+2since destruction is
548
547
546
545
544
543
542
541
540
539
014
records actaudits
62 62
62 62
62 62
62 62
62 62
62 Subject / Reference Files: Subjects other
than Specifically Mentioned in Retention
Schedules
Sign-in i Sign-out sheets
Registration / Fee & Charge / Liability
Forms / Release of Liability Forms /
Permissions / Waivers i Sign-in Sheets for
Skate Park, etc.: Camps, Field Trips,
Authorization to give Medicine, etc.

Recreation Database
Playground Equipment lnspections
Pesticide Application Records
Lifeguard Certification & Licenses
Facility Use and Equipment Applications,
Books, Alcoholic Beverage Applications
Evaluations/Surveys (Program Evaluations)
Donations (Money)
Cash Receipts Detail / Backup / Refunds
tengeF
eeguired*
Minimum 2
VEATS
2 years
2 4 years
lndefinite
10 years
2 years
Separation +
3 vears
2 years
When No
Longer
Required
2 years
2 years
Yes:

Before
Event
resurnes
Mag, Ppr
Ppr
Mag, Ppr
Mag
Mag, Ppr
Mag Ppr
Mag Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Department Preference; GC $34090 et seq.

GC 534090
Statute ef timitatiens any ",',liability feunded upen
previeee+e#s-+yearq GC S34090;C€P{$3C+
3B
Department Preference; data is interrelated; GC
s34090
Department Preference; GC 534090
Department Preference (agricultural pesticide
records are required for 2 years); GC 526202; 3
CCR 6623,40 CFR 171.11 et seq.

Department Preference; GC SS12946,1 2960,
34090
cc s34o9o
Department Preference (Transitory record not
retained in the ordinary course of business); GC
s34090
Summaries are sent to Finance; GC 534090
Summaries are sent to Finance; GC 534090
PageP-2of8
Updated: 611012022 FOLSOM, GA, ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 178 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Divisions: Facilities (1'1). Landscape & Liqhtinq L33). Parks & Rec. (62), Trails (63), Zoo Sanctuary (64) Parks &
Recreation
Sen+iees-/
Facilities
Depart.

Providing
Service /
Work
Depart.

Providing
Service i
Work
Parks &
Recreation
audits and/orresurnes after settlement or
rct is completed. and implv a full file folder b.q. Iast document + 2 vears the record is not listedrefer to the Retention
Office of
Record
(oFR)
008
552
551
550
549
Record
Series
No.
11 62
62 62
62 Div
No.

Contract Administration: Custodial, etc.

Work Orders / Service Requests - NOT
entered in CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
Work Orders / Service Requests - All
lnformation Entered in CMMS Database
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Swimming Pool Chemicals: Log of
Ghemicals Added
Record Series Title
Completion +
5 years
5 years
When No
Longer
Required
lndefinite
5 3Syears
s
Total
Retention
Yes (before
completion)
Vital?
Mag, Ppr
Mag Ppr
Mag Ppr
Mag
Mag, Mfr,
OD, Ppr
. slnce desi
Media
Options
s/r
ruction is normallv performed bv file folder.
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
Destroy
Paper
after
lmaged &
fle'.{"
Depa rtment preference; meets auditing standards;
Statute of limitations for contracts is 4 years;
Errors and Omissions does not apply;+ublishe*
ines-
@;cCP$$336(a),
337 et. seq., GC 834090
City preference; CCP $$338 et seq., 340 et seq.,
342, G€{S945=q GC S34oeo
Preliminary drafts (the database is the original);
cc s34090
Data is interrelated; GC 534090
Department Preference; M
;-
GC Q34090 et seq.

Description/Comments / Reference
PageP-3of8
Updated: 611Ol2O22 FOLSOM, CA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 179 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Divisions: Facilities (1 1), Landscape & Liqhtinq (33). Parks & Rec. (62), Trails (63), Zoo Sanctuary (64) Depart.

Providing
Service /
Work
Depart.

Providing
Service /
Work
Parks &
Recreation
Sen+iees-/
Facilities
Lead Dept.

Parks &
Recreation
Adlsin-
Sen+iees-/
Facilities
Parks &
Recreation
Admin-
Sen+iees-,t
Facilities
HOLDS: Lit
Retentions beqin when the act is completed. and implv a full file folder G.q. last document + 2 veard. since destruction is normallv pen the record is not listedrefer to the Retention forWide
Office of
Record
(oFR)
Record
Series
No.

Div
No.
120
119
118
117
116
115
11 11
11 11
11 11
Work Orders / Service Requests - All
lnformation Entered in CMMS Database
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Regulatory Permits
Pressure Vessel Certifications or Permits
(Air Compressors, Propane, etc.)
lnspections: Sidewalks, City Facilities
Daily Safety Checks / DMV Reports / Daily
Work Reports / Vehicle lnspections / Daily
Equipment Checks
Record Series Title
When No
Longer
Required
lndefinite
Expiration +
2 years
Expiration of
Certificate or
Permit
10 years
2 years
Total
Retention
ations susoend normal retention oeriods (retention resurnes after settlement or completion) Vital?
Mag Ppr
Mag
Mag, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr
OD, Ppr
Ppr
Media
Options
S
s/r
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
4-yea+
Yes: After
QC&OD
4-yeaf
Destroy
Paper
after
lmaged &
fJC'd"
Preliminary drafts (the database is the original);
GC 534090
Data is interrelated; GC 534090
Department preference; GC S34090
Department preference; GC $34090 et. seq
Department preference to show due diligence; GC
s34090
13 CCR 1234(c\:GC 534090
tmed bv file folder.

Description/Comments / Reference
PageP-4ofB
Updated: 611012022 FOLSOM, CA, ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 180 ends

12/13/2022 Item No.5.

Divisions:

RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Faciities {11&& Rec. (62), Trails (63), Zoo Sanctuary (64) \ I andscaneI iohtino /33\ Parks Parks &
Recreation
€€fi1s-
Develop-J
Landscape
& Lighting
Districts
Parks &
Recreation
€€mfi-
Develep-J
Landscape
& Lighting
Districts
Parks &
Reereatien
Depart.

Providing
Service /
Work
when the act isand+lsfile folder
records actaudits and/orresumes after seftlement or
the record is not listedStandards
Office of
Record
(oFR)
Record
Series
No.
285
274
#
121
33 33
e
11 Div
No.

Contract Administration: Maintenance
Contracts
Assessment / Maintenance / Landscape &
Lighting / Street lmprovement District
Projects / Community Facilities Districts
(ASSESSMENT ROLLS)
Fi+es
Work Orders i Service Requests - NOT
entered in CMMS Database (or partial
information entered into CMMS Database)
(Division providing seryice retains originals;
Division requesting service is considered a
copv)
Record Series Title
Completion +
5 years
5 years
\Alften-No-
tengeF
neguire+-
Minimum4
Veia+S
5 years
Total
Retention
Yes (before
completion)
Yes: Until
Submitted
to County
Vital?
Mag, Mfr
OD, Ppr
Mag, Ppr
IAag;PpF
Mag Ppr
Media
Options
s/r
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
eempt*ie
R
Destroy
Paper
after
lmaged &
(te,d?
Statute of limitations is 4 years for contracts;
Errors and Omissions does not apply; statewide-
guidelines propes
@ienaire-
agreemen+q CCP SS337. 337.1(a), 337.15, 343;
GC S34090
Department Preference (meets auditing
standards); GC S34090.7
City preference; CCP $$338 et seq., 340 et seq.,
342, €€.sSS45=c GC 534090
Description/Comments / Reference
PageP-5of8
Updated: 611012022 FOLSOM, GA, ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 181 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Divisions: Facilities (1 1). Landscape & Liqhtinq (33). Parks & Rec. (62), Trails (63), Zoo Sanctuary (64) Depart.

Providing
Service /
Work
Depart.

Providinq
Service /
Work
120 11
Work Orders / Service Requests - All
lnformation Entered in CMMS Database
Depart.

Providing
Service /
Work
gepa#-
P+eviding
S€nfi€e+
Werk
normal retentionresurnes after settlement or
a full file folderIast document + 2
refer to the Retention for
Office of
Record
(oFR)
287
286
295
Record
Series
No.
33 33
33 Div
No.

Work Orders / Service Requests - NOT
entered in CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
cnnv\
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Planninq Proi
ffi
@eing'
te-
@
Design Review; tet tine Adjsstments; Pareel
Maps' Planned Unit Develepments (PUD); Site
Plans; Tentative Ssbdivisiens; Varianees; Zene
@
Record Series Title
5 years
When No
Lonqer
Required
lndefinite
P
Total
Retention
IAILS (63I
Ye.s
Vital?
Mag Ppr
Maq Ppr
Mag
A4ad+r
ery
file folder.

Media
Options
S
lmage:
l=lmport
M=Mfr
S=Scan
Yes-
When
lna€tive
Destroy
Paper
after
lmaged &
af(l'.1?
City preference; CCP $$338 et seq., 340 et seq.,
342, €€{€84S GC S34oeo
Preliminary drafts (the database is the oriqinal):

GC Q34090
Data is interrelated; GC 534090
permit witnin Z Vear
whieh the applieant dees net fellew threugh with
fer administrative BurBeses; Final envirenmental
"reasenable peried ef time"; 14 €CR 915095(e);
c€s$4egq€4sse+
Description/Gomments / Reference
PageP-6of8
Updated: 611012022 FOLSOM, GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 182 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PARKS & REGREATION
Divisions: Facilities (11). Landscape & Liqhtinq (33), Parks & Rec. (62), Trails (63), Zoo Sanctuary (64) Parks &
Recreation /
Zoo
Parks &
Recreation /
Zoo
Parks &
Recreation /
Zoo
Public
Works /
Admin &
Engineering
or Parks &
Recreation
Public
Works /
Admin &
Engineering
or Parks &
Recreation
actaudits and/or inretentionor
Retentions b
lf the record ls nof /lstedStandards
Office of
Record
(oFR)
557
556
555
554
553
the act isanda+2s/ncefile folder,
Record
Series
No.
64 64
64 63
Capital lmprovement Projects (ClP) / Jobs -
Trails: Administration File
63Project Administration, Certified Payrolls,
lnspections, Project Schedules, Progress
meetings, Real Estate Appraisals, etc.

Div
No.

Animal Medical Database (contains
controlled substance inventories, veterinary
treatments, etc.)
Animal Acquisition Contracts / Agreements
Adoption Agreements (Cats, etc.)
Capital lmprovement Projects (ClP) / Jobs -
Trails: @!_l!!g
Plans, Specifications, Bids/RFPs,
Successful Proposal, Change Orders,
Materials Testing Reports, Grading Permits,
Hazardous Materials Plans, Notice of
Completion, Construction Manager's Logs,
Photos, Soils Reports, Studies, Submittals,
Survevs. etc.

Record Series Title
lndefinite
Expiration -
Minimum 10
years
Adoption + 3
years
P
vv,,,y,euv,,
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
Total
Retention
Yes
Yes:

Before
Disposition
\NCTUARY (64)
Yes: Until
Completed
Yes: Until
Completed
Vital?
Mag
Mag, Mfr,
OD, Ppr
Mag, Ppr
Mag, Mfr
OD, Ppr
Mag, Mfr
OD, Ppr
Media
Options
s/l
s/t
s/t
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
eemBte+ro
R
Yes: After
oc&oD
4-year
Yes: After
QC&OD
+year
Destroy
Paper
after
lmaged &
6n.d?
Department Preference; Covers various statute of
limitations; 3 years is required; FA $32003(e), PC
$597.1(d); CCP $$336(a), 337 et. seq., GC
Q34090
Department Preference (Fish & Game owns the
animals); CCP SS337. 337.1(a),337.15, GC
s34090
3 years is required; FA $32003(e), PC 5597.1(d);
CCP $$336(a), 337 et. seq., GC 534090
All permanent project files are maintained in
Engineering no matter what department was
involved in the project; retained for disaster
preparedness purposes (City Clerk does not
maintain Plans, Materials Testing Reports, etc.)
+n+pas*rueturc+tans; G C 534090
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions is 10
years; Published Audit Standards=4-7 years;
Statute of Limitations: Contracts & Spec's=4
years, Wrongful Death=comP. + 5 years,
Developers=comp. + I 0 years;€tatewide-
6gp
SS336(a), 337 et. seq., GC 534090
Description/Comments / Reference
Page P -7 of8
Updated: 611012022 FOLSOM, CA. Ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior wriften permission from GGS (909) 337-3516

Page 183 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Divisions: Facilities (11), Landscape & Liqhtinq (33), Parks & Rec. (62), Trails (63), Zoo Sanctuary (64) Parks &
Recreation /
Zoo
Parks &
Recreation i
Zoo
Parks &
Recreation /
Zoo
Parks &
Recreation
Parks &
Recreation /
Zoo
Parks &
Recreation /
Zoo
Parks &
Recreation /
Zoo
Parks &
Recreation /
Zoo
Office of
Record
(oFR)
Record
Series
No.

Div
No.Total
Retention
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Paper
after
lmaged &
Record Series TitleVital?Description/Comments / Reference the record is not listedrefer to the Retention for
a full file folderlast document + 2since destruction is 565
564
563
562
561
560
559
558
64 64
64 64
64 64
64 64
USDA lnspection Reports
Special Events - Zoo
Regulatory Agency Permits
Parties / Facility Use and Equipment
Applications, Books, Alcoholic Beverage
Applications
(Birthday Parties & Other)
Coun$ Health Department lnspections
Controlled Substance lnventory Records
(anesthesia, tranquilizer)
Annual Permits to House Animals
Animals - lndividual Records (includes
Captive Bred Wildlife, lmports, Quarantines,
Veterinary Treatment Records, etc.)
10 years
Longer
Required -
Minimum 5
Expiration +
2years
2 years
Expiration +
2years
5 years
5 years
Sale or
Expiration -
Minimum 2
vetrs
Yes
Yes:

Before
Event
Yes:

Before
Event
Yes
Yes
resumes after
Mag
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag
Mag, Mfr,
OD, Ppr
Department Preference (accredited every 5
years); GC $34090 et seq.

Department preference; GC 534090
GC 534090
GC 534090
GC 534090
Department preference for USDA accreditation
and permitting; required for 2 years after inventory
or transaction; 21 CFR 51304.04, 1310.04
Department preference for USDA accreditation
and permitting; Animal treatment records are
required for 3 years; FA $32003(e); GC 534090 et
seq.

Department Preference; 3 years is required; FA
$32003(e), PC $597.1(d); CCP SS337,338; GC
s34090
PageP-8of8
Updated: 611012022 FOLSOM, GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 184 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLICE
Divisions: Admin.(68), Animal Control (1 1). Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police /
Admin.

Fire /
Admin. Or
Police
Police /
Admin.

Police /
Admin.

Reee+ds
Finance
Police /
Admin.

Police /
Admin
POLICE ADMINISTRATION (68I
Retentions
lf the record is not listed here. refer to the Retention for Citv-Wide Standards Office of
Record
(oFR)
596
595
594
593
592
591
590
640
639
374
last document + 2since destruction isfile folder,
Record
Series
No.
68 68
68 68
68 68
68 73
73 68
Div
No.

Departmental Assignments & Rosters
Citizen's Emergency Response Training /
Neighborhood Training
Course Records, Roster, etc.

Carry Concealed Weapon Permits (CCW) -
Denied
Carry Concealed Weapon Permits (CCW) -
Approved
Carry Concealed Weapon Permits (CCW) -
Retired Employees
Business Permits (Regulatory) -
TECHNICIAN / DRIVERS: Massage
Technician, Taxi Driver, etc.

Business Permits (Regulatory) - BUSINESS
OWNER: Massage, Taxi, etc.

Alarm Notification / False Alarms i Permits
Alarm Billing
Accounts Receivable / Daily Envelopes /
Cash Receipts / Petty Cash / Revenue Daily
Receipt Books / lnvoices to Outside Entities
/ Alarm Billinq, etc.

Record Series Title
2 years
104e years
5 years
Expiration +
5 vears
Expiration +
5 vears
Expiration +
2 years
Expiration +
2 vears
2years
epie€-
When Ne
tongeF
nequire+
5 vears
5 years
Total
Retention
Yes: Until
Paid
Vital?
Mag, Ppr
Mag, Mfr,
OD, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Mfr
OD, Ppr
Media
Options
s/t
s/r
resurnes after seftlement or
lmage:
l=lmport
M=Mfr
S=Snan
Yes: After
QC&OD
When
Superseged
Yes: After
QC&Op+
yeaf
Destroy
Paper after
lmaged &
OC'd?
GC 534090
Department Preference; GC 534090
Department preference; GC 534090
Department preference; GC 534090
Department preference; GC 534090
GC 534090
GC 534090
GC 534090
(meets municipal qovernment auditinq
standards). GC 534090.5
flcn:rlment Preference - Police sends invoices
Department Preference;€ta{ewide€'uide+ifi€s-
sne#C-+far$-GC 534090
Description/Gomments / Reference
FOLSOM GA OzOOz Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page PD - 1 of 17
Updated: 711212022

Page 185 ends

12/13/2022 Item No.5.

RECORDS RETENTION SGHEDULE: POLICE
Divisions: Admin.(68), Animal Control (1 1), Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police /
Admin.

Police /
Admin.

Human
Resources
Police /
Admin.
records act
Office of
Record
(oFR)
Record
Series
No.

Div
No.
lmage:Destroy
Record Series TitleTotal
RetentionVital?Media
Options
l=lmportPaper afterDescription/Gomments / Reference M=Mfrlmaged & not listed hererefer to the Retention forStandards
whenfolderlast document + 2since destruction is
601
600
599
598
597
68 68
68 68
68 lnternal Affairs lnvestigations / Complaints -
WITHOUT Sustained Findinq of
Misconduct@
+ereeSuperviseqt+eviews
lnternal Affairs lnvestiqations / Complaints -
lnvolvinq Peace Officers WITH Sustained
Findinq of Misconduct
Hearings / Hearing Officer (Parking, Tows,
etc.)
Equipment & Uniform Authorization
Employee Grievance Files / Supporting
Documents
DMV Pull Notices (Police Employees Only)
Final
Disposition
+ 5 years
Final
Disposition
+ 15 vears
2 years
2 years
Copies -
When No
Longer
Reouired
When
Superseded
or
Upon
Seoaration
normal retentionresumes
Mag, Ppr
Maq. Ppr
Mag, Ppr
Mag, Ppr
Mag Ppr
Mag Ppr
Consistent with Lexipol Policv: State requires
for at least 5 years for Citizen's complaints;
other State & Federal laws require retention
until final disposition of formal complaint; State
requires 2 years after action is taken; Statute
of Limitations is 4 years after the discoverv of
the offense for misconduct in office. -4e+
sh€€+ing€iEvC Sl 045(bXl ), GC SS1 2946,
12960 34090, PC SS801.5, 803(c), 832.s(b),
vc s2547
PC 832.7 ; GC Q34090
GC 534090
GC $34090 et seq
Copies; GC 534090.7
Department preference; Transitory or source
records not retained in the ordinary course of
business; CHP audits every 2 years; GC
s340e0
FOLSOM GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page PD -2of 17
Updated: 711212022

Page 186 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLICE
Divisions: Admin.(68), Animal Control (1 1), Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police /
Admin.

Police /
Admin.

Human
Resources
Police /
Admin.

Pel.iee4
Admin;
Retentions beqin when the act is completed. and implv a full file folder b.q. last document + 2 veard. since destruction is normallv peiormed bv file folder. lf the recor(
Office of
Record
(oFR)
607
606
605
604
603
€e2
'is nof /ls
Record
Series
No.
68 68
68 68
68 68
Div
No.

Personnel Photographs
Personnel Files - Medical File (Police
Employees Only)
(Annual Physicals are not forwarded to
Human Resources)
Personnel Background Packet -
Unsuccessful (not hired)
Personnel Background Packet - Successful
Permits: Entedainment
Record Series Title
P
P
When Ne
tongeF
nequ+reg-
Minimum 4
3 years
5 years
Expiration +
2 vears
Final
giseosit+e+
+++ea+s
Total
Retention
Yes: Until
Separation
Vital?
Mag,
OD,
Mfr
Ppr
Mag,
OD,
Mfr
Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
[4ag;+pr
Media
Options
s/l
S
lmage:
l=lmport
M=Mfr
S=Sean
Yes: After
QC&Op+
yeaf
Yes: After
QC&OD
Destroy
Paper after
lmaged &
r)e'd"
Department Preference; GC S 34090 et seq
Department preference; Files maintained
separately; Glaims can be made for 30 years
for toxic substance exposure; 8 CCR
S3204(dX1) et seq., 8 CCR 5144. 8 CCR
15400.2; 29 CFR 1910.1020(dX1Xi), GC
ss1 2946, 1 2960. 34090
Bepartment preferenee; EEOC / FtSA / ADEA
$S€)+eq{*ires-+€jfears; State Law requires 4
2-3 years; 29 GFR 1 602 et seq & 1627.3(a)(5)
and (6),+€€R+29+3(e{2}, 2 CCR 1 1 01 3(c);
8 ccR 51 1040(7.( c)), Gc SS12e46, 1 2e60.
34090
Department Preference (copies); GC $
34090.7
GC 534090
ires-
fer at least 5 years fer Citizen's eemplaints;
len-
until final dispesitien ef fermal eemplaint; State
requires 2 years after aetien is taken; Statute
the effense fer miseen
vc{2547
Description/Comments / Reference
FOLSOM GA OzOOz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page PD - 3 of 17
Updated: 711212022

Page 187 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLICE
Divisions:Admin.(68), Animal Control (11), Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police
Admin-
S€Fd€es-/
Animal
Control
Police
Adffiin-
Sen',iees-/
Animal
Control
Police /
Admin.

Police /
Admin.

State of
California
and/orresumes after
when thea full file folderlast document +
lf the recorc
Office of
Record
(oFR)
102
101
612
611
610
609
608
426
hererefer to the Retention for
Record
Series
No.
10 10
68 68
68 6B
68 68Police lncident RMS Database i Police logs
Div
No.

Animal Licensing Printouts
Animal Control Cases (Bite Reports, Cruelty,
etc.)
Use of Force Supervisory Reviews
Reports and Studies regarding Police
operations (not historical - manpower, etc.)
Reports and Studies - Historical
Press Releases - Police Onlv
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Record Series Title
3 years
When No
Longer
Required
(minimum 3
vears)
2 years
When No
Longer
Required -
Minimum 2
vears
P
2 years
P
lncident
When Ne
t€fig€r-
Res{rired
s
Total
Retention
Yes
Yes
Vital?
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Mfr
OD, Ppr
Mag, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
tsfile
Media
Options
s/t
s/r
sit
lmage:
l=lmport
M=Mfr
S=Snan
Yes: After
QC&Op+
yeaf
Yes: After
QC&OD
SuBerseded
Yes: After
QC&OD
lnaetive
Destroy
Paper after
lmaged &
O(]'.1?
3 years is required; FA S32003(e), PC
5597.1(d); GC 534090 et seq.
3 years is required; FA $32003(e), PC
5597.1(d); GC $34090 et seq.

GC SS12e46, 12960,34090, PC SS801.5,
803(c), 832.5, VC 52547
Department Preference; GC $ 34090 et seq.

Department Preference; GC $ 34090 et seq
GC S34o9o
Department Preference; GC $ 34090 et seq
N€n+e€ord€-(use the State system); GC
$34090 et seq.

Description/Comments / Reference
FOLSOM CA. Ozooz Gladwell covernmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page PD - 4 of 17
Updated: 711212022

Page 188 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLIGE
Divisions: Admin.(68), Animal Control (11). Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police
Senriees-/
Animal
Control
Police
Sen*iees-/
Animal
Control
Police
Sen+iees-/
Animal
Control
Police
Adfrin-
Sen+iees-/
Animal
Control
Police
Admin-
Sen+iees-/
Animal
Control
Police
Sep*iees-/
Animal
Control
Office of
Record
(oFR)
Record
Series
No.

Div
No,
lmageDestroy
Record Series TitleTotal
RetentionVital?Media
Options
l=lmportPaper afterDescription/Gomments / Reference M=Mfrlmaged & the record is not listedrefer to the Retention forStandards full file folderlast document + 2since destruction is
107
008
106
105
104
'103
10 10
10 10
10 10
Controlled Substance lnventory / Records
Contract Administration: Animal Control
Services
Citizens Service Logs
Citations
Animal Trap Agreements
Animal Services Databases / Animal License
Database, etc.

Date of
lnventory +
2 years
Completion
+ 5 years
When No
Longer
Required
10 years
2 years
lndefinite
Yes
Yes
(before
completion
)
Yes
normal retention
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Ppr
Mag
Required for 2 years after inventory or
transaction; 21 CFR 51304.04, 1310.04
Department preference; meets auditing
standards; Statute of limitations for contracts is
4 years; Errors and Omissions does not apply;
published audit standards is 4-7 years;
vear+CCP $S336(a), 337 et. seq., GC 534090
Transitory records not retained in the ordinary
course of business; GC $34090 et seq.

Department Preference; may contain felony
charges (DA determines); GC $34090 et seq
GC $34090 et seq
Department preference - used for locating
animals; 3 years is required; FA $32003(e), PC
5597.1(d); GC $34090 et seq.

FOLSOM GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page PD - 5 of 17
Updated: 711212022

Page 189 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLICE
Divisions: Admin.(68), Animal Control (11). Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police
Senriees-/
Animal
Control
Police
Sen+iees-/
Animal
Control
Police
Sen+iees-/
Animal
Control
Police
Sen+iees-/
Animal
Control
Police
Sewiees-/
Animal
Control
Police
Sen*iees-/
Animal
Control
records actaudits and/or
Retentions
the record is not listed hererefer to the Retention for Office of
Record
(oFR)
113
112
111
110
109
108
actanda full file folderlast document + 2since destruction isfile folder.

Record
Series
No.
10 10
10 10
10 10
Div
No.

Return to Owner Records
Public Nuisance Cases (barking dogs, etc.)
Owner Release for Euthanasia
Notice of Violations
lmpound Records / Transportation Records
Daily Activity Reports
Record Series Title
10 years
When No
Longer
Required
(minimum 3
vears)
3 years
3 years
3 years
3 years
Total
Retention
Yes
Yes
Yes
Vital?
Ppr
Mag, Ppr
Mag
Mag i Ppr
Mag, Ppr
Mag, Ppr
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Destroy
Paper after
lmaged &
OC'.1?
Department Preference; GC $34090 et seq
GC 534090 et seq.
3 years is required; FA $32003(e), PC
$5e7.1(d); cc 534090
Department Preference; consistent with animal
record retention requirements; GC 534090 et
seq.

Covers various statute of limitations; 3 years is
required; 1 year is required forthe
transportation of dead animals; FA $32003(e),
PC $597.1(d); CCP SS336(a),337 et. seq.,3
CCR 1 180.15; GC $34090
Department Preference; GC 534090 et seq
Description/Comments / Reference
FOLSOM GA. OZOOz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page PD - 6 of 17
Updated: 711212022

Page 190 ends

12/13/2022 Item No.5.

Police /
Commun.

Police /
Gommun.

Police /
Commun
Police /
Commun

MUNICATIONS / CAD
Police
Admin-
Se+viees-/
Animal
Control
records actnormal retention
theRetention forWide Standards
when thefile folderlast document + 2file folder.

Office of
Record
(oFR)
Record
Series
No.
615
614
613
** The Gounty of Sacramento is the office of record for animal control services prior to July 1, 2009, subsequent lo fhal fhe Citv of Folsom becomes the office of record. 114
69 69
69 10Treatment Records (Vaccination records,
medical treatments, etc.)
Div
No.

Vacation Checks / Patrol Requests
Officer Recordinqs: Bodv-Worn Cameras &
MAV (Mobile Audio Videos - 8 - Records or
@
Officer Recordinqs: Bodv-Worn Cameras -
that are NOT evidence
Officer Recordinqs: Bodv-Worn Cameras -
that ARE evidence. Officer lnvolved
Shootinqs / Detention or Arrest /
Gomplaints
fficer Recordings: Mobile AudioA/ideo
Recordings that are not evidence ("hip
recorders", etc.)
Audio Recordings or Tapes - (CAD/RMS)
Recordings of Telephone & Radio
Communications Dispatch Tapes (CAD)
Record Series Title
2 years
P
davs
It/inimrrm 6C
Evidence,
Minimum 2
vears
Follows
retentinn for
1 year
1 year
3 years
Total
Retention
Yes
Vital?
Mag, Ppr
Maq
Maq.

Maq,
Mag
Mag
Mag
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Destroy
Paper after
lmaged &
oc'd?
GC 534090 et seq.

PCQ 832.18(bXSXE): GC S34090.6 et seq.

PCQ 832.18(bX5XA); GC S34090.6 et seq.

PCQ 832.18(bX5XB)&(C): GC Q34090.6 et seq.

Department preference; Recordings that
become evidence are stored with evidence -
these are preliminary documents / transitory
recordings not retained in the ordinary course
of business; GC $3a090.6(a)
Department Preference; S+a{ewide-$$delines-
p+€pesel€+days (legally mandated for 100
days); (may be discoverable or made public in
some circumstances), GC SS34090, 34090.6
3 years is required; FA $32003(e), PC
S5e7.1(d); Gc S340e0
)n resumes after settlement or completion).

Page 191 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLICE
Divisions: Admin.(68), Animal Control (11), Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police /
lnvestiqat.

Police /
lnvestigat.

Police /
Commun
?etentions t
the record is not listedrefer to the
Office of
Record
(oFR)
619
618
617
616
678
the act isanda full file folder+
Record
Series
No.
70 70
70 70
69 Div
No.
lntelliqence Files
lnformant Files
Gang Files
Detectives lnvestigation Files and Arrest
Files (Official Reports)
(includes but is not limited to Suicide and
Dead bodies (natural deaths)
Detectives lnvestigation Files and Arrest
Files (Notes)
H.E.L.P. Documents / Registration
actaudits and/or
Record Series Title
5 vears
When Ne
teng€F
eequiree-
Minimum 2
years
When Ne
tong€F
neg{*ireA-
Minimum 2
vears
Transferred
into
Record's
Files

VVNCN NO
Longer
Panr rirad
teng€F
eequiree-
Minimum 2
VEATS
l
Total
Retention
flGATION {70)
Vital?
Ppr. Maq
Ppr, Mag
Ppr, Mag
Ppr, Mag
Ppr, Mag
Mag, Ppr
destruction is
Media
Options
S/M/I
resumes after
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
Destroy
Paper after
lmaged &
fJC'.1"
Files contain criminal intelliqence information
concerning an individual only if there is
reasonable susoicion that the individual is
involved in criminal conduct or activitv and the
information is relevant to that criminal conduct
or activitv.

Misleadinq. obsolete or unreliable information
is required to be destroved: remaininq records
must not be retained lonqer than 5 years; 28
CFR 23.20(h); GC Q34090
lnformant information: Does not contain
criminal intelligence information concerninq
individuals: Department preference; GC
s340s0
Department Preference; GC $34090 et seq.

Transfer all Official Reports to Records to be
placed in the Day Files.

Preliminarv drafts not retained in the ordinarv
course of business: GC $34090 et seq.

Department Preference; GC 534090 et seq.;
Identification of persons who may be at risk of
being lost due to medical and/or mental
condition (record series J65added 05n7/2013)
Description/Comments / Reference
FOLSOM GA ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior wriften permission from GGS (909) 337-3516 Page PD - 8 of 17
Updated: 711212022

Page 192 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLICE
Divisions: Admin.(68), Animal Control (11), Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police i
Operation
S
POilCe /
Operation
Poltce /
Operation
s
Police /
Operation
s
Police /
Operation
s
Police /
Operation
S
Police /
Operation
s
Police /
lnvestigat.

Police /
lnvestigat.
audits and/oror
anda full file folder+2since destruction
lf the recort
Office of
Record
(oFR)
628
627
626
625
624
623
622
621
620
refer to the
Record
Series
No.
71 71
71 71
71 71
71 70
70 Div
No.

Range Schedules
Patrol Ride-A-Long Waiver Form
PAS Device Calibration Logs
Logs: Various (Vehicle Assignment, Patrol
Shift Activity, etc.)
Hospital Mandated Reporting
Canine / Equine (Police Dogs & Horses)
Program Files: Animal Files
Canine / Equine (Police Dogs & Horses)
Program Files: Action Reports, Monthly
Reports
Secondhand Dealer Permits i Pawn Broker
Permits & Licenses
Pawn Slips
Record Series Title
When No
Longer
Reouired
2 years
2 years
When No
Longer
Reouired
When No
Longer
Required
Separation
+ 3 years
\+he+Ne-
tong€F
eequire+-
Minimum 2
vears
Close of
Business +
2 vears
3 years
Total
RetentionVital?
Ppr, Mag
Mag, Ppr
Mag, Ppr
Ppr, Mag
Ppr, Mag
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Destroy
Paper after
lmaged &
oc'd?
Preliminary documents not retained in the
ordinary course of business; GC 534090 et
seq.

GC $34090 et seq
GC $34090 et seq
Preliminary documents not retained in the
ordinary course of business; GC 534090 et
seq.

Hospital maintains records; GC $34090 et seq.
3 years is required for animal care / treatment
records; FA $32003(e), PC $597.1(d);GC
534090 et seq.

GC 534090
Department Preference; GC 534090
Department Preference (Dealers are required
to keep for 3 years); Non-records used for
investigations; Originals entered into the State
Automated Property System; most agencies
retain for 2 years; B&P S21633; GC 534090
>rmed bv file folder.

Description/Gomments / Reference
FOLSOM CA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page PD -9 of 17
Updated: 711212022

Page 193 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLICE
Divisions: Admin.(68), Animal Control (11). Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police /
Property &
Evidence
Police /
Property &
Evidence
Police /
Property &
Evidence
Police /
Property &
Evidence
Police /
Property &
Evidence
Police /
Property &
Evidence
Police /
Records
Police /
Operation
S
POilCe /
Operation
q
ruilue /
Operation
Retentlons beqin when the act is completed. and implv a full file folder b.q. last document + 2 veard. since destruction is normallv per lf the recorc
Office of
Record
(oFR)
638
637
636
635
634
633
632
631
630
629
rs nof /is
Record
Series
No.
72 72
72 72
72 72
72 71
71 71
Div
No.

Property Tag Logs
Property Dispositions
Property Chain of Custody
Lost and Found ltems (Records of Disposal)
Gun and Narcotics Destruction Log
(Documents related to)
Forfeiture Notification
Crime Report Photos, Mug Shots
Traffic Control: Radar Trailer Surveys,
Special Event Action Plans, etc.

Traffic Control: Radar Calibration Records
Temporary Holding Facility Logs, Visitor
Logs, Operations Booking Log
Record Series Title
2years
2 years
2 years
2years
2 years
l4years
Follows the
Retention ol
the Crime
Reoort
when No
Longer
Required -
Minimum 2
vears
Life of the
Equipment
2 years
Total
RetentionVital?
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Mfr,
OD, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Media
Options
s/t
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC & OD-+
yea+
Destroy
Paper after
lmaged &
OC'.1?
GC 534090
GC 534090
GC 534090
GC 534090
GC 534090
Per Federal DOJ requirements (Equitable
Sharinq Guide): GC 534090
Department Preference; GC 534090
GC $34090 et seq.

Department preference; GC $34090 et seq
GC $34090 et seq.
)rmed bv file folder
Description/Gomments / Reference
FOLSOM CA. OzOoz Gladwell covernmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page PD - 1O of 17
Updated: 711212022

Page 194 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLIGE
Divisions: Admin.(68), Animal Control (1 1). Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Peliee i
Reee+ds
Peliee /
Reeerds
Police /
Records
Police /
Records
Peliee /
Reeeds-
Admir+
Police /
Records
Police /
Records
Peliee i
Reeerds
Finanee
P€li€e+
Reeerds
the record is notforWide
when the act isandIast document + 2,s
Office of
Record
(oFR)
646
#
644
643
ffi
642
641
64e
€9
Record
Series
No.

B
4 73
73 k
73 73
B
k
Div
No.

ERIME_REPORF$-
vatueexeeeas$f-ggg
Citations - Parking, Traffic, Marijuana,
Cannabiq / Transmittal Logs
Citation Log Books (#s / ranges) - Parking,
Traffic
Bi€yel€-R€gistrati€n i€en€es
Arson Registrations: Juveniles released
from California Youth Authority
Arson Registrations: Adults
+ta+m-C+l+ing
records act
Record Series Title
Sjea+s
2jears
2years
2 years
2jears
Age 25 or
Sealing
Date + 5
VCATS
Por
Deceased
21ear€
C€pies-
When Ne
tonge+
eequire+
s-y€ar€
Total
Retention
Yes
normalresumes after
Vital?
l*agrPfr
A4aS,+pr
Mag, Ppr
Mag, Ppr
A4a#r
Mag, Ppr
Mag, Mfr,
OD, Ppr
lgagr+pF
Uag;Pp+
Media
Options
sl$#t
s/t
lmage:
l=lmport
M=Mfr
S=Snan
Yes: After
QE
Yes: After
QC & Op+
yeaf€
Destroy
Paper after
lmaged &
Cll]'.1?
€W4090-etse+
GC $34090 et seq
GC 534090 et seq.
cc-s€4ege
Pursuant to PC 5457.1 et seq.; lf released from
CYA, records are destroyed after age 25 or
sealing pursuant to W&l $781; GC S34090.7
Department preference; Pursuant to PC
$457.1 et seq.; required to register for life; lf
released from CYA, records are destroyed
after age 25 or sealing pursuant to W&l 5781;
GC 534090.7
€€#4e9O
Description/Com ments / Reference
FOLSOM CA ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior wriften permission from GGS (909) 337-3516 Page PD - 11 of 17
Updated: 711212022

Page 195 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLICE
Divisions: Admin.(68), Animal Control (11), Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police /
Records
Police /
Records
Police /
Records
Police /
Records
Police /
Records
when the act isanda full file folder+
the
Office of
Record
(oFR)
650
649
648
647
Record
Series
No.

Div
No.
73 73
73 73

GRIME REPORTS
Misdemeanor - Adult Marijuana I
Cannabis - H&S Sl 1357(b)(c)(d)(e) or H&S
511360(b) (with procedure in H&S S11361.51
- Except those with outstanding stolen
Dropertv, includinq firearms, or lost firearms

CRIME REPORTS
Child Abuse or Neglect lnvestigation Reports
- Unsubstantiated or lnconclusive
CRIME REPORTS / INCIDENT REPORTS:

Ghild Abuse or Severe Neglect
(Substantiated)
CRIME REPORTS:

ALL, Except lmaged Reports, or Gapital
Grimes, Homicide, Juvenile, Child Abuse
(substantiated), Elder Abuse
(substantiated), & Sexual Assault (Rape),
Suicide, and those specifically mentioned
in the schedule

CRIME REPORTS
Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
records actaudits and/ornormal
Record Series Title
Conviction
or Arrest (lf
No
Conviction)
+ 2 years
No Further
Report on
Suspected
Abuser + 1C
vears
Date of
lncident +
1 0 vears,
lf No
Subseouenl
Reoorts
5 years
Until Found
or
Recovered
P
Total
Retention
Yes:

Before
Disposition
Yes:

Before
Disposition
Yes
Yes
Vital?
Mag, Ppr
Mag, Ppr
Maq, Mfr,
OD. Ppr
Mag, Ppr
Mag, Ppr
file folder.

Media
Options
SiMiI
S/M/I
S/M/I
lmage:
l=lmport
M=Mfr
S=Scrn
Yes: After
QC&OD
Yes: After
QC &OD
Yes: After
QC&OD
Destroy
Paper after
lmaged &
oe'd"
(Courts and other Agencies "Shall" destroy);
H&SS 1 1361.5 et seq.

Pc SS1 1 169(c),1 1 170(a)(3)
PC $Q1 1 169(i); '1 1 170(a): GC $34090
Department Preference; Provided there are no
outstanding warrants, unrecovered identifiable
items, criminal deaths, they are not historically
significant, and it is not classified under PC
5800 & 290 and H&S 511850; Stat. of Limit. is
2 yrs; Destroy juvenile marijuana after age18;
H&S S11361.5, GC 534090, PC 5802, PC
SS187, 800 et seq.
@;cc534090,
€8€k)r+8-1kt)
rn resumes after settlement or comoletion)
Description/Com ments / Reference
FOLSOM CA. ozooz Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page PD - 12of 17
Updated: 711212022

Page 196 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLICE
Divisions: Admin.(68), Animal Control (11). Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police /
Records
Police /
Records
Peliee /
ReeeCs
Police /
Records
Peliee /
Reeeds
Police /
Records
actaudits and/or
the record is notWide Standards
the act isanda full file+since destruction is
Office of
Record
(oFR)
656
655
654
653
w
651
Record
Series
No.
73 73
re
73 73
73 Div
No.

CRIME REPORTS:

Sealed Juvenile and Ward Cases - Except
those with outstanding stolen property,
includinq firearms, or lost firearms

CRIME REPORTS
Misdemeanor Marijuana $1 1357(e) -
Juvenile on School Grounds during
School Hours (with orocedure in H&S
CRIME REPERTS:
ffi
ien-
Res+raiainq€fd€rs
CRIME REPORTS:

Missing Persons
CRIME REPERTS:

Miens
+lse€ee-Mariit+ana
CRIME REPORTS:

Misdemeanor - Juvenile Marijuana i
Cannabis - H&S Sl 1357(E) - Except those
with outstanding stolen property, including
firearms, or lost firearms
Record Series Title
Sealing
Date + 5
years (or
Court
Order)
Offender is
18 Years
otd
+yea+s
Found /
Recovered
+ 2 years
S1ea+s
2 years or
Juvenile 18
years old
Total
Retention
Yes:

Before
Disposition
Yes:

Before
Disposition
Yes+
Befere-
Sisfosi+ien
Yes:

Before
Disposition
Y€€+
Befere-
Siseosi+ien
Yes:

Before
Disposition
Vital?
Mag, Ppr
Mag, Ppr
laagrPfr
Mag, Ppr
l+agt+pr
Mag, Ppr
Media
Options
SiMiI
S/M/I
sl$#l
S/M/I
slA#r-
S/M/I
resumes after
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
Yes: After
OC&OD
Yes: After
8C@
Yes: After
QC&OD
Yes: After
e€-@
Yes: After
QC&OD
Destroy
Paper after
lmaged &
oc'd?
Statute of Limitations runs up to age of majority
+ 8 years; sealed records for juveniles and
wards of the Court must be destroyed 5 years
after sealing date; CCP SS340.1, GC 534090;
W&l QQ389(a), 781(d)
(Courts and other Agencies "Shall" destroy);
H&SS 1 1361.5 et seq., 1 1357(e)
Department Preference; GC 534090
lf no subsequent conviction ("Shall" Destroy);
H&S 511361.5
Description/Comments / Reference
FOLSOM GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page PD - 13of 17
Updated: 711212022

Page 197 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLICE
Divisions:Admin.(68), Animal Control (11). Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police /
Records
Police /
Records
Police /
Records
Police /
Records
Police /
Records
Police /
Records
Police /
Records
Police i
Records
refer to the Retention forWide Standards
when the act islast document + 2stncefile folder.

Office of
Record
(oFR)
662
679
661
660
659
658
657
records actaudits
Record
Series
No.
73 73
73 73
73 73
73 Div
No.

LiveScan Applications / Fingerprint
Applications
Lists and logs
. NCIC Validations / DOJ Validation lists
* Wanted Person printout logs from
Sacramento County Repository
* Background checks (local) for outside
agencies
Guns: Dealers Record of Sale (DROS)
Field lnvestigation Cards (Fls)
Crime Statistics / Uniform Crime Reports
(UCR) - Summaries (BCS)
CRIME REPORTS / INCIDENT REPORTS:

Vacatur Relief Granted bv Court - Victim
of Human Traffickinq (Nonviolent Crimes)
CRIME REPORTS:

Factually lnnocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
propertv, includinq firearms, or lost firearms

CRIME REPORTS
Capital Crimes / Serious Felonies / Major
Grimes / Sex Crimes - Capital Crimes
(Crimes Subject to the Death Penalty), Sex
Crimes (PC 5288, 290)linchrdes hrrt is nof
limited to substantiated or conclusive reports
of child abuse or serious neglect, elder
abuse. and rape)
Record Series Title
2 years
2 years
2 years
After Entry
into RMS
2 years
+ within 1
vear
Court Order
Date of
Arrest + 3
years
P
Total
Retention
Yes:

Before
Disposition
Yes
retention
Vital?
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Maq. Mfr,
OD. Ppr
Mag, Ppr
Mag, Mfr,
OD, Ppr
Media
Options
S/M/I
S/M/I
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC &OD
Yes: After
QC&OD
Destroy
Paper after
lmaged &
oc'd?
GC$ 34090 et seq.

GC 534090, CC 1786.10
+J l TCounty is office of record for wanted
person logs
GC 534090
Preliminary documents; GC $34090 et seq.

Department preference; GC 534090
lndividual petitions Court ("Shall" Destroy): GC
Q34090: PC 5$236.14(k): 236.1 5(k)
lndividual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC $34090; PC
$851.8(a)
Department Preference; DOJ retains CACI
(Child Abuse Central lndex) informaiion for
adults 100 vears: others have no limitations on
commencement of action; Courts keep
permanently PC SS 261, 286,288,288(a),
288.5, 289, 289.5,290,799, 803(h), 11169 et
seq.: 11170(a). W&C 707(b)
Description/Gomments / Reference
FOLSOM GA ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Page PD - 14 of 17
Updated: 711212022

Page 198 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLICE
Divisions: Admin.(68), Animal Control (1 '1), Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police /
Records
Police i
Records
Police /
Records
Police /
Records
Court
Peliee /
ReeerCs
Police /
Records
Police /
Records
records act
Office of
Record
(oFR)
Record
Series
No.

Div
No.
lmage:Destroy
Record Series TitleTotal
RetentionVital?Media
Options
l=lmportPaper afterDescri ption/Gomments / Reference M=Mfrlmaged & refer to the Retention forStandards
Retentionswhen the actlast document + 2since destruction is 669
668
667
050
666
665
664
663
73 73
73 73
73 re
73 73
Sex Offender Registrations: Juveniles
Sex Offender Registrations: Adults
RMS Database
Records Destruction and Storage Lists /
Certificates of Records Destruction - Police
Records only
(contains privileged information)
Order after Hearing (Restraining Order,
Emergency Protective Orders (EPO),
Temporary Restraining Order (TRO))
LiveScan Responses or Logs (CORI
Responses) for Sworn_Peace Officers and
Volunteers
(Human Resources keeps all employee
resoonses)
LiveScan Responses or Logs (CORI
Responses) for Business Licensees,
Emplovees of Citv contractors. (e.9. Adult
Related Businesses)
P or Sealing
Date + 5
years (or
Court
Order) or
Deceased
Por
Deceased
lndefinite
1 0 vears P
Life of the
Order
Sjea{€
50 years
2 years
Yes
normal retention
Mag, Ppr
Mag, Mfr,
OD, Ppr
Mag
Mag, Mfr,
OD, Ppr
Mag
Uag,+q+,
O+,-Ppr
Mag, Ppr
Mag, Ppr
S/I
s++
Yes: After
QC & Op+
Yeafs
Yes: After
QC & OD+
yeaFs
Yes: After5
yeafs
Pursuant to PC $290 et seq.; W&l 5781
Department Preference; Pursuant to PC $290
et seq.

Data Fields / Records are interrelated; GC
s34090
Department Preference; GC $34090 et. seq
Court records - originals retained by the Court;
GC $34090 et seq.
@ie+-+s-
e+se+.r+g+Sa1€9ata)'
Deparlment Preference to cover the possible
length of employment of any employee or
volunteer (DOJ allows retention for legitimate
business needs); must be maintained in a
secure and confidential file; DOJ lnformation
Bulletin No.02-17-BCll;GC$ 34090 et seq.

Department Preference (DOJ allows retention
for legitimate business needs); must be
maintained in a secure and confidential file;
DOJ lnformation Bulletin No. 02-17-BCll; GC$
34090 et seq.

FOLSOM GA ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior wriften permission from GGS (909) 337-3516 Page PD - 15ol 17
Updated: 711212022

Page 199 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: POLIGE
Divisions: Admin.(68), Animal Control (11). Dispatch (69), lnvestig. (70), Operations (71), Property Evid. (72), Records (73), Training (74)
Police /
Training
Police /
Records
Police /
Records
Police /
Records
Police /
Records
Police /
Records
Police /
Records
Police /
Records
Police /
Records
Retentions
lf the record is not listed here. refer to the Retention for Citv-Wide Standards Office of
Record
(oFR)
677
676
675
674
673
672
671
670
full filelast document + 2since destruction isfile
Record
Series
No.
74 73
73 73
73 73
73 73
Div
No.

Personnel Training File - Officer Training -
BY EMPLOYEE (lncludes POST printouts)
lncludes Retiree Fire Arson Qualifications
Weapons Database / Department Weapons
Warrants (Served)
Video Recordings - lnterview Room, etc.

Traffic Collisions / Accident Reports (No
lnjuries)
Traffic Collisions / Accident Reports -
lniuries, no fatalities
Traffic Collisions / Accident Reports -
Fatalities
Subpoenas (all)
STOP Source Data, Audit Loq / Racial and
ldentitv Profilinq Act (RIPA) Annual Report
Record Series Title
Separation
+ 10 years
lndefinite
2 years
'l years
5 years
5 years
P
2 years
3 vears
Total
Retention
Yes
Vital?
74 Mag, Ppr
Mag
Mag, Ppr
Mag
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Maq. Ppr
Media
Options
S/M/I
S/M/I
S/M/I
resumes after seftlement or
lmage:
l=lmport
M=Mfr
S=Snan
Yes: After
oc&op
Yes: After
QC&OD
Yes: After
QC&OD
Destroy
Paper after
lmaged &
OC'.1?
Department preference; Rosters are sent to
POST; OSHA requires safety training 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 2 -3 years; ; 8
CCR 53203 et seq., I CCR 14300.33(a); 29
cFR 1627.3(bX2),29 CFR 1904.33,29 CFR
1904.44; LC $6429(c); Gc SS12946, 12960,
34090, 53235.2(b). 53237.2(b)
Data Fields / Records are interrelated; GC
s34090
GC S34o9o
Records regular and ongoing operations; GC
S34090.6(a)
Department Preference to be consistent with
CHP requirements (Fatal collisions are
retained by CHP for 5 years); GC 534090
Department Preference (Fatal collisions are
retained by CHP for 5 years); GC 534090
Department Preference (Fatal collisions are
retained by CHP for 5 years); GC 534090
GC 534090
11 CCR 999.228: 11 CCR 999.229; GC
834090
Description/Gomments / Reference
FOLSOM GA. ozooz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior wriften permission from GGS (909) 337-3516 Page PD - 16 of 17
Updated: 711212022

Page 200 ends

12/13/2022 Item No.5.

Office of
Record
(oFR)
0€5
064
Record
Series
No.
74 74
Div
No.
iee-
er+ire-Sepa*m€n+s)
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters, Outlines and Materials:
includes Use of Force training, safety
training, etc.)
Record Series Title
Seng+e-ei*V
C+erk
When Ne
te€g€F
eeg$Fed--
Minimum 7
years
Total
Retention
normal retentionor
Vital?
l+ag-,+,#r-
effiF
Mag, Ppr
Media
Options
S
lmage:
l=lmport
M=Mfr
S=Scan
Ves+4*er
ec-€-e+
When
lnaetive
Destroy
Paper after
lmaged &
oc'd?
by empleyees eutside the CiV; See Gity Clerk
@
Rosters are sent to POST; S+a+ewide-
@;Calif.Labor
Division is required to keep their records 7
years; OSHA requires safety training 5 years;
EEOCiFLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 2 -3 years;29
CFR 1627.3(bxii), 8 CCR S3204(dX1) et seq.,
GC SS12946, 12960. 34090
Description/Gom ments / Reference
FOLSOM GA. OzoOz Gladwell Governmental Services, lnc. - all rights reserved Do not duplicate or distribute without prior wriften permission from GGS (909) 337-3516 Page PD - 17 of 17
Updated: 711212022

Page 201 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Divisions:Admin Engineering (78), Fleet Management (79), Hazardous Material (91). Solid Waste (92). Stormwater (80), Streets (81), Transit (82) Public Works /
Admin &
Engineering
Public Works /
Admin &
Engineering or
Parks &
Recreation
Public Works /
Admin &
Engineering or
Parks &
Recreation
Public Works /
Admin &
Engineering
Public Works /
Admin &
Engineering
records actaudits and/ornormal retentionresumes
Retentions beq
lf the record is not listed here. refer to the Retention for Citv-Wide Standards Office of
Record (OFR)
704
703
702
70'l
700
document + 2since destruction isbfile folder.

Record
Series
No.
78 78
78 78
78 Div
No.

Engineering Studies / Surveys - Preliminary
Studies / Project Assessments (Not Acquired
or Developed)
Capital lmprovement Projects (ClP) / Jobs
Permanent File
Plans, Specifications, BidsiRFPs, Successful
Proposal, Change Orders, Materials Testing
Reports, Grading Permits, Hazardous
Materials Plans, Notice of Completion,
Construction Manager's Logs, Photos, Soils
Reports, Studies, Submittals, Surveys, etc.

Capital lmprovement Projects (ClP) / Jobs:

Administration File
Project Administration, Certified Payrolls,
lnspections, Project Schedules, Progress
meetings, Real Estate Appraisals, etc.

Aerial Maps / Photographs - Analog or Digital
Abandonments / Vacations (Streets) -
Gapital lmprovement Projecis / City-owned
Property
Record Series Title
t€ng€F
neguired-
Minimum 10
vears
P
Completion +
1 0 years or
After Funding
Agency Audit,
if required,
whichever is
longer
P
P
Total
Retention
Yes: Until
Completed
Yes: Until
Completed
Yes (all)
Vital?
Mag,
MfroD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag
Mfr,OD
Ppr
Mag
MfrOD
Ppr
Mag
MfrOD
Ppr
Media
Options
s/r
s/t
s/t
s/l
S
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
+Raetive
Yes: After
oc&oD
lJear
Yes: After
QC&OD
4-year
Yes: After
QC&OD
4-yea+
Yes: After
QC&OD
2+eafs
Destroy
Paper after
lmaged &
QC',d?
Department Preference; GC 534090
All permanent project files are maintained in
Engineering no matter what department was
involved in the project; retained for disaster
preparedness purposes (City Clerk does not
maintain Plans, Materials Testing Reports,
etc.) @ee-
Permanent fer lnfrastrueture plans; GC
s34090
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions
is 10 years; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Statewide guidelines prepese terminatien +
SJearsi CCP $$336(a), 337 et. seq., GC
s34090
Department Preference (l nformation
Systems maintains digital aerials); GC
s34090
GC 534090 et seq.

Description/Comments / Reference
FOLSOM, GA. Ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior wriften permission Page PW - 1 o'f 11
Updated: 812712022

Page 202 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Divisions:Admin Engineering (78), Fleet Management (79), Hazardous Material (91), Solid Waste (92), Stormwater (80), Streets (81), Transit (82) Public Works /
Admin &
Enqineerinq
Public Works /
Admin &
Engineering
Public Works /
Admin &
Engineering
Public Works /
Admin &
Engineering
Office of
Record (OFR)
Public Works /
Admin &
Engineering
Public Works /
Admin &
Enqineerinq
707
706
705
Record
Series
No.
059
78 78
Div
No.
78 78
when the act isa full and
Maps, Plans and Drawings (Final Maps,
Parcel Maps, Record of Survey, Right of Way,
Tract Maps, "As-Builts", Record Drawings,
etc.)
Geotechnical Reports
Engineering Studies / Surveys (City Built
Projects)
Record Series Title
Special Projects / Studies / lssues
Private Development / Land Development :

Administration File / Construction
lnspection
Construction lnspections. Correspondence.

Dailv Loos. lnsoector's Records. Photos. etc.

Private Development / Land Development:

Permanent Files
Certificate of Acceptance / Approval (copy).

Dedications. Abandonments. Drainaqe.

Drivewav. Private Lab Verifications, Testinq
Lab Final Reports. Studies, Reports,
Geotechnical and Soil Reports / Hvdroloqv
Reports, etc.
last
P
P
P
Total
Retention
tongeF
negu+Fe+-
Minimum 10
VEATS
10 vears
Comoletion +
P
Vital?
Yes: Until
Completed
Yes: Until
Completed
Yes (all)
Mag Ppr
Mag
Ppr
MfrOD
Media
Options
Mag
Ppr
MfrOD
Maq,
Mfr. OD.

Ppr
Maq,
Mfr. OD,
epr
Mag,
Mfr, OD,
Ppr
lmage:
l=lmport
M=Mfr
S=Scan
s/l
s/t
S
s/t
S
audits and/ornormal retentionafter settlement or
Yes: After
QC&OD
+ye€+
Yes: After
QC&OD
+Faetive
Destroy
Paper after
lmaged &
QC'd?
Yes: After
QC&OD
++Vea+s
Yes: After
QC&OD
Yes: After
QC&OD
Description/Gomments / Reference
Department preference: retained for disaster
preparedness purposes: GC Q34090
Drafts should be destroyed; Some maps are
also retained by Planning; Selected maps
are retained in Public Works for
administrative purposes; GC 534090,
34090.7
Department Preference; GC $34090 et seq
Department Preference; GC S34090
destruction is +bfile
therefer to the Retention forWide Standards
Department preference; GC 534090
is 10 vears: Statute of Limitations: Contracts
& Spec's=4 vears. Wronqful Death=como. +
5 years, Developers=comp. + '10 years: CCP
Q337 et. seq., GC Q34090
Statrrte of I imitations for Errors & Omissions
FOLSOM, GA. OzOOz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior wriften permission Page PW -2of 11
Updated: 812712022

Page 203 ends

12/13/2022 Item No.5.

RECORDS RETENTION SGHEDULE: PUBLIC WORKS
Divisions:Admin Engineering (78), Fleet Management (79), Hazardous Material (91), Solid Waste (92), Stormwater (80), Streets (81), Transit (82) Public Works /
Fleet Manage.

Publie Werks i
Sfee++qanae€=
Lead Dept.

Public Works /
Fleet Manage.

Lead Depart.

Publie Werks /
E+ee+++anace,
Public Works /
Admin &
Engineering
Public Works /
Admin &
Engineering
Public Works /
Admin &
Engineering
records actaudits
the record is not listedrefer to the Retention forWide Standards when the act isanda full file folderlast document + 2since destruction is Record Div
office of , series No'
Record (oFR)j No'
I
715
714
713
712
711
710
709
708
79 79
79 79
79 78
78 78
Vehicle & Equipment History Files
Usea-O++ispes+
Pressure Vessel Certifications or Permits (Air
Compressors, Propane, etc.)
Fueling (meter readings, consumption
reports)
AQMD Permits (Generators, etc.)
Traffic Studies lTraffic Counts / Schools /
Traffic Calming Requests
Traffic Speed Surveys
Survey Books / Field Notebooks
Record Series Title
Disposal of
Vehicle or
Equipment +
2 years
3-years
Expiration of
Certificate or
Permit
5 years
5 ?years
t€€geF
eequiree-
Minimum 10
vears
1O€ years
P
Total
RetentionVital?
Mag, Ppr
MaCPp+
Mag
Mfr,OD
Ppr
Mag Ppr
Mag, Ppr
Mag
MfroD,
Ppr
Mag, Ppr
Mag, Ppr
Media
Options
S
S
resumes after settlement or
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
1-yea+
Yes: After
QC&OD
+s.ye€fs
Destroy
Paper after
lmaged &
QC'd?
Department preference; lf a motor carrier,
required for 18 months after vehicle is sold;
CHP requires life of vehicle; OSHA requires
1 year;8 ccR S 3203(b)(1); a9 CFR
3e6.21(bX1); 4e cFR 3e6.3(c); ccP 5337
et. seq., 13 CCR 1Xa$); GC 534090
@ffi
Department preference; GC 534090 et. seq.

Consistent with Accounts Payable; s{a{ewide
1@Gc
s34090
40 CFR 70.6; Depa*men{pre{e+ene+GC
s34090
Department preference, GC 534090
Department preference (required every 5
years); GC 534090
Department preference; GC 534090
Description/Com ments / Reference
FOLSOM, GA. Ozooz Gladwell covernmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission PagePW-3of11
Updated: 812712022

Page 204 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Divisions: Admin Engineering (78), Fleet Management (79), Hazardous Material (91). Solid Waste (92). Stormwater (80), Streets (81), Transit (82) Public Works
utilities /
Hazardous
Material
Public Works
{Jtili{ies /
Hazardous
Material
Public Works
Utilities /
Hazardous
Material
Public Works
U{ilities / Solid
Waste or
Hazardous
Material
Public Works
u+ilities /
Hazardous
Material
Public Works /
Fleet Manaqe.

Public Works i
Fleet Manage.

Record
Series
No.

Div
No.
lmage:Destroy
Office of
Record (OFR)Record Series TitleTotal
RetentionVital?Media
Options
l=lmportPaperDescri ption/Comments / Reference M=Mfrlmaged & S=ScanQC'd?
is not listedrefer to theforWide Standards
when the act isa full file folderlast document + 2destruction isfile folder. records actauditsnormal retentionresumes after settlement or 813
812
81'l
810
809
717
716
91 91
91 91
91 79
79 Household Hazardous Waste Collection
Facility - Spills or Chemical Exposures
Household Hazardous Waste Collection
Facility - Permit, Operating Plans, Waste
Analysis Plan, Contingency plan, etc.

Employee Training Records (Haz Mat
Employees)
Disposal Receipts / Manifests -- Hazardous
Waste
Accounts Receivable / Checks for Grants for
Disposable Recyclable Hazardous Waste,
including Electronic Waste
Vehicles-@
Disoosal at Auctions / Sales
Vehicle Titles ("Pink Slips")
P
P
Separation +
3 years
30 years
Audit + 5
years
2 years
Sale or
Disposal
Yes
Mag
MfrOD
Ppr
Mag,
MfroD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag
MfrOD
Ppr
Mag,
Mfr, OD,
Ppr
Mag, Ppr
Ppr
S
s/r
S
s/l
S
Yes: After
QC&OD
lfi€€tive
Yes: After
QC&OD
Yes: After
QC&OD
l€a€+ive
Yes: After
QC&OD
Yes: After
QC&OD
When
lfia€tive
Department Preference to comply with
Permit requirements; GC $34090 et seq.

Department Preference to comply with
Permit requirements; GC $34090 et seq.

Department Preference to comply with
permit requirements; GC SS12946, 12960.
34090
Department Preference; Consistent with
statute of limitations for employee exposure
to hazardous materials (test results for
hazardous waste generators are required for
3 years); I CCR S3204(dX1) et seq., 8 CCR
5144.8 CCR 15400.2:29 CFR
1 e1 0.1 020(dx1 xi), Gc ss1 2946, 12960,
34090; 22 CCR I 66262.40
Department Preference; GC 534090; 14
ccR 18660.8(d)
GC S 34090
Given to Auction House / New Owner; GC
s34090
FOLSOM, GA. OZOoz Gladwell Govemmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Page PW -4of 11
Updated: 812712022

Page 205 ends

12/13/2022 Item No.5.

RECORDS RETENTION SGHEDULE: PUBLIC WORKS
Divisions:Admin Engineering (78), Fleet Management (79), Hazardous Material (91). Solid Waste (92), Stormwater (80), Streets (81), Transit (82) Public Works
Utitities / Solid
Waste
Public Works
Utilities / Solid
Waste
Public Works
U+il.ities / Solid
Waste
Public Works /
Hazardous
Material
Fleet Manaee,
Public Works
Utilities /
Hazardous
Material
Public Works
Utili{ies i
Hazardous
Material
HOLDS: Litiqa
when the act isanda
lf the record is not listed here. refer to the Retention for Citv-Wide Slandards Office of
Record (OFR)
818
817
816
714
815
814
)n, comp
Record
Series
No.
92 92
92 7S
91 9't
aints. c
Div
No.

Contract Administration: Green waste,
etc.

Contaminated Sites
AB 939 Compliance / SB 1383 Compliance
(Orqanic Waste Collection and Recvclinq)
Used Oil Disposal
Recycling Events
lnvestigations into Environmental
Contamination (Hazardous Materials)
actaudits and/ornormal retentionor
Record Series Title
Completion +
5 years
P
10 years
3 years
t€nge+
nequireg--
Minimum 2
vears
P
rcument + 2 veard. since destruction is normallv performed bv file folder Total
Retention
Yes (before
completion)
Vital?
Mag
Mfr,OD
Ppr
Mag
MfrOD
Ppr
Mag, Ppr
Mag Ppr
Mag, Ppr
Mag,
Mfr, OD,
Ppr
Media
Options
s/t
s/t
sir
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
AfreF
C€mp+etien
Yes: After
QC&OD
When
fic€€tive
Yes: After
QC&OD
When
+nae+ive
Destroy
Paper after
lmaged &
QC'd?
Statute of limitations is 4 years for contracts;
Errors and Omissions does not apply;
Vears ter nen-eapita
ien-
@ccP
SS337. 337.1 (a), 337.15, 343; GC 534090
Department preference; GC $34090 et seq
Department preference; SB 1383
compliance is required for 5 years: 14 CCR
$ 18995.2: GC 534090
22 cCR 66266.1 30(c)(5), H&S
525250.1 8(b), 25250.19(a)(3) et seq.

Department preference; GC 534090
Department preference; GC 534090
Description/Comments / Reference
FOLSOM, CA, ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission PagePW-5of11
Updated: 812712022

Page 206 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PUBLIG WORKS
Divisions:Admin Engineering (78), Fleet Management (79), Hazardous Material (9'1). Solid Waste (92), Stormwater (80), Streets (81), Transit (82) Public Works
U{il.i{ies / Solid
Waste
Public Works
U{ilities / Solid
Waste
Public Works
Utili*ies / Solid
Waste
Public Works
U+itkies / Solid
Waste
Public Works
U{ilitires / Solid
Waste
Public Works
U{ilities / Solid
Waste
Public Works
U{itiiies / Solid
Waste or
Hazardous
Material
records actaudits and/orresumes after settlement or
when the act isfull file folderlast document + 2since destruction isfile folder. the record is not listedrefer to the Retention
Office of
Record (OFR)
825
824
823
822
821
820
819
Record
Series
No.
92 92
92 92
92 92
92 Div
No.

Recycling Facility / PIA / CERF
Quarterly Monitoring Reports
Landfill Monitoring (Groundwater, Methane,
etc.)
lntegrated Waste Reports / Daily Records /
Weight Records / Hazardous Material
Screening i Tonnage Report
DMV Pull Notices (Solid Waste Employees
Only)
Disposal Receipts / Manifests - Non-
Hazardous Waste
Disposal Receipts -- Hazardous Waste /
Household Hazardous Waste (HHW)
Record Series Title
5 years
Superseded
P
lO-&years
When
Superseded
or
Upon
Separation
3 years
3 3e years
Total
RetentionVital?
Mag, Ppr
Mag, Ppr
Mag
MfroD,
Ppr
Mag,
MfrOD,
Ppr
Mag Ppr
Mag, Ppr
Mag,
MfrOD
Ppr
Media
Options
s/l
s/l
sir
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
tna€tive
Yes: After
QC&OD
N€
Yes: After
QC&OD
Destroy
Paper after
lmaged &
QC'd?
Department Preference, GC 534090
Reports are cumulative and are considered
a draft when the new one is produced; GC
534090 et seq.

Department preference; GG $34090 et seq
Department preference (becomes part of
waste stream); GC 534090 et seq.

Department preference: Transitory or source
records not retained in the ordinary course ol
business; CHP audits every 2 years; GC
s34090
Department Preference; Solid Waste
Transfer / Processing is 3 years; Non-
hazardous Ash Disposal is 5 years; 14 CCR
17379(a);14 CcR 18660.8(d); 14 ccR
17414(b); GC 534090 et. seq.
14 CCR 18812.4. GC 634090 ei. seo.
@W
Description/Gomments / Reference
FOLSOM, GA. OZoOz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission PagePW-6of11
Updated: 812712022

Page 207 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Divisions: Admin Engineering (78), Fleet Management (79), Hazardous Material (91). Solid Waste (92). Stormwater (80), Streets (81), Transit (82) Public Works /
Stormwater
Public Works /
Stormwater
Public Works
Uti{ities / Solid83092
Waste Management Plans (Recycling of
construction materials during building of5 yearsMag, PprDepartment Preference; GC 534090 Public Works
Utilities / Solid
Waste
Public Works
Utilities / Solid
Waste or
Hazardous
Material
Public Works
U{ilities / Solid
Waste or
Hazardous
Material
Public Works
U{ilities / Solid
Waste
Record
Series
No.

Div
No.
lmage:Destroy
Office of
Record (OFR)Record Series TitleTotal
RetentionVital?Media
Options
l=lmportPaperDescription/Comments / Reference M=Mfrlmaged & S=ScanQC'd?
refer to the Retention forWide Standards
when the act isand+since destruction is
records actnormal retentionresurnesor
719
718
829
828
827
826
80 80
92 92
92 92
NPDES Permits - Stormwater
NPDES Monitoring Reports
Waste Hauler Permits
Roll-off Contracts (Contracts to provide roll-
offs for construction sites)
Solid Waste Management Databases:

Residential service orders and bulkv waste
aooointments. Commercial service orders.
recvclinq compliance. and customer history.

Hauling records. Roll-off / Debris Box, etc.

Satabase{Ae€ess)
Reports to Regulatory Agencies (CalRecvcle
Bear4 etc.)
Expiration + 7
years
7 years
Expiration + 2
years
Completion +
5 years
lndefinite
10 years
Yes: Until
Expiration
Yes: Until
Completion
Yes
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag
Mfr,OD
Ppr
Mag
Mag, Ppr
s/r
Yes: After
QC&OD
lfia€*ive
Department Preference; Monitoring records
required for 3 years; 40 CFR SS122.21,
1 22.41 . I 22.44; C€P{337-e++e+'., Gq
834090
Department preference to comply with
RWQD's NPDES order; Monitoring records
required for 3 years in Federal law; 40 CFR
SS122.21, 122.41, 122.44: GC Q34090
Department Preference; GC 534090
The statute of limitation for errors and
omissions is not applicable; Statewide-
@
@;CCP$$336(a),
337 et. seq., GC 534090
Data Fields / Records are interrelated; GC
s34090
Department Preference; GC 534090
FOLSOM, CA. Ozooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Page PW -7 of 11
Updated: 812712022

Page 208 ends

12/13/2022 Item No.5.

Providing
Service / Work
Depart.

Providing
Service / Work
Public Works /
Streets
STREETS (81)
Public Works /
Stormwater
Public Works /
Stormwater
to the Retention for
when the act isanda full file folderlast document + 2since destruction is records actaudits and/or innormal retentionor
Office of
Record (OFR)
727
726
725
724
723
722
721
720
Record
Series
No.
82 82
81 81
81 81
80 80
Div
No.

Gustomer Comments
Audits & Bit lnspections (CHP Commercial
Vehicle lnspection): DMV & CHP
T {82} Note: Was Transferred to Reoional
Work Orders / Service Requests - NOT
entered in CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
coov)
Work Orders / Service Requests - All
lnformation Entered in GMMS Database
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
lnspection Logs: Sidewalks, Streets, etc.

Stormwater Annual Reports
Stormwater Program: Unauthorized
Discharges / Violations
Record Series Title
2 years
5 years
5 years
When No
Longer
Required
lndefinite
10 years
3 years
Resolution +
3 years
Total
Retention
S
Vital?
Mag Ppr
Mag Ppr
Mag Ppr
Mag Ppr
Mag
Mag, Ppr
Mag, Ppr
Mag, Ppr
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Yes: After
QC&OD
lfi€€tive
Destroy
Paper after
lmaged &
QC'd?
GC S 34090
Department Preference; Consistent with
CHP requirements; OSHA-r€quir€sl+eafi+
49 CFR 396.11
et seq.: GC 534090
City preference; CCP $$338 et seq., 340 et
seq., 342, G€{594+GC S34090
Preliminary drafts (the database is the
original); GC S34090
Data is interrelated; GC 534090
Department preference; GC 534090
Department preference; Monitoring records
required for 3 years; 40 CFR SS122.21,
122.41: 122.44: GC Q34090
Department preference; NPDES records are
required for 3 years; 40 CFR 122.a1OQ);
122.44; GC 534090
Description/Gomments / Reference
FOLSOM, CA. OzoOz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission PagePW-8of11
Updated: 812712022

Page 209 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Divisions:Admin Engineering (78), Fleet Management (79), Hazardous Material (91). Solid Waste (92). Stormwater (80), Streets (81), Transit (82) Public Works /
Transit
Public Works /
Transit
Public Works /
Transit
Public Works /
Transit
Public Works /
Transit
Public Works /
Transit
Public Works /
Transit
the Retention forWide Standards
when the act isanda full file folderlast document + 2s/ncefile folder. records actaudits and/orresumes after settlement or
Office of
Record (OFR)
734
733
732
731
730
729
728
Record
Series
No.
82 82
82 82
82 82
82 Div
No.

Pre-Trip lnspections
Personnel Testing and Training Programs
(Attendance Rosters, Outlines and Materials
for Specialized Training)
Passenger Counts
Licenses & Permits
Guidelines: Federal, Local, State
Grants - FTA: Capital Equipment - Buses,
Computers
Dial-A-Ride Applications
Record Series Title
5 years
Separation +
7 years
5 years
Expiration + 2
vears
Superseded
+ 2 vears
After Fundinq
Aqencv Audit.
if required -
Minimum 5
years
5 years
Total
RetentionVital?
Mag Ppr
Mag Ppr
Mag Ppr
Mag Ppr
Mag Ppr
Mag Ppr
Mag Ppr
Media
Options
lmage:
l=lmport
M=Mfr
S=Scan
Destroy
Paper after
lmaged &
QC'd?
Consistent with CHP requirements; OSHA
requires 1 year; 8 Ca. Code Reg. $
3203(bX1); GC $34090; 13 GCR 1234(c):

CHP audits take place up to 5 years;
@
g+id€lin€siEEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; 29 CFR
1672.3(bxii), 8 CCR S3204(d)(1) et seq., GC
ss12946, 12960.34090
Department Preference; Consistent with
Accounts Receivable and Cash Receipts;
GC $34090
GC S34090
GC 534090
Department preference; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee;@
years., 2 CFR 200.334: 7€FR
@;24CFR&EJ2,

91.105(h), 92.505, & 570.502(a), 28€FR
W 29 CFR 97.42; 40 CFR 31.42: 44
CFR 13.42: 45 CFR 92.42: OMB Circular A-
110 & A-133.320(9); GC $34090; GC
s8546.7
Meets municipal government auditing
standards; GC S 34090
Description/Gomments / Reference
FOLSOM, GA. OZoOz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior wriften permission PagePW-9of11
Updated: 812712022

Page 210 ends

12/13/2022 Item No.5.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Divisions: Admin Engineering (78), Fleet Management (79), Hazardous Material (91), Solid Waste (92). Stormwater (80), Streets (81), Transit (82) Public Works /
Transit
Public Works /
Transit
Public Works /
Transit
Public Works /
Transit
Public Works i
Transit
Public Works /
Transit
Public Works i
Transit
Public Works /
Transit
Public Works /
Transit
Public Works i
Transit
Public Works /
Transit
records actnormal retentionresurTres after settlement or Record
Series
No.

Div
No.
lmage:Destroy
Office of
Record (OFR)Record Series TitleTotal
RetentionVital?Media
Options
l=lmportPaperDescri ption/Gomments / Reference M=Mfrlmaged & S=ScanQG'd?
lf the record ls nof /lstedtoforStandards
theanda full file folder/asf+since destruction isfile folder. 741
740
739
738
737
736
73582
82 82
82 82
82 82
Triennial Reviews
Transportation Manaqement Svstem
Database
Transit Securitv Loqs
Terminal lnsoections
Surveys i Transfer Agreement Analysis
(Passengers transfer to another transit
system)
Surveyor Sheets / Random Counts
Special Event Transportation
Safety Check Lists
Route Service Adjustments (Blue Sheets) -
Missed Miles i Hours
Ridership Data, Daily Reports, DAR i Dial-a-
Ride Worksheets
Reports: Progress, State & Federal
5 years
Minimum 5
VCATS
2 vears
10 vears
2years
When No
Longer
Required
2 years
5 years
When No
Longer
Reouired
5 years
5 years
Mag Ppr
Maq, Ppr
Maq. Ppr
Maq, Por
Mag Ppr
Mag Ppr
Maq. Ppr
Mag Ppr
Mag Ppr
Mag Ppr
Mag Ppr
Consistent with other safety requirements;
GC S 34090
Department preference: GC QQ 34090
GC Q 34090
Department preference: GC Q 34090
GC S34090
Drafts / source records entered into
database and not retained in the ordinary
course of business; GC 534090
GC Q 34090
Consistent with CHP requirements; OSHA
requires 1 year; 8 Ca. Code Reg. $
3203(bXl ); GC 534090
Drafts i source records entered into
database and not retained in the ordinary
course of business; GC 534090
Consistent with Fare & Passenger Counts,
Accounts Receivable and Cash Receipts;
GC 534090
Consistent with CHP requirements; OSHA
requires 1 year; 8 Ca. Code Reg. $
3203(bXl ); Gc S340e0
FOLSOM, GA. Ozooz Gladwell Governmental services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior wriften permission PagePW-10of11
Updated: 812712022

Page 211 ends

12/13/2022 Item No.5.

Div
No.
lmage:Destroy
Office of
Record (OFR)Record Series TitleTotal
RetentionVital?Media
Options
l=lmportPaper afterDescription/Comments / Reference M=Mfrlmaged & S=ScanQG'd?
recordrefer to the Retention for
when the act isanda+2since destruction isfile folder,
Videotapes of Vehicle Operations
Vehicle & Equipment Historv Files (Transit
Vehicles ONLY)
When No
Lonqer
Reouired
Disposal of
Vehicle + 2
VEATS
Maq. Ppr
Maq, Ppr
resumes after settlement or
Preliminarv drafts not retained in the
ordinarv course of business; (Records public
activities): GC Q 34090
Department preference; lf a motor
carrier. reouired for 18 months after
vehicle is sold: CHP requires life of
vehicle: OSHA reouires 1 vear: 8 CCR Q
3203(bX1): 49 CFR 396.21(bX1): 49
CFR 396.3(c): CCP $337 et. Seq.. 13
CCR 1234(fl: GC Q34090
FOLSOM, CA. OZooz Gladwell Governmental Services, lnc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior wriften permission Page PW - 11 of 11
Updated: 812712022

Page 212 ends

12/13/2022 Item No.5.

Attachment 3

Page 213 ends

12/13/2022 Item No.5.
that:

RESOLUTION NO.8153

A RESOLUTION ADOPTING A RECORDS RETENTION SCHEDULE

FOR THE CITY OF FOLSOM AFID
RESCINDING RESOLUTION NO'S 6951 AllD 7743 (PREVIOUS RECORDS

RETENTTON SCHEDULES)
WHEREAS, the city desires to establish an orrderly and routine method of record retention; and
WHEREAS, it has been determined that certain city records are out of date or no longer in use; and
WHEREAS, the City Council desires to establish procedures for the lawful, orderly and efficient retention and destnrction of records,
NOw, THEREFORE, BE IT RBSOLVED by the City Council of the City of Folsom t. Records shall be retained for the time period specified in the "City of Folsom Master Records Retention Schedule, October 2007";

2. Pursuant to Government Code Section 34090, a city department head, with the written consent of the City Manager or hiVtrer designee and the written consent of the City Attorney or his/trer designee, may destroy any city record, document, instrument, book or paper, under his/her chargg without making a copy thereof, after the same is no longer required and in compliance with the "City of Folsom Master Records Retention Schedule, October 2007".

3. Except as otherwise provided in this resolution and pursuant to Government Code Section 34090, this resolution does not authorize the destruction of:
(a) records affecting the title to real property or liens thereon; (b) court records;
(c) records required to be kept by statute;
(d) records less than two years old;
(e) the minutes, ordinances, or resolutions of the legislative body or of a city board or commission.

4. Pursuant to the provisions of Government Code Section 34090.5, a city department head or his/her designee may authorize the destruction of records which have been imaged and stored as provided in Section 34090.5.

5. Pursuant to the provisions of Government Code Section 34090.7, a city department head or his/her designee may destroy duplicate records which are less than two years old if they are no longer required.

Resolution No. 8153
Page I of2

Page 214 ends

12/13/2022 Item No.5.

6. Prior to the destruction of any material pursuant to this resolution, the department head of the department generating the records or his/her designee shall examine the records to determine if the records contain anything of historical interest or value. If the department h€ad deems the records to be of historic interest or value, the material shall be maintained in a safe and secure manner as directed by the City Clerk; utd

7. Resolution No's.6951 and7743 are hereby rescinded'
PASSED AND ADOPTED on this 9th day of October 2007, by the following roll-call vote:

AYES: Council Member(s): King, Miklos, Starsky, Howell, Morin NOES: Council Member(s): None
ABSENT: Council Membe(s): None
ABSTAIN: Council Member(s): None
-r
J. Morin, MA
AfiEST:

Oqrsr-.-;ScXn ftf
Christa Schmidt, CITY CLERK
Resolution No. 8153
Ptge? of2

Page 215 ends

12/13/2022 Item No.5.

This page intentiono.lly left blCInk
to facilitote double- sided printing .

CIT Y OF
FOLS()l\{
DI3'INCTIVE gY NATURE

Page 216 ends

12/13/2022 Item No.5.
ir ' ; ii iill ,:., r|i
,, lrri:t:ri 5. !Jtr ii
Folsom City Council
Staff ort

RECOMMENDATION / CITY COUNCIL ACTION
Staff recommends that the City Council pass and adopt Resolution No.l095l - A Resolution Accepting Fiscal Year 2021-22 Enhancing Law Enforcement Activities Growth Special Account, Citizen's Option for Public Safety (COPS) Grant for the Purchase of Technology and Equipment to Improve Police Operations in Accordance with State Requirements and Appropriation of Funds.

BACKGRO / ISST]8,
In fiscal year 1996197 the State of California first enacted the Citizen's Option for Public Safety (COPS) program under Assembly BilI3229. Under this program, cities and counties receive state funds to augment front-line police services. The City of Folsom Growth grant award for FY 2021-22 is estimated at$82,297.24.

Government Code Section 30061 requires that these funds shall be appropriated pursuant to a request from the Police Chief or the Chief Administrator of the law enforcement agency that provides police services for the respective city. The request for use of this funding shall speciff the front-line law enforcement needs of the requesting entity including the personnel, equipment, and programs that are necessary to meet those needs.

MEETING DATE: r211312022
AGENDA SECTION: Consent Calendar
SUBJECT: Resolution No. 10951 - A Resolution Accepting Fiscal Year 2021-22 Enhancing Law Enforcement Activities Growth Special Account, Citizen's Option for Public Safety (COPS) Grant for the Purchase of Technology and Equipment to Improve Police Operations in Accordance with State Requirements and
Appropriation of Funds
FROM: Police Department
1

Page 217 ends

12/13/2022 Item No.6.

POLICY / RULE
The Citizen's Option for Public Safety program is an on-going state program, but it requires a separate budget appropriation for continued funding. The funds must be used to supplement and not supplant existing local funding for law enforcement services.

ANALYSIS
tlo Enhuttcing Law Enforcement Activities Growth Special Account, Citizen's Option for Public Safety (COPS) Funds cannot be used for administrative overhead allocations in excess of 0.5 percent, nor can the allocation be used to fund the costs of any capital project or construction project that does not directly support front-line law enforcement services.

The City of Folsom and the Folsom Police Department are committed to utilizing technology to identiff and deter criminals. The Folsom Police Department is also committed to acquiring and updating equipment in the department in order to provide services to the public as well as to be as efficient with staff time as possible.

The Chief of Police requests approval to utilize A83229 Citizen's Option for Public Safety state growth funds in the amount of $82,297.24 for the purchase of technology and equipment to improve police operations.

IMPACT
There aro no matching requirements for the A83229 funds and no direct impact on the General Fund. Because Supplemental Law Enforcement Services Funds are required to be separately appropriated, staff is also requesting an appropriation of $82,297 .24 to be added to the police department budget as COPS funding installments for fiscal year202ll22 are received from the County of Sacramento Department of Finance. The additional appropriation will be applied the fiscal year 2022123 budget in the Police Department in the General Fund (Fund 010).

ATTACHMENTS
Resolution No. 10951 - A Resolution Accepting Fiscal Year 202112022 Enhancing Law Enforcement Activities Growth Special Account, Citizen's Option for Public Safety (COPS) Grant for the Purchase of Technology and Equipment to Improve Police Operations in Accordance with State Requirements and Appropriation of Funds Submitted,
Richard Hillman, Chief of Police
2 Page 218
12/13/2022 Item No.6.

RESOLUTION NO. 10951
A RESOLUTION ACCEPTING FISCAL YEAR 202I.22 ENHANCING LAW

ENF'ORCEMENT ACTIVITIES GROWTH SPECIAL ACCOUNT, CITIZEN'S OPTION

FOR PUBLIC SAF'ETY (COPS) GRANT F'OR THE PURCHASE OF'TECHNOLOGY

AND EQUIPMENT TO IMPROVE POLICE OPERATIONS IN ACCORDANCE WITH

STATE REQUIREMENTS AND APPROPRIATION OF' F'UNDS
WHEREAS, the State of California enacted the Citizen's Option for Public Safety (COPS) program, under Assembly Bill 3229,to fund front-line law enforcement services; and WHEREAS, the COPS Growth funding available to the City of Folsom for fiscal year 2022-23 is $82,297.24; and
WHEREAS, these state funds are separate and apart from the proposed allocations from the City's general fund and an additional appropriation is needed; and WHEREAS, the Chief of Police has requested to allocate and appropriate these funds for the purchase of technology and equipment to improve police operations; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Folsom hereby authorizes the use of the A83229, Citizen's Option for Public Safety (COPS) state funding in accordance with the request of the Chief of Police to purchase technology and equipment to improve police operations.

NOW' THEREFORE, BE IT FITRTHER RESOLVED that the Finance Director is authorized to appropriate an additional $82,297.24 as expenditures and as intergovernmental revenue in the General Fund (Fund 010) to the Police Department budget in fiscal yeat 2022123.

PASSED AND ADOPTED this l3th day of December 2022, by the following roll-call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

MAYOR
ATTEST:

Christa Freemantle, CITY CLERK
Resolution No.l095l
Page I of I
Councilmember(s):

Councilmember(s):

Page 219 ends

12/13/2022 Item No.6.

This page intenti,onolly left blonk
to facilitote double-sided printing .
clfY oF
F(}LSOM
DISTINCTIVg IY NATURE

Page 220 ends

12/13/2022 Item No.6.
(. :;irtt,!l a! !..ri::

Folsom City Council
Staff
MEETING DATE: t21t312022
AGENDA SECTION: Consent Calendar
SUBJECT: ResolutionNo. 10952 - A Resolution Accepting Fiscal Year 2022-23, Citizen's Option for Public Safety (COPS) Grant for the Purchase of Technology and Equipment to Improve Police Operations in Accordance with State Requirements and
Appropriation of Funds
F'ROM: Police Department

RECOMMENDATION / CITY COUNCIL ACTION
Strff t.""--""dr that the City Council pass and adopt Resolution No. 10952 - A Resolution Accepting Fiscal Year 2022-23, Citizen's Option for Public Safety (COPS) Grant for the Purchase-of Technology and Equipment to Improve Police Operations in Accordance with State Requirements and Appropriation of Funds.

BACKGROUND / ISSUE
@StateofCaliforniafirstenactedtheCitizen'soptionforPub1icSafety (COPS) program under Assembly Bill3229. Under this program, cities and counties receive rtut. fundr io augment front-line police services. Grant awards are based on per capita population, with $100,000 being the minimum guaranteed award. The City of Folsom grant award for FY 2022-23 is estimated at $130,651.

Government Code Section 30061 requires that these funds shall be appropriated pursuant to a request from the Police Chief or the Chief Administrator of the law enforcement agency that provides police services for the respective city. The request for use ofthis funding shall speciff ihe front-line law enforcement needs of the requesting entity including the personnel, equipment, and programs that are necessary to meet those needs.

POLICY / RULE
Th" Cttt"*'r Optton for Public Safety program is an on-going state program, but it requires a separate budget appropriation for continued funding. The funds must be used to supplement and not supplant existing local funding for law enforcement services. 1

Page 221 ends

12/13/2022 Item No.7.

ANALYSIS
Th" Citir*'s Option for Public Safety Funds cannot be used for administrative overhead allocations in excess of 0.5 percent, nor can the allocation be used to fund the costs of any capital project or construction project that does not directly support front-line law enforcement services.

The City of Folsom and the Folsom Police Department are committed to utilizing technology to identiS' and deter criminals. The Folsom Police Department is also committed to acquiring and updating equipment in the department in order to provide services to the public as well as to be as efficient with staff time as possible'
The Chief of Police requests approval to utilize A83229 Citizen's Option for Public Safety statefundsintheamountof$l30,65l forthepurchaseoftechnologyandequipmenttoimprove police operations.

FINANCIAL IMPACT
Ther" ate
"" -"t"hing requirements for the A83229 funds and no direct impact on the General Fund. Because COPS Funds are required to be separately appropriated, staff is also requesting an appropriation of $130,651 to be added to the police department budget as COPS funding installments for fiscal year 2022123 arc received from the County of Sacramento Department of Finance. The additional appropriation will be applied to the Fiscal Year 2022123 Budget in the Police Department in the General Fund (Fund 010).

ATTACHMENTS
Res"l"tio" Nol0g52 - A Resolution Accepting Fiscal Year 2022-23 Citizen's Option for Public Safety (COPS) grant for the Purchase of Technology and Equipment to Improve Police Operations in Accordance with State Requirements and Appropriation of Funds Submitted,
Richard Hillman, Chief of Police
2Page 222
12/13/2022 Item No.7.

RESOLUTION NO. 10952
A RESOLUTION ACCEPTING FISCAL YEAR 2022-23 CITIZEN'S OPTION FOR PUBLIC SAFETY (COPS) GRANT FOR THE PURCHASE OF TECHNOLOGY ANn

EQUIPMENT TO IMPROVE POLICE OPERATIONS IN ACCORDANCE WITH

STATE REQUIREMENTS AND APPROPRIATION OF T'UNDS
WHEREAS' the State of California enacted the Citizen's Option for Public Safety (COPS) program, under Assembly Bill 3229,to fund front-line law enforcement services; and WHEREAS, the COPS funding available to the City of Folsom for fiscal year 2022-23 is $130,651; and
WHEREAS, these state funds are separate and apart from the proposed allocations from the City's general fund and an additional appropriation is needed; and WHEREAS, the Chief of Police has requested to allocate and appropriate these funds for the purchase of technology to improve police operations; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Folsom hereby authorizes the use of the A83229, Citizen's Option for Public Safety (COPS) state funding in accordance with the request of the Chief of Police to purchase technology and equipment to improve police operations.

NOW, THEREFORE' BE IT FURTHER RESOLVED that the Finance Director is authorized to appropriate an additional $130,651 as expenditures and as intergovernmental revenue inthe General Fund (Fund 010) to the Police Department budget in fiscal year 2022-23.

PASSED AND ADOPTED this 13th day of December 2022, by the following roll-call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Councilmember(s):

MAYOR
ATTEST
Christa Freemantle, CITY CLERK
Resolution No. 10952
Page I of I Page 223
12/13/2022 Item No.7.

This page intentionally left blonk
to focilitate double-sided printtng .

CI?Y OF
FOLSOM
D'StINCTIVE IY XATUNE

Page 224 ends

12/13/2022 Item No.7.
:f '..1 t, l .:ii,l i,'r''f
t...i!:,t.:rra t r, j,14, I
Folsom City Council
Staff
RECOMMENDATION / COI]NCIL ACTION
The Environmental and Water Resources Department recommends the City Council pass and adopt Resolution No. 10953 - A Resolution Authorizing the City Manager to Execute a Renewal of the Service Agreement with Dropcountr, Inc. for Use of the Dropcountr Base Platform, Dropcountr Business and the HOME+ Irrigation Module for Two Years.

BACKGROUND / ISSUE
In April 2014, the City executed Agreement No. 173-21 14-075 to begin working with Dropcountr, Inc. to provide a digital platform to City of Folsom residents to support water management initiatives. The software allows users access to their water use data, provides notification of leaks, supports rebate programs and assists the City in its efforts in water conservation education. In June 2018, the City executed Agreement No. 173-21 18-030, extending the original service agreement for an additional three years through Jwrc 2021.ln June 2020, the agreement was amended to include Dropcountr BUSINESS, a commercially friendly feature set, to support Folsom's non-residential water customers.

In June z\zl,through Resolution 10652, the City Council authorized execution of a one year agreement with DropCountr, Inc. for use of the continued use of the platform plus the addition of the HOME+ Irigation module to help monitor water use associated with inigation. This service agreement expired on June 30,2022.

I
MEETING DATE: t211312022
AGENDA SECTION: Consent Calendar
SUBJECT: Resolution No. 10953 - A Resolution Authorizing the City Manager to Execute a Renewal of the Service Agreement with Dropcountr, Inc. for Use of the Dropcountr Base Platform, Dropcountr Business and the HOME+ Inigation Module for Two Years
FROM: Environmental and Water Resources Department

Page 225 ends

12/13/2022 Item No.8.

More than 4,000 City of Folsom water customers are registered to use the Dropcountr platform and they have achieved an average TYoreduction in water use. The participation rate continues to increase as the City grows and State regulations for water use associated with drought mitigation and increased water use efficiency continue to be enforced.

Digital systems that support water management are part of a growing market, and new smart water applications offering more flexibility and different features are being developed. The Environmental and Water Resources Department wishes to continue providing the valuable services of the Dropcountr platform to Folsom water customers, but also wants the flexibility to take advantage of new technology in the future. The Department therefore recommends renewing the service agreement with Dropcountr, Inc. for two years.

POLICY / RULE
In accordance with Chapter 2.36 of theFolsom Municipal Code. supplies, equipment, services, and construction with a value of $66,141 or greater shall be awarded by City Council.

ANALYSIS
The Dropcountr platform provides customers with convenient access to their specific water use data, either via an app or on the web. Dropcountr users are no longer limited to viewing monthly water usage on bills, but instead can view their daily and hourly use data. Information provided by Dropcountr enables customers to better understand data, monitor consumption and take action to save water and reduce their monthly bills. In addition to rebate information and water saving tips, users can receive notifications of burst or continuous flow leaks, enabling much faster leak identification and resolution. This product supports the customer service role of the Water Conservation division in its endeavors to assist customers conserve water.

The current service agreement with Dropcountr, Inc. expired on June 30,2022. To continue providing service to the City of Folsom, Dropcountr, Inc. requires that a subscription agreement is signed. The proposed service agreement will support ongoing initiatives of the City of Folsom, Environmental and Water Resources Department during aperiod of increasing need for water management due to drought conditions and on-going State regulation. Two payments of $63,000, one for Fiscal Year 2022-2023 and one for Fiscal Year 2023-2024) will ensure Folsom citizens have access to water use data, with enhanced features, for the remainder of this fiscal year.

FINANCIAL IMPACT
Renewal of the current service agreement with Dropcountr, Inc. costs $63,000 per year for the next two years, for a total of $126,000. Sufficient funds have been budgeted in the Water Operating Fund (Fund 520) for FY 2022-23 and will be included in the FY 2023-24 budget process.
2 Page 226
12/13/2022 Item No.8.

ENVIRONMENTAL REVIEW
The customer information system is not considered a project and therefore, is exempt from environmental review under the Califomia Environmental Quality Act as noted in Chapter

2.5 - Definitions, Section 21065 - Project.

ATTACHMENT
Resolution 10953 - A Resolution Authorizing the City Manager to Execute a Renewal of the Service Agreement with Dropcountr, Inc. for Use of the Dropcountr Base Platform, Dropcountr Business and the HOME+ Irrigation Module for Two Years.

Submitted,
Marcus Yasutake, Director

ENVIRONMENTAL AND WATER RESOURCES DEPARTMENT
J Page 227
12/13/2022 Item No.8.

RESOLUTION NO. 10953

A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
RENEWAL OF THE SERVICE AGREEMENT WITH DROPCOUNTR,INC. FOR USE oF'THE DROPCOUNTR BASE PLATX'ORM, DROPCOUNTR BUSINESS AND THE HOME+ IRRIGATION MODULE FOR TWO YEARS
WHEREAS, the Environmental and Water Resources Department currently utilizes Dropcountr software to support water conservation initiatives; and WHEREAS, the current service agreement expired at the end of June 2022; and WHEREAS, current drought conditions mean that there are ongoing State regulations associated with drought mitigation and increased water use efficiency; and WHEREAS, the Environmental and Water Resources Department wishes to continue providing the Dropcountr platform to Folsom water customers at a two year cost of $126,000; and
WHEREAS, sufficient funds are budgeted and available in the Water Operating Fund (Fund 520) in FY 2022-23 will be included during theFY2023-24budgetprocess; and WHEREAS, the agreement will be in a form acceptable to the City Attorney:

NOW' THEREFORE, BE IT RESOLYED that the City Council of the City of Folsom authorizes the City Manager to execute a renewal of the Service Agreement with Dropcountr, Inc. for Use of the Dropcountr Base Platform, Dropcountr Business and the HOME+ Irrigation Module for Two Years.

PASSED AND ADOPTED this 13ft day of December, 2022, by the following roll-call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Councilmember(s):

MAYOR
ATTEST:

Christa Freemantle, CITY CLERK
Resolution No. 10953

Page 1 of 1 ends

12/13/2022 Item No.8.
'i:i, :i'
::.,':l l i.'': i i:\'l
ii:'1r,:.:ii{ a: ilt,
Folsom City Council
Staff Re ort

RECOMMENDATION / CITY COUNCIL ACTION
The Environmental and Water Resources Department recommends the City Council pass and adopt Resolution No. 10954 - A Resolution Authorizing the City Manager to Execute an Agieement with Peterson Brustad Inc. for the Water Storage Tank and Cathodic Protection Systems Inspection Program.

BACKGROUND / ISSUE
The Environmental and Water Resources Department (EWR) operates and maintains fourteen large water storage tanks, each storing 1.2 million to 4 million gallons of potable water, three small water tanks storing below 15,000 gallons each, and al3l acre foot open water reservoir.

As part of the City's routine maintenance schedules, regular inspection and maintenance re*i""s are necessary that require specialty technical expertise and equipment' This resolution will authorize the City Manager to execute an agreement with Peterson Brustad Inc. for the Water Storage Tank and Cathodic Protection Systems Inspection Program for a not-to-exceed amount of $175,461.

POLICY / RULE
In accordance with Chapter 2.36 of theFolsom Municipal Code. supplies, equipment, services, and construction with a value of $66,141 or greater shall be awarded by City Council. 1 MEETING DATE: 1211312022
AGENDA SECTION: Consent Calendar
SUBJECT: Resolution No. 10954 - A Resolution Authorizing the City Manager to Execute an Agreement with Peterson Brustad Inc. for the Water Storage Tank and Cathodic Protection Systems Inspection Program
FROM: Environmental and Water Resources Department

Page 229 ends

12/13/2022 Item No.9.

ANALYSIS
On August 3,2022, the City requested proposals from consultants for cleaning, structural inspection, coating/lining inspection, cathodic protection systems inspections, and reporting for various water storage sites throughout the City of Folsom over a five year period as part of the Water Storage Tank and Cathodic Protection Systems Inspection Program. On August 26, 2022, EWR received proposals from Peterson Brustad Inc., Alisto Engineering Group, Water Works Engineers, LLC, and CSI Services, Inc. On September 9,2022, EWR staff requested additional information from the four proposers to provide sample reports from previous projects including a structural assessment report, below ground cathodic protection inspection ieport, and a water storage tank cathodic protection report. Peterson Brustad, Inc., Alisto Engineering Group, and Water Works Engineers, LLC, provided the requested documentation including a representative sample of a desktop structural inspection using field generated data.

CSI responded to the request for additional documents stating "Our decade long experience with the City's tanks and their proper maintenance approaches indicates that this extensive type oTanalysis is not required. However, should the City's intent be to complete this type of formal analysis (desktop structural analysis), we respectfully withdraw our proposal".

Therefore, CSI's proposal was removed from consideration. Peterson Brustad Inc., Alisto Engineering Group, and Water Works Engineers, LLC all provided desktop structural analyses including prioritization schedules for any recommended or required repairs as part of the submitted scope and fees.

The proposals were evaluated by three EWR staff members for technical evaluation prior to reviewing project costs. The proposals were reviewed and scored for project understanding, project team staffing, and recent relevant experience. The technical evaluations were scored as shown in Table 1.

Table l: Consultant Technical Scores without Costs
After reviewing each proposal for project understanding, project team staffing, and recent relevant project experience, the proposals were reviewed for project costs. The fee schedules for the scope of work outlined in the request for proposal from each consultant are shown in Table2.

Consultant Fee Amount
Peterson Brustad Inc. $175,461.00
Alisto Engineering Group s249,430.00
Water Works Engineers, LLC $376,887.71
CSI Services, Inc. N/A
2 Consultant EWR 1 EWR 2 EWR 3 Total Average
Peterson Brustad Inc 75 60 55 190 63.3
Alisto Engineering Group 75 48 54 t77 59.0
Water Works Engineers, LLC 74 65 67 206 68.7
CSI Services, Inc. N/A N/A N/A N/A N/A

Page 230 ends

12/13/2022 Item No.9.

Table 2: Consultant Proiect Costs
Peterson Brustad Inc. was determined to provide the best value to the City based on the fee amount, past municipal project experience involving work of similar scope and complexity including staff coordination and technical knowledge and expertise for these types of inspections. Table 3 shows the overall total scores including project costs.

Consultant Technical
Score (Ave.)
Cost Score Total Score
Peterson Brustad Inc 63.3 25.0 88.3
Alisto Engineering Group s9.0 17.6 76.6
Water Works Engineers, LLC 68.7 tt.6 80.3
CSI Services, Inc N/A N/A N/A
Table 3: Consultant Overall Scoring Including Project Costs This resolution will authorize the City Manager to execute an agreement with Peterson Brustad Inc. for the Water Storage Tank and Cathodic Protection Systems Inspection Program in the amount of $175,461.

FINANCIAL IMPACT
Sufficient funds are available in the Water Operating Fund (Fund 520) for the Water Storage Tank and Cathodic Protection Systems Inspection Program. The following table summarizes the total project cost over the S-year period outlined in the request for proposals:

Fiscal Year Contract Amount
FY 2022-23 s37,646.40
FY 2023-24 $37,624.40
FY 2024-25 $34,269.40
FY 2025-26 s34,247.40
FY 2026-27 $31,673.40
Total $175,461.00
EWR recofllmends that an agreement be executed with Peterson Brustad Inc. for a total contract amount of $175,461.

ENVIRO AL REVIEW
This project is routine maintenance of existing infrastructure and therefore, is categorically exempt from environmental review under the California Environmental Quality Act as noted in Title 14 - California Code of Regulations, Chapter 3 - Guidelines for Implementation of the California Environmental Quality Act, Article 19 - Categorical Exemptions, Section 15301 - Existing Facilities.

JPage 231
12/13/2022 Item No.9.

ATTACHMENT
Resolution No. 10954 - A Resolution Authorizing the City Manager to Execute an Agreement with Peterson Brustad Inc. for Water Storage Tank and Cathodic Protection Systems Inspection Program.

Submitted,
Marcus Yasutake, Director

ENVIRONMENTAL AND WATER RESOURCES DEPARTMENT
4 Page 232
12/13/2022 Item No.9.

RESOLUTION NO. 10954

A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH PETERSON BRUSTAD INC. FOR THE WATER STORAGE

TANK AND CATHODIC PROTECTION SYSTEMS INSPECTION PROGRAM WHEREAS, the City operates and maintains fourteen large water storage tanks, each storing 1.2 million to 4 million gallons of potable water, three small water tanks storing below 15,000 gallons each, and a 131 acre foot open water reservoir; and WHEREAS, regular inspection and maintenance services are necessary that require specialty technical expertise and equipment; and
WHEREAS' the City of Folsom has developed a scope of work to obtain the services for underwater tank maintenance inspection which includes inspection, condition assessment and maintenance of all sixteen tanks and the open water reservoir including tank and pipeline cathodic protection systems over a five year period; and
WHEREAS' Peterson Brustad Inc. by reason of their past experience and abilities for performing these types of services, is qualified to perform the required engineering and administration services for the project and provide the best value to the City; and WHEREAS, sufficient funds have been budgeted and are available in the Water Operating Fund (Fund 520); and
WHEREAS, the agreement will be in a form acceptable to the City Attorney:

NOW' THEREFORE' BE IT RESOLVED that the City Council of the City of Folsom authorizes the City Manager to execute an Agreement with Peterson Brustad Inc. for the Water Storage Tank and Cathodic Protection Systems Inspection Program for a not-to-exceed amount of $17 5,461 over five years.

PASSED AND ADOPTED this 13th day of December, 2022, by the following roll-call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Councilmember(s):

ATTEST:

Christa Freemantle, CITY CLERK
ResolutionNo. 10954
Page I ofl
MAYOR

Page 233 ends

12/13/2022 Item No.9.

This page intentionally left blank
to facilitote double-sided printtng .

CITY OF
FOLSOM

DIATINCTIVE EY NATURE

Page 234 ends

12/13/2022 Item No.9.

I f ,i
.. i .:: i l, j' :'r'[
:..r1iit.1ilt
Folsom City Council
Staff rt

RECOMMENDATION / COIINCII, ACTION
The Fire Department recommends that the City Council adopt Resolution No. 10955 - A Resolution Authorizing the City Manager to Execute a Contract with The Permanente Medical Group, Inc. (TPMG) to provide Folsom Fire Department a Medical Director.

BACKGROUND / ISSUE
The Folsom Fire Department provides a paramedicine based level of pre-hospital emergency care for sick and injured persons throughout all areas of the City. The Fire Department provides this level of service by having paramedics on all fire apparatus including fire engines, fire trucks, and ambulances. To provide this advanced level of service, some medications, such as narcotics, require a physician to order (California Code of Regulations, Title 22, 100168). A physician also provides general medical oversight, directs EMS training direction to field personnel, provides input and direction for county EMS protocols, and provides medical expertise coordinated with the Fire Department EMS Chief.

The previous Medical Director contract expired the month of June 2022 and services were shared with four other agencies (Sacramento Metropolitan Fire District, Cosumnes Fire Department, Sacramento City Fire Department, and Sacramento Regional Fire Emergency Communications Center). The cost of the Medical Director's contract was built into the annual cost for each agency to the Sacramento Regional Fire Emergency Communication Center. The I
MEETING DATE: l2l13/2022
AGENDA SECTION: Consent Calendar
SUBJECT: Resolution No. 10955- A Resolution Authorizing the City Manager to Execute a Contract with The Permanente Medical Group, Inc. (TPMG) to Provide the Folsom Fire Department a Medical Director
FROM: Fire Department

Page 235 ends

12/13/2022 Item No.10.
five-way split of services was no longer viable as demand for services dramatically increased.

An assessment was done and a need for each agency to have its own Medical Director was identified.

Staff is recommending that the City approve an agreement with The Permanente Medical Group, Inc. naming Bryan Sloane, MD as the Folsom Fire Department Medical Director. The total three-year contract price is $115,200 ($38,400 per year).

POLICY / RULE
Section 2.36.080, Award of Contracts of the Folsom Municipal Code states, in part, that contracts for supplies, equipment, services, and construction with an estimated value of $66,141 or greater shall be awarded by City Council.

Section 2.36.120 Contracting for designated professional services of the Folsom Municipal Code does not require a competitive bid process.

ANALYSIS
The previous Fire Service Medical Director contract expired in June of 2022. That contract provided one physician to be shared between five agencies (Sacramento Metropolitan Fire District, Cosumnes Fire Department, Sacramento City Fire Department, Sacramento Regional Fire Emergency Communication Center, and Folsom Fire Department). As demand for the Fire Service Medical Director began to increase between the five agencies, and with individualized needs of each department, one Medical Director was no longer efficient.

Individual agencies were not receiving the guidance, oversight, training, or medical direction required.

The Medical Director is an advocate for the Fire Services agency they represent at the Sacramento County Emergency Medical Services Agency (SCEMSA). The Medical Director has direct input in discussion of paramedic scope of practice, training, and steering the region to modern and advanced medical care. The Medical Director not only assists in creating new protocols but is also instrumental in providing department specific training to the paramedics on these new protocols.

With a dedicated Medical Director to the Folsom Fire Department, training can be specialized to meet the needs of Folsom Fire Department. Folsom Fire Department specific EMS data can be analyzed to determine areas where improvement can be made. Additional training can be made available such as cadaver labs sponsored by the Medical Director. This allows for hands- on training of actual high-risk, low frequency procedures in real time on real "patients". This type of training is highly valuable and was not possible under the previous medical director system.
2 Page 236
12/13/2022 Item No.10.

The Folsom Fire Medical Director will provide medical oversight and expertise to continuous quality improvement (CQI) programs by reviewing and analyzing EMS effectiveness, system trends and needs to ensure EMS system excellence. In addition, the Folsom Fire Medical Director develops and assists in the formulation of policies and procedures; participates in call reviews with firefighter/paramedics, and firefighter/EMTs; assists in problem solving in field clinical decision making; and participates in investigations/disciplinary actions of EMS personnel.

The Folsom Fire Medical Director would also oversee all EMS exposure and post exposure prophylaxis programs for infectious diseases.

FINANCIAL IMPACT
The cost for the Medical Director services was included in the Fiscal Year 2022-23 Operating Budget of the Fire Department as the combined cost to the Sacramento Regional Fire Emergency Communications Center. The contract for the Medical Director services will be for a three-year period in the amount of $l15,200 or $38,400 per year. The contract amount will cover Medical Director services exclusively for the Folsom Fire Department.

ENVIRO AI, REVIEW
This action is not considered a project under Section 15061(bX3) of the California Environmental Quality Act Guidelines, and as such is exempt from environmental review.

ATTACHMENTS

1. Resolution No. 10955 - A Resolution Authorizing the City Manager to Execute a Contract with The Permanente Medical Group, Inc. (TPMG) to Provide Folsom Fire Department a Medical Director.

Submitted,
Ken Cusano, Fire Chief
J Page 237
12/13/2022 Item No.10.

RESOLUTION NO. I.0955

A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
CONTRACT WITH THE PERMANENTE MEDICAL GROUP,INC. (TPMG) TO

PROVIDE THE FOLSOM FIRE DEPARTMENT A MEDICAL DIRECTOR
WHEREAS, City of Folsom desires to engage a licensed physician to provide Medical Director services to the Fire Department; and,
WHEREAS, the Fire Department staff has completed extensive research and validated through an interviews process to determine a qualified Medical Director; and, WHEREAS, the agreement will be for the amount of $38,400 annually for a three year period for a total of $l15,200; and,
WHEREAS, the three-year agreement will be in a form acceptable to the City Attorney:

NOW, THEREX'ORE, BE IT RESOLVED by the City Council of the City of Folsom that the City Manager is authorized to execute a three-year agreement with The Permanente Medical Group, Inc. representing Bryan Sloane, MD, for a total amount not to exceed $115,200.

PASSED AND ADOPTED on this 13ft day of December 2022,by the following ro11- call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Councilmembers:

MAYOR
ATTEST:

Christa Freemantle, CITY CLERK
Resolution No. 10955
Page I of I Page 238
12/13/2022 Item No.10.
ri::t;rr-ri,l .! l.1t! 1:

Folsom City Council
Staff Re ort
MEETING DATE: r21t312022
AGENDA SECTION: Consent Calendar
SUBJECT Resolution No. 10956 - A Resolution Authorizing the City Manager to Execute an Agreement withNational Auto Fleet Group for the Purchase of a Dump Truck and Appropriation of Funds
FROM: Environmental and Water Resources Department

RECOMMENDATION / CITY COUNCIL ACTION
The Environmental and Water Resources Departments recommends that the City Council pass and adopt Resolution No. 10956 - A Resolution Authorizing the City Manager to Execute an Agreement with National Auto Fleet Group for the Purchase of a Dump Truck and Appropriation ofFunds.

BACKGROUND / ISSUE
The Environmental and Water Resources Department (EWR) recognizes the need to maintain a fleet of vehicles that will be able to provide reliable, efficient and responsive service. In coordination with Fleet staff, current department vehicles are reviewed to help identiff priority vehicles for replacement based on service life, mileage and pulpose. This agreement will facilitate replacement of a dump truck used by the Utility Maintenance division that, based on this review, has exceeded its' expected service life in terms of age, mileage and ongoing maintenance costs.

This resolution will authorize the City Manager to execute an agreement with National Auto Fleet Group for the purchase of a dump truck for a not-to-exceed amount of $97 ,277 .93. 1 POLICY / RULE

Page 239 ends

12/13/2022 Item No.11.

Section 2.36.120 of the Folsom Municipal Code states, in part, that contracts for supplies, equipment, services, and construction with an estimated value of $66,141 or greater shall be awarded by the City Council.

Section 2.36.170 of the Folsom Municipal Code permits cooperative purchasing agreements for the procurement of any supplies, equipment, service, or construction with one or more public procurement units in accordance with an agreement entered into or between the participants.

ANALYSIS
EWR staff coordinated with the Fleet staff to review current department vehicles, to help identiff priority vehicles for replacement based on service life, mileage and purpose.

A vehicle identified as high priority for replacement is the dump truck used by the Utility Maintenance, Water Division. This is an essential piece of equipment used by Utility Maintenance for carrying product and materials necessary for infrastructure repair work. The current dump truck was purchased in2002, the hydraulics are failing, and the bed cannot be lifted when there is a full load. The truck is therefore unable to be used to its full potential, which in turn reduces overall efficiency of the division. This resolution allows for purchase of a replacement vehicle.

EWR staff coordinated with Fleet staff to obtain a quote from Sourcewell, previously known as the National Joint Powers Agency, for the required vehicle. Sourcewell is a national cooperative purchasing entity of which the City of Folsom is a member. The City has purchased numerous items through Sourcewell.

National Auto Fleet Group has a current contract with Sourcewell and provided a quote for the requested dump truck for atotal of $97,277.93.

The Environmental and Water Resources Department recommends that the City Council authorize the City Manager to execute an agreement with National Auto Fleet Group for the purchase of a dump truck for a total amount not to exceed $97,277 .93 '

FINANCIA I,IMPACT
An appropriation in the amount of $97,280 will be required for the purchase of this vehicle.

Staff proposes to transfer $97,280 from the Capital Replacement Fund (Fund 602)to the Water Operating Fund (Fund 520) as a transfer out from the Capital Replacement Fund.

The replaced vehicles will be sold in accordance with Folsom Municipal Code, section 2.36.220, Disposition of surplus personal property.
2 ENVIRONMENTAL REVIEW

Page 240 ends

12/13/2022 Item No.11.

This action is exempt from environmental review under the Califomia Environmental Quality Act (CEQA).

ATTACHMENT
Resolution No. 10956 - A Resolution AuthoriAngthe City Manager to Execute an Agreement with National Auto Fleet Group for the Purchase of a Dump Truck and Appropriation of Funds Submitted,
Marcus Yasutake, Director

ENVIRONMENTAL AND WATER RESOURCES DEPARTMENT
J Page 241
12/13/2022 Item No.11.

RESOLUTION NO. 10956

A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN

AGREEMENT WITH NATIONAL AUTO T'LEET GROUP FOR THE PURCHASE OF A

DUMP TRUCK AND APPROPRIATION OF'F'UNDS
WHEREAS, Environmental and Water Resources Department staff has validated the need to purchase a dump truck based on an approved replacement schedule; and WHEREAS, this purchase will be made through Sourcewell, which used its recognized cooperative purchasing agreement to award a contract to National Auto Fleet Group in an amount not to exceed $97,277.93; and
WHEREAS, an additional appropriation will be required in the Water Operating Fund (Fund 520) for this purchase; and
WHEREAS, staff is proposing to transfer from the Capital Replacement Fund (Fund 602) the additional funds needed, in the amount of $97,280; and WHEREAS, suffrcient funds are available in the Capital Replacement Fund (Fund 602) for this transfer; and
WHEREAS, replaced equipment will be sold in accordance with Folsom Municipal Code section2.36.220, Disposition of surplus personal property; and WHEREAS, the agreement will be in a form acceptable to the City Attorney:

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Folsom authorizes the City Manager to execute an Agreement with National Auto Fleet Group for the purchase of a dump truck for a not-to exceed amount of $97,277.93.

BE IT FURTHER RESOLVED that the Finance Director is authorized to appropriate $97,280 in the Capital Replacement Fund (Fund 602) as a transfer to the Water Operating Fund (Fund 520) and to appropriate an additional expense and revenue in the Water Operating Fund (Fund 520) inthe amount of $97,280.

PASSED AND ADOPTED this l3th day of December, 2022, by the following roll-call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Councilmember(s):

Resolution No. 10956
Page I of2 Page 242
12/13/2022 Item No.11.

MAYOR
ATTEST
Christa Freemantle, CITY CLERK
Resolution No. 10956
Page2 of2 Page 243
12/13/2022 Item No.11.

This page intentionally left blqnk
to facilitqte double - side d printtng .

CITY OF

F()LS()M
org"txcTlvE lY llaTuRE

Page 244 ends

12/13/2022 Item No.11.
'!'i'ii,,"1 {.l';\'l
;r t: r-i.t; i:

Folsom City Council
Staff ort
MEETING DATE: t211312022
AGENDA SECTION: Consent Calendar
SUBJECT: ResolutionNo. 10957 - A Resolution Authorizing the Crty Manager to Execute an Agreement withNational Auto Fleet Group for the Purchase of a Valve Truck and Appropriation of Funds
FROM: Environmental and Water Resources Department

RECOMMENDATION / CITY COUNCIL ACTION
The Environmental and Water Resources Departments recommends that the City Council pass and adopt Resolution No. 10957 - A Resolution Authorizingthe City Manager to Execute an Agreement with National Auto Fleet Group for the Purchase of a Valve Truck and Appropriation ofFunds.

BACKGROUND / ISSUE
The Environmental and Water Resources Department (EWR) recognizes the need to maintain a fleet of vehicles that will be able to provide reliable, efficient and responsive service. In coordination with the Fleet staff, current department vehicles are reviewed to help identifu priority vehicles for replacement based on service life, mileage and purpose. This agreement wiil fatilitate replacement of a valve truck used by the Water Qualrty division that, based on this review, has exceeded its' expected service life in terms of age, mileage and ongoing maintenance costs.

This resolution will authorize the City Manager to execute an agreement with National Auto Fleet Group for the purchase of a valve truck for a not-to-exceed amount of $75,556.78.

POLICY / RULE

Page 245 ends

12/13/2022 Item No.12.

In accordance with Chapter 2.36 of theFolsom Municipal Code. supplies, equipment, services, and construction with a value of $66,141 or greater shall be awarded by City Council.

ANALYSIS
EWR staff coordinated with the Fleet staff to review current department vehicles, to help identiff priority vehicles for replacement based on service life, mileage and purpose.

A vehicle identified as high priority for replacement is the valve truck used by the Water Quality Division. This is an essential piece of equipment used for exercising valves within the water distribution system, which is a requirement of the California code of regulations. The current valve truck was purchased in2006 and has already undergone various repairs, resulting in the vehicle and equipment being out of service for a total of at least 10 weeks during the past year. Separate purchase of the truck bed and equipment has already been approved by City bouncil through Resolution 10929. This resolution allows for purchase of the vehicle on which the truck bed and equipment will be assembled.

National Auto Fleet Group has a current contract with Sourcewell and provided a quote for the requested valve truck for atotal of $75,556.78.

The Environmental and Water Resources Department recommends that the City Council authorize the City Manager to execute an agreement with National Auto Fleet Group for the purchase of a valve truck for atotal amount not to exceed $75,556.78.

FINANCIAL IMPACT
An appropriation in the amount of $75,557 will be required for the purchase of this vehicle.

Staff proposes to transfer $75,557 from the Capital Replacement Fund (Fund 602)to the Water Operating Fund (Fund 520) as a transfer out from the Capital Replacement Fund.

The replaced vehicles will be sold in accordance with Folsom Municipal Code, section 236.220, Disposition of surplus personal property.

ENVIRONMENTAL REVIEW
This action is exempt from environmental review under the California Environmental Quality Act (CEQA).
2 ATTACHMENT

Page 246 ends

12/13/2022 Item No.12.

Resolution No. 10957 - A Resolution Authorizing the City Manager to Execute an Agreement with National Auto Fleet Group for the Purchase of a Valve Truck and Appropriation of Funds Submitted,
Marcus Yasutake, Director

ENVIRONMENTAL AND WATER RESOURCES DEPARTMENT
J Page 247
12/13/2022 Item No.12.

RESOLUTION NO. 10957

A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN

AGREEMENT WITH NATIONAL AUTO FLEET GROUP FOR THE PURCHASE OF A

VALVE TRUCK AND APPROPRIATION OF F'UNDS
WHEREAS' Environmental and Water Resources Department staff has validated the need to purchase a valve truck based on an approved replacement schedule; and WHEREAS, this purchase will be made through Sourcewell, which used its recognized cooperative purchasing agreement to award a contract to National Auto Fleet Group in an amount not to exceed $75,556.78; and
WHEREAS, an additional appropriation will be required in the Water Operating Fund (Fund 520) for this purchase; and
WHEREAS, staff is proposing to transfer from the Capital Replacement Fund (Fund 602) the additional funds needed, in the amount of $75,557; and WHEREAS, sufficient funds are available in the Capital Replacement Fund (Fund 602) for this transfer; and
WHEREAS' replaced equipment will be sold in accordance with Folsom Municipal Code section2.36.220, Disposition of surplus personal property; and WHEREAS, the agreement will be in a form acceptable to the City Attorney:

NOW' THERJFORE, BE IT RESOLVED that the City Council of the City of Folsom authorizes the City Manager to execute an Agreement with National Auto Fleet Group for the purchase of a dump truck for a not-to exceed amount of $75,556.78.

BE IT FURTHER RESOLVED that the Finance Director is authorized to appropriate $75,557 in the Capital Replacement Fund (Fund 602) as a transfer to the Water Operating Fund (Fund 520) and to appropriate an additional expense and revenue in the Water Operating Fund (Fund 520) in the amount of $75,557.

PASSED AND ADOPTED this 13th day of December, 2022, by the following roll-call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Councilmember(s):

Resolution No. 10957
Page I of2 Page 248
12/13/2022 Item No.12.

MAYOR
ATTEST:

Christa Freemantle, CITY CLERK
Resolution No. 10957
Page2 of2 Page 249
12/13/2022 Item No.12.

This page intentionally Ieft blank
to facilitate double- side d printtng .

CITY OF

FOLS()M

DISTIXCTIVA BY IAIURE

Page 250 ends

12/13/2022 Item No.12.
1, ;l,iiilt t. i,,.t1 ti
Folsom City Council
Staff Re ort

RECO ATION / CITY COUN ACTION
The Environmental and Water Resources Department recommends the City Council pass and adopt Resolution No. 10958 - A Resolution Authorizing the City Manager to Execute Amendment No. I to the Agreement (Contract No. 173-21 22-060) with Bender Rosenthal, Inc. for Right of Way Services for the Natoma Alley Rehabilitation and Replacement Project and Appropriation of Funds.

BACKG / ISSUE
The Environmental and Water Resources Department identifies sswer infrastructure rehabilitation and replacement projects through sewer master plans and ongoing sewer condition assessment programs. As a condition of the City's State permit for its wastewater collection system, the Environmental and Water Resources Department is required to perform ongoing condition assessments on the wastewater system and correct any defects/deficiencies identified through this process.

Through these efforts, portions of the water and wastewater system in the City have been identified as needing rehabilitation or replacement (R&R). A comprehensive plan has been developed for the R&R of these aging or failing systems and much of this work has been completed in recent years. The next phase of the R&R program includes the replacement and 1 MEETING DATE: t2n312022
AGENDA SECTION: Consent Calendar
SUBJECT: Resolution No. 10958 - A Resolution Authorizing the City Manager to Execute Amendment No. 1 to the Agreement
(Contract No. 173-21 22-060) with Bender Rosenthal, Inc. for Right of Way Services for the Natoma Alley Rehabilitation and Replacement Project and Appropriation of Funds
FROM: Environmental and Water Resources Department

Page 251 ends

12/13/2022 Item No.13.
relocation of sewer lines within Natoma Street and the Persifer and Mormon Alleys, between Stafford Street and Coloma Street.

This project will rehabilitate approximately 5,000 feet of sewer infrastructure along Natoma Street and the Persifer and Mormon Alleys between Stafford Street and Coloma Street, as well as relocate private sewer laterals. Through the City's sewer condition assessment progrirm, City staff has had to perform continual maintenance in this area in order to sustain operations of these systems. These pipes are beyond their serviceable life and require rehabilitation and replacement.

During the 70Yo design phase of the new sewer system, it was determined that the best design option would be to construct multiple portions of the sewer mainline on three (3) separate parcels of private property. If a sewer mainline is located within private property, a Right of Way Easement is required which gives the City permission to access the private property to make any necessary repairs to the mainline. On October 27, 2022, the City entered into AgreementNo. 173-21 22-060withBenderRosenthal,Incintheamountof$56,880toprovide three Right of Way Easements.

During the 100% design phase, City staff conducted further field investigations and determined that aportion of the new sewer mainline should be relocated to optimize the layout for design and construction and future operation of the sewer system. The final design called for constructing the new sewer mainline onto an additional three (3) separate parcels of private property. This requires obtaining three additional Right of Way Easements from Bender Rosenthal, Inc. Bender Rosenthal, Inc. will work with City staff to prepare the necessary surveying and documentation to obtain right of way easements for three (3) private properties.

These easements will allow the City to access the sewer mainline and sewer lateral for any repairs or replacements that are needed in the future.

POLICY / RULE
In accordance with Chapter 2.36 of the Folsom Municipal Code. supplies, equipment, services, and construction with a value of $66,141 or greater shall be awarded by City Council.

ANALYSIS
AmendmentNo. I includes the following tasks to complete the right of way easements:
o Obtaining records, field surveying, documents, and record maps 2 Page 252
12/13/2022 Item No.13.

This resolution will authorize the City Manager to execute Amendment No. I to the Agreement (Contract No. 173-21 22-060) with Bender Rosenthal, Inc. for Right of Way Services for the Natoma Alley Rehabilitation and Replacement Project. Amendment No. I will be in the amount of $37,380 and the new contract amount, including Amendment No. 1 is $94,260.

FIN IMPACT
The Natoma Alley Rehabilitation and Replacement Project was included in the FY 2022-23 Capital Improvement Plan with a total project budget of $4,990,000. Staff is now projecting the total project costs to be approximately $5,145,000. With this new projection of costs an additional appropriation will be needed. Staff is requesting an appropriation of $155,000 for the total project budget of $5,145,000. This appropriation will be in the Sewer Operating Fund (Fund 530) and funds are avarlable for this appropriation. Sufficient funds are available in the Wastewater Operating Fund (Fund 530) for this amendment.

ENVIRONMENTAL REVIEW
This project is replacement and/or improvement of existing infrastructure with negligible or no expansion of use and therefore is categorically exempt from environmental review under the California Environmental Quality Act as noted in Title 14 - California Code of Regulations, Chapter 3 - Guidelines for Implementation of the California Environmental Quality Act, Article 19 - Categorical Exemptions, Sections 15301 (Existing Facilities), 15302 (Replacement or Reconstruction), andlor 15304 (Minor Alterations to Land).

ATTACHMENT
Resolution No. 10958 - A Resolution Authorizing the City Manager to Execute Amendment No. I to the Agreement (Contract No. 173-21 22-060) with Bender Rosenthal, Inc. for Right of Way Services for the Natoma Alley Rehabilitation and Replacement Project and Appropriation of Funds.

Submitted,
Marcus Yasutake, Director

ENVIRONMENTAL AND WATER RESOURCES DEPARTMENT
J Page 253
12/13/2022 Item No.13.

RESOLUTION NO. 10958

A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. I TO THE AGREEMENT (CONTRACT NO. 173-21 22-060) WITH BENDER ROSENTHAL,INC. FOR RIGHT OF WAY SERVICES FOR THE NATOMA ALLEY

REHABILITATION AND REPLACEMENT PROJECT AIID APPROPRIATION OF FUNDS WHEREAS, the City is currently implementing its Sewer System Management Plan (SSMP) which consists of condition assessment, as well as operation and system improvements; and WHEREAS' the City has identified this project as a priority to maintain integrity and operation of the sanitary sewer collection system; and
WHEREAS, the project is categorically exempt from environmental review under the California Environmental Quality Act; and
WHEREAS, Bender Rosenthal, Inc. by reason of their past experience and abilities for performing these types of services, are qualified to perform the required right of way services for the project; and
WHEREAS, the Natoma Alley Rehabilitation and Replacement Project was included in the FY 2022-23 Capital Improvement Plan; and
WHEREAS, an additional appropriation will be required in the amount of $155,000; and WHEREAS, sufficient funds are available in the Wastewater Operating Fund (Fund 530) for the appropriation; and
WHEREAS, the agreement will be in a form acceptable to the City Attorney NOW, THEREFORE' BE IT RESOLVED that the City Council of the City of Folsom authorizes the City Manager to execute Amendment No. 1 to the Agreement (Contract No. 173-21 22-060) with Bender Rosenthal, Inc. for Right of Way Services for the Natoma Alley Rehabilitation and Replacement Project for a not-to-exceed amount of $37,380 increasing the total contract not-to- exceed amount to $94,260;
BE IT FURTHER RESOLVED that the Finance Director is authorized to appropriate $155,00 in the Wastewater Operating (Fund 530) from available fund balance.

PASSED AND ADOPTED this 13th day of December, 2022,by the following roll-call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Resolution No. 10958
Page I of2
Councilmember(s):

Councilmember(s):

Page 254 ends

12/13/2022 Item No.13.

MAYOR
ATTEST
Christa Freemantle, CITY CLERK
Resolution No. 10958

Page 2 ends

12/13/2022 Item No.13.

This page intentionally left blank
to facilitate double- sided printing .

CITY OF

FOLSONI
DISTII{CTIVE EY XATURC

Page 256 ends

12/13/2022 Item No.13.
:-. l+ i,,'{ { ii'!l'l
t' -;1:r!.-::l I r t;i: i
Folsom City Council
Staff Re ort

RECOMMENDATION / CITY COUNCIL ACTION
The Environmental and Water Resources Department recommends the City Council pass and adopt Resolution No. 10959 - A Resolution Authorizing the City Council to Cancel the Invitation for Bids for the Water Meter Replacement Program.

BACKGRO / ISSUE
The Environmental and Water Resources Department (EWR) has identified the need to purchase water meters of various types and sizes for installation on new homes and to replace older water meters that may be reaching the end of their serviceable life. As required by State Law, water meters have been installed on all new homes since 1992, with metered rate billing for all the City's water customers beginning in20l3. Water meters are used for water metering, water conservation and are an integral part of the water billing process.

The City currently has approximately 22,500 installed water meters, which range in size from 5/8-inch to l2-inch. It is anticipated that approximately 175 of these need to be replaced annually. To meet this demand of the most widely used meters, staff issued a request for bids for the supply of 5/8-inch ,314-inch, and 1.5-inch to lO-inch water meters.

During the time of the bid when potential bidders could ask questions regarding the bid, questions were received by EWR staff about the type of meters required in the bid package.

Several potential bidders indicated that water meter manufacturers would be transitioning to I
MEETING DATE: 12t1312022
AGENDA SECTION: Consent Calendar
SUBJECT: Resolution No. 10959 - A Resolution Authorizing the City Council to Cancel the Invitation for Bids for the Water Meter Replacement Program
F'ROM: Environmental and Water Resources Department

Page 257 ends

12/13/2022 Item No.14.
water meters incorporating newer technology or alternate types of water meters that were not included in the bid package specifications. Based on review of these questions, staff considers that there is good cause, and it is in the best interest of the City to cancel the invitation for bids.

Canceling the bid allows staff time to research new water meter technology to determine the best value for the city regarding accuracy requirements, longevity, and reliability of the various water meter types. On completion of this research, EWR will issue a new, more comprehensive, meter bid package with revised specifications and opportunity to allow proposers to bid specific meter types.

This resolution authorizes the City Council to cancel the invitation for bids for the Water Meter Replacement Program

POLICY / RULE
In accordance with Chapter 2.36.180 of the Folsom Municipal Code. where stated in the invitation for bid, the city council may cancel an invitation for bid, a request for proposal, or other solicitations, or may reject any or all bids or proposals when it is for good cause and in the best interests of the city (Ord. 723 53 (part), 1991).

ANALYSIS
Bids were solicited by advertising in the October 11,2022, edition of the Sacramento Bee, on the City of Folsom website, and online at www.ClPlist.com. Due to the questions received from proposers during the bid process, staff recognized the need for a more comprehensive meter bid and further research to encompass multiple meter styles and technologies. EWR recommends the City Council pass and adopt Resolution No. 00000 - A Resolution Authorizing the City Council to Cancel the Invitation for Bids for the Water Meter Replacement Program.

FINANCIAL IMPACT
Canceling the invitation for bids for the City of Folsom Water Meter Replacement Program will have no financial impact to the City.

ENVIRO REVIEW
This action is exempt from environmental review under the California Environmental Quality Act (CEQA).

ATTACHMENT
ResolutionNo. 10959 - A Resolution Authorizing the City Council to Cancel the Invitation for Bids for the Water Meter Replacement Program.
2 Page 258
12/13/2022 Item No.14.

Submitted,
Marcus Yasutake, Director

ENVIRONMENTAL AND WATER RESOURCES DEPARTMENT
-l Page 259
12/13/2022 Item No.14.

ATTACHMENT 1
4Page 260
12/13/2022 Item No.14.

RESOLUTION NO. 10959

A RE,SOLUTION AUTHORIZING THE CITY COUNCIL TO CANCEL THE

INVITATION FOR BIDS F'OR THE WATER METER REPLACEMENT PROGRAM WHEREAS, staff has identified the need to purchase water meters for installing on new homes as required by State Law and to replace older water meters that may be reaching the end of their serviceable life; and
WHEREAS, a Request for Bids for the supply of water meters of various sizes was issued on October 11,2022; and
WHEREAS' based on questions received from proposers during the bid process, staff recognized the need for a more comprehensive meter bid and further research to encompass multiple meter styles and technologies used by meter manufacturers; and WHEREAS, based on the information received during the bid process, the City Council finds good cause and in the best interest of the City to cancel the invitation for bids for the Water Meter Replacement Program.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Folsom that the invitation for bids for the Water Meter Replacement Program is hereby canceled.

PASSED AND ADOPTED this 13ft day of December 2022, by the following roll-call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Councilmember(s):

MAYOR
ATTEST:

Christa Freemantle, CITY CLERK
ResolutionNo. 10959
Page I ofl Page 261
12/13/2022 Item No.14.

This page intenti.onally Ieft blCInk
to facilitate double-sided printing .

FOLSOM

CITY OF
DISTI}{CTIVE tY IIATURE

Page 262 ends

12/13/2022 Item No.14.

I t 'f i .;-: :i : i\'[
a,.:1.'rt.:r ti !!,!! ri
Folsom City Council
Staff Re rt
MEETING DATE: t211312022
AGENDA SECTION: Consent Calendar
SUBJECT: Resolution No. 10960 - A Resolution Authorizing the Public Works Department to Install All-Way Stop Sign Control at the Intersection of Montrose Drive and Lowe's/Trader Joe's
Shopping Center and Home Goods/Target Shopping Center
FROM: Public Works Department

RECOMMENDATION / COUNCIL ACTION
The Public Works Department recommends that the City Council pass and adopt Resolution No. 10960 - A Resolution Authorizing the Public Works Department to Install All-Way Stop Sign Control at the Intersection of Montrose Drive and Lowe'slTrader Joe's Shopping Center and Home Goods/Target Shopping Center.

BACKGROUND / ISSUE
The Public Works Department received a request to evaluate the safety of the intersection of Montrose Drive and Lowe's lTrader Joe's shopping center and Home Goods/Target shopping center. Montrose Drive is classified as a local roadway and serves as a north-south connection between East Bidwell Street and Natoma Street. Most of the concerns are related to vehicle speeds of approaching traffic southbound from School Street and a concern about the line of sight of approaching vehicles when turning out from the Lowe's lTruder Joe's shopping center.

Staff requested that an all way stop sign analysis be performed by the City's on-call traffrc engineering consultant, Kimley-Horn and Associates, Inc. Their conclusion was that "the intersection of Montrose Drive at TargetlTrader Joe's Shopping Center Driveway satisfies AWSC (All-Way Stop Control) warrant guidance specified by CMUTCD (California Manual of Uniform Trafhc Control Devices) methodologies. Furtheflnore, based on the vehicle speeds along Montrose Drive and field observations, there are two turning movement (eastbound tuming left and right) with substandard intersection sight distance and stopping sight distance. 1

Page 263 ends

12/13/2022 Item No.15.

Based on these findings, it is recommended that the City consider the conversion to AWSC control at this intersection."

POLICY / RULE
Chapter 10.12 of the Folsom Municipal Code grants the City Council final authority with respect to the placement of new stop signs.

ANALYSIS
This item was considered by the Traffic Safety Committee at its October 27,2022, meeting which the Committee voted unanimously to recommend an all-way stop control. A copy of the Action Summary from that meeting is attached to this report.

The Kimley-Horn and Associates, Inc. Multi-Way Stop Sign Analysis warrant analysis is also attached to this report.

F'INAN IMPACT
Installation of new signs and markings should not exceed $6,000 and will be paid out of the Traffic Safety Projects, Project No. 8023, which is funded through Measure A (Fund 276).

ENVIRONMENTAL REVIEW
This project has been deemed categorically exempt from environmental review.

ATTA S

1. Resolution No. 10960 - A Resolution Authorizing lhe Public Works Department to Install All-Way Stop Sign Control at the Intersection of Montrose Drive and Lowe's/Trader Joe's Shopping Center and Home Goods/Target Shopping Center

2. Action Summary - Traffic Safety Committee, October 27,2022

3. CMUTCD Multi-Way Stop Sign Warrant Analysis performed by Kimley-Horn and Associates,Inc.

4. Map of Intersection
Submitted,
Mark Rackovan, PUBLIC WORKS DIRECTOR
2 Page 264
12/13/2022 Item No.15.

Attachment 1
Resolution No. 10960

Page 265 ends

12/13/2022 Item No.15.

RESOLUTION NO. 10960

A RESOLUTION AUTHORIZING THE PUBLIC WORI(S DEPARTMENT TO

INSTALL ALL-WAY STOP SIGN CONTROL AT THE INTERSECTION OF

MONTROSE DRIVE AND LOWE'S/TRADER JOE'S SHOPPING CENTER AND

HOME GOODS/TARGET SHOPPING CENTER
WHEREAS, the Public Works Department received a request to evaluate traffic safety at the intersection of Montrose Drive and Lowe's/Trader Joe's Shopping Center and Home Goods/Target Shopping Center; and
WHEREAS, the intersection is currently side street stop controlled; and WHEREAS, Kimley-Horn and Associates, Inc. assessed the intersection and determined that all-way stop control is warranted based on line of sight and traffic volume; and WHEREAS, the Traffic Safety Committee reviewed the request at its October 27,2022 meeting and voted unanimously to recommend all-way stop control; and WHEREAS, sufficient funds are budgeted and available in the Traffic Safety Projects, Project No. 8023, utilizing the Measure A Fund (Fund 276); and NOW, THEREFORE, BE IT RESOLYED that the City Council of the City of Folsom authorizes the Public Works Department to install all-way stop sign control at the intersection of Montrose Drive and Lowe's/Trader Joe's Shopping Center and Home Goods/Target Shopping Center.
pASSED AND ADOPTED this 13th day of December 2022, by the following roll-call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Councilmember(s):

MAYOR
ATTEST:

Christa Freemantle, CITY CLERK
ResolutionNo. 10960
Page I of I Page 266
12/13/2022 Item No.15.

Attachment 2
Draft Action Summary - Traffic Safety
Committee, August 26, 2021

Page 267 ends

12/13/2022 Item No.15.

City of Folsom

TRAFFIC SAFETY COMMITTEE

MEETING MINUTES
4:00 p.m., Thursday, October 27th,2022
Effective July 7, 2022, the City of Folsom is returning to all in-person City Council, Commission, and Commiftee meetings. Remote participation for the public will no longer be offered. Everyone is invited and encouraged to aftend and participate in City meetings in person.

1. MEETING CALLED TO ORDER
Meeting called to order 4:08 pm

2. ROLL CALL:
nuil.V, gor"h, Delp, Galovich, McGee, Soulsby, Washburn

Present: Bailey, Bosch, Galovich, Soulsby Absent: Delp, Washburn

3. APPROVE ACTION SUMMARY
Action Summary of the regular September 22nd,2022, meeting will stand approved unless any Committee member requests a revision.

Bosch moved to approve Bailey seconded. Committee unanimous.

4. BUSINESS FROM F'LOOR/GOOD OF THE ORDER
Discuss any items not on the agenda that a member of the public wishes to bring to the Committee's attention. The Commiffee cannot take formal action on the item but can request that it be placed on a future agenda for further discussion if necessary.

A resident asked for an update regarding the new Pedestrian Signs coming on East Natoma and Bosch gave an update.

5. ACTION ITEMS

1. NEIGHBORIIOOD ISSUES
a. MONTROSE DRM STOP SIGN
Soulsby moved and Bailey seconded, committee unanimous. Traffic safety recommends that City Council approve an all -way stop sign at the intersection of Montrose Drive and Lowe's/Trader Joe's Shopping Center and Home Goods/Target Shopping Center. b. PARIGHORE DRIVE &PLAZA DRIVE STOP SIGN

REQUEST
Bosch moved and Soulsby seconded, committee unanimous. This item was recommended to be postponed to a future agenda
c. RANDALL DRM & SANTANA WAY STOP SIGN

REQUEST
Bailey moved and Soulsby seconded, committee unanimous. They recommend that the Public Works Department request that the petition submitter request additional signatures of support from the two homes on the corner closest to the proposed single stop sign and that they get more signatures from residents on Santana way.

Agenda.Oct.22

Page 268 ends

Folsom City CouncilDecember 13, 2022

Folsom City Council
December 13, 2022