Agenda Packet — Hercules City Council, November 12, 2025

Wednesday, November 12, 2025
6:00 PM
City of Hercules
111 Civic Drive
Hercules, CA 94547
City Council
Mayor Dion Bailey
Vice Mayor Chris Kelley
Council Member Alex Walker-Griffin
Council Member Dilli Bhattarai
Council Member Tiffany Grimsley
Dante Hall, City Manager
Christie Crowl, City Attorney
Eibleis Melendez, City Clerk
Meeting Agenda
CLOSED SESSION - 6:00 PM ; REGULAR MEETING - 7:00 P.M
In-Person in Council Chambers or Via Zoom:

Zoom ID: 812 6323 1485 Zoom Passcode: 763120
Zoom Phone Number: 1-669-900-6833
1 November 12, 2025City Council Meeting Agenda
See last pages of agenda for information regarding meeting procedures To view webcast of meetings, live or on demand, go to the City's website at www.ci.hercules.ca.us I. SPECIAL CLOSED SESSION – CALL TO ORDER - ROLL CALL - 6:00 PM 1A. CONSIDER AND TAKE ACTION ON ANY REQUEST FROM A COUNCIL MEMBER TO

PARTICIPATE IN A MEETING REMOTELY DUE TO JUST CAUSE OR EMERGENCY CIRCUMSTANCES PURSUANT TO AB 2449
II. PUBLIC COMMUNICATION - CLOSED SESSION ITEMS
III. CONVENE INTO CLOSED SESSION
The Hercules City Council will meet in Closed Session regarding the following:

1. 25-298
Pursuant to Government Code Section 54957.6 Conference With Labor Negotiators - City Negotiators: Dante Hall, City Manager; Edwin Gato, Director of Finance; relative to the following employee groups:
a. Hercules Police Officers Association
IV. REGULAR MEETING – CONVENE TO OPEN SESSION - ROLL CALL - 7:00 P.M.

V. REPORT ON ACTION TAKEN IN CLOSED SESSION
VI. PLEDGE OF ALLEGIANCE
VII. MOMENT OF SILENCE
VIII. INTRODUCTIONS/PRESENTATIONS/COMMISSION REPORTS

1. 25-303
Proclamation - Veterans Day and the Conclusion of the 50th Anniversary Commemoration of the Vietnam War
Veterans Day ProclamationAttachments:

2. 25-296 Presentation from Senator Jesse Arreguín
Presentation - State Legislative Update - City of Hercules.pdfAttachments:

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2 November 12, 2025City Council Meeting Agenda
IX. AGENDA ADDITIONS/DELETIONS
X. PUBLIC COMMUNICATIONS
This time is reserved for members of the public to address issues not included in the agenda. In accordance with the Brown Act, Council will refer to staff any matters brought before them at this time, and those matters may be placed on a future agenda.

Individuals wishing to address the City Council are asked to complete a form indicating the name and address of the speaker and the general topic to be addressed. Speakers must make their comments from the podium and will be allowed 3 minutes to discuss their concerns. All public comments are recorded and become part of the public record. A limit of 30 minutes will be devoted to taking public comment at this point in the agenda. If any speakers remain at the conclusion of the initial 30 minute period, time will be reserved at the conclusion of the meeting to take the remaining comments.

XI. PUBLIC HEARINGS
XII. CONSENT CALENDAR

1. 25-297
Meeting Minutes for the Regular Meeting of October 28, 2025 Meeting Minutes for the Regular Meeting of October 28, 2025Attachments:

2. 25-302 Agreement with Townsend Public Affairs, Inc. for State Legislative Advocacy Services
RECOMMENDATION:

Additionally, it is recommended that the Fiscal Year (FY) 2025-26 Budget be amended to allocate funds from the General Fund Reserve in an amount not to exceed $47,000.

Staff report - Lobbying and Advocacy Services Agreement with Townsend Public Affairs, Inc Attach 1 - Resolution
Attach 2 - TPA Proposal
Attachments:

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3. 25-292 Updated Records Retention Schedule and Records and Information Management (RIM) Program Policy
RECOMMENDATION:

Adopt a resolution adopting the updated Records Retention Schedule and Records and Information Management Program Policy and rescinding Resolution 18-028.

Staff Report- Update of Records Retention Schedule and Policy Attach 1 - Resolution
Exhibit A - Final Draft of Updated Records Retention Schedule 2025 Exhibit B - Draft Hercules Citywide RIM Program Policy - 2025 Attach 2 - Resolution 18-028
Attach 3 - 2018 Records Retention Schedule
Attachments:

4. 25-300 Acceptance of a Grant Award From the State of California Office of Traffic Safety Selective Traffic Enforcement Program(STEP) RECOMMENDATION:

Staff recommends that the City Council adopt a resolution to accept the State Office of Traffic Safety grant award of $75,000 on behalf of the CIty of Hercules
Staff Report - Office of Traffic Safety Grant Award
Attach 1 - Resolution
Attach 2 - Signed Grant Agreement
Attachments:

5. 25-294 Accept the Investment Report for the Quarter Ending September 30, 2025
RECOMMENDATION:

Accept the Investment Report for the Quarter Ending September 30, 2025.

Staff Report
Attach 1 - Quarterly Investment Report
Attachments:

XIII. DISCUSSION AND/OR ACTION ITEMS

1. 25-268 FY 25-26 Co-sponsored Special Events Update
RECOMMENDATION:

Staff recommends that the City Council receive an update on special events co-sponsored by the city and the Bay Front Chamber of Commerce during the current FY 25-26.

Staff Report - Special Events Update. rev1
Attach 1 - 2022-23 - Cultural Festival - recap
Attach 2 - 2023-24 - Cultural Festival - recap
Attach 3 - 2024-25 - Cultural Festival - recap
Attachments:

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4 November 12, 2025City Council Meeting Agenda

2. 25-295 Fourth of July Celebration for 2026
RECOMMENDATION:

Staff recommends that the City Council receive an update on the planning for the Fourth of July 2026 Celebration and provide direction to staff on whether to proceed with fireworks on a barge, a drone show, or pursue a co-sponsored parade and 5K Fun Run with community partners.

Staff ReportAttachments:

3. 25-293 FY 25-26 1st Quarter Budget Report
RECOMMENDATION:

Review and accept the First Quarter Budget Report for the fiscal period concluding on September 30, 2025.

Staff Report
Attach 1 - General Fund Year-To-Date Revenue Report
Attach 2 - General Fund Year-To-Date Expenditure Report Attach 3 - All Funds Year-To-Date Revenues and Expenditures Report Attach 4 - Active Capital Projects Report
Attachments:

XIV. PUBLIC COMMUNICATIONS
This time is reserved for members of the public who were unavailable to attend the Public Communications period during Section X of the meeting, or were unable to speak due to lack of time. The public speaker requirements specified in Section X of this Agenda apply to this Section.

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5 November 12, 2025City Council Meeting Agenda
XV. CITY COUNCIL/CITY MANAGER/CITY ATTORNEY ANNOUNCEMENTS,

COMMITTEE, SUB-COMMITTEE AND INTERGOVERNMENTAL COMMITTEE REPORTS

AND FUTURE AGENDA ITEMS
This is the time for brief announcements on issues of interest to the community. In accordance with the provisions of the Brown Act, matters which do not appear on this agenda but require City Council discussion may be either (a) referred to staff or other resources for factual information or (b) placed on a future meeting agenda.

1. Regional Committee
a. Contra Costa Mayors Conference
b. Hercules/ Pinole - WasteWater Management
c. League of Cities
d. Water Emerg. Transportation Authority
e. WCCIWMA
f. WCCTAC
g. West Co. Mayors & Supervisors Assoc. Meeting
h. WestCat
I. MCE
j. CCTA
k. East Bay Wildfire Coalition of Governments

2. City Council Committees and Subcommittees
a. Econ. Dev. Subcommittee
b. Traffic and Public Safety Committee
c. East Bay Economic Development Alliance
d. Education Subcommittee

3. Commission Liaisons
a. Community & Library Services Commission
b. Finance Commission
c. Planning Commisison
XVI. ADJOURNMENT
The next Regular Meeting of the City Council will be held on Tuesday, December 9, 2025 at 7:00p.m. in the Council Chambers.

Agendas are posted in accordance with Government Code Section 54954.2(a) or Section 54956.

Members of the public can view electronic agendas and staff reports by accessing the City website at www.ci.hercules.ca.us and can receive e-mail notification of agenda and staff report postings by signing up to receive an e-notice from the City’s homepage. Agendas and staff reports may also be obtained by contacting the City Clerk at (510) 799-8200 (Posted: November 6, 2025)

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6 November 12, 2025City Council Meeting Agenda

INSTRUCTIONS ON HOW TO PARTICIPATE AND WATCH THE HERCULES CITY COUNCIL AND PLANNING

COMMISSION HYBRID MEETINGS
Attend in Person: Hercules City Council Chambers – 111 Civic Drive, Hercules, CA 94547 Attend via Zoom Teleconference: Details provided below and zoom webinar login, passcode and phone numbers provided on the agenda cover.

How to Submit Public Comments
In Person: Attend meeting at the Hercules City Council Chambers, fill out a public speaker card located on the side table and submit it to the City Clerk.

Via Zoom: Members of the public may submit a remote public comment via Zoom video conferencing. Download the Zoom mobile app from the Apple Appstore or Google Play. If you are using a desktop computer, you can test your connection to Zoom by clicking here or go to: https://www.zoom.us/join. Zoom also allows you to join by phone at +1-669-900-6833 or +1-929-205-6099 or +1-253-215-8782.

Written Comments Submitted Electronically: All comments received before 3:00 p.m. the day of the meeting will be provided to the City Council prior to the meeting and posted to the City’s agenda website and located by clicking on the “meeting details” tab. Written comments received after 3:00 p.m. will be provided to City Council and posted to the agenda website the following day. Written comments will not be read aloud during the meeting. Email comments to [email protected]. Please indicate which item on the agenda you are commenting on in the subject line of your email.

Written comments submitted in person or via mail: Additional ways to provide your public comment is to either drop off your comment in person to the front desk receptionist located in the City Hall lobby or to mail your comment to City of Hercules, ATTN: City Clerk – Public Comment (Meeting Date), 111 Civic Drive, Hercules, CA 94547 in time to reach the City Clerk no later than 3:00 p.m. on the day of the meeting or you can submit your comment by telephone by calling (510) 799-8208 no later than 3:00 p.m. on the meeting date.

If you need assistance with public comment, please contact: Eibleis Melendez, City Clerk at [email protected] or by calling (510) 799-8200.

All public comments will become part of the official meeting record. As email containing public meeting comments are part of the official record, note that personal contact information may be published if it is included with your email. The City cannot guarantee that its network and/or the website will not be uninterrupted. To ensure that the City Council receives your written comments, you are strongly encouraged to submit your comments in writing in advance of the meeting by 3:00 p.m. on the day of the Council or Commission meeting.

OTHER WAYS TO WATCH THE MEETING

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7 November 12, 2025City Council Meeting Agenda
Live on Channel 28: City Council meetings will replay the following Thursday at 7:00 p.m. and Saturday at 1:00 p.m.

Planning Commission meetings will replay the following Wednesday at 7:00 p.m. and Saturday at 9:00 a.m.

Video Streamed Live on the City’s Website:

To view City Council and Planning Commission meeting videos online go to: Hercules Meeting Videos.

Instructions to view Live or On-Demand Videos from the City’s website:

1. Go to: Hercules Meeting Videos or https://hercules.legistar.com/calendar.aspx.

2. Locate the desired meeting and date.

3. Click the associated “Video” link (Video status is as follows):

Video = Video is available for on demand viewing.

In Progress = Video is available for viewing during live recording.

Not Available = Video is either unavailable or has not been recorded.

THE HERCULES CITY COUNCIL ADHERES TO THE FOLLOWING POLICIES,

PROCEDURES AND REGULATIONS REGARDING CITY COUNCIL MEETINGS

1. SPECIAL ACCOMMODATIONS: In compliance with the Americans with Disabilities Act, if you require special accommodations to participate at a City Council meeting, please contact the City Clerk at 510-799-8208 at least 48 hours prior to the meeting.

2. AGENDA ITEMS: Persons wishing to add an item to an agenda must submit the final written documentation 12 calendar days prior to the meeting. The City retains the discretion whether to add items to the agenda. Persons wishing to address the City Council otherwise may make comments during the Public Communication period of the meeting.

3. AGENDA POSTING: Agendas of regular City Council meetings are posted at least 72 hours prior to the meeting at City Hall, the Hercules Swim Center, Ohlone Child Care Center, and on the City’s website (www.ci.hercules.ca.us),

4. PUBLIC COMMUNICATION: Persons who wish to address the City Council should complete the speaker form prior to the Council's consideration of the item on the agenda.

Anyone who wishes to address the Council on a topic that is not on the agenda and is relevant to the Council should complete the speaker form prior to the start of the meeting. Speakers will be called upon during the Public Communication portion of the meeting. In accordance with the Brown Act, the City Council may not take action on items not listed on the agenda. The Council may refer to staff any matters brought before them at this time and those matters may be placed on a future agenda.

In the interests of conducting an orderly and efficient meeting, speakers will be limited to three (3) minutes.

Anyone may also submit written comments at any time before or during the meeting.

5. CONSENT CALENDAR: All matters listed under Consent Calendar are considered to be routine and will be enacted by one motion. There will be no separate discussion of these items unless requested by a member of the Council or a member of the public prior to the time the City Council votes on the motion to adopt.

6. LEGAL CHALLENGES: If you challenge a decision of the City Council in court, you may be limited to raising only those issues you or someone else raised at the meeting or in written correspondence delivered at, or prior to, the meeting. Actions challenging City Council decisions shall be subject to the time limitations contained in Code of Civil Procedure Section 1094.6.

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8 November 12, 2025City Council Meeting Agenda

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9 INTRODUCTIONS/PRESENTATIONS/

COMMISSION REPORTS

AGENDA ITEMS

1. 25-303

2. 25-296
10 PROCLAMATION

RECOGNIZING NOVEMBER 11, 2025, AS VETERANS DAY AND THE
CONCLUSION OF THE 50TH ANNIVERSARY COMMEMORATION OF THE

VIETNAM WAR IN THE CITY OF HERCULES

WHEREAS, on Veterans Day , we honor all those who bravely served and defended our Constitutio n as members of the United States Armed Forces , and i n service to this cause, uphold our fundamental duty to publicly renew our gratitude with the support and respect they are rightfully owed; and

WHEREAS, we recognize the contributions our veterans and their families, caregivers, and survivors have made to the cause of peace and freedom around the world, fighting for our democracy and for giving back to our communities and inspiring the next generation to serve; and

WHEREAS, in 2012, President Barack Ob ama proclaimed the period from May 28, 2012, through November 11, 2025, as the Commemoration of the 50th Anniversary of the Vietnam War , to those who answered our country's call in Vietnam and those who awaited their safe return, a chapter in our Nation's history that must never be forgotten; and

WHEREAS, in solemn rem embrance, we honor the more than 58,000 Americans that sacrificed their lives, the brave patriots who suffered unspeakably as prisoners of war, the many thousands that returned home wounded, and the more than 1,600 service mem bers determined to be missing ; and in o ne of the war's most profound tragedies, remember the men and women that returned home to a deeply divided so ciety and tragically were shunned or neglected , and did not receive the support and gratitude they deserved, faced treatment unbefitting of their courage; and

WHEREAS, with deep pride, the Ci ty of Hercul es honor and give thanks to America’s veterans for their patriotism, love of country, and willingness to serve and sacrifice for the common good . And as the Commemoration of the 50th Anniversary of the Vietnam War ends, offer our profound gratitude to our Vietnam veterans and their families and caretakers and express our compassion for the families of the fallen, those who r emain missing and unaccounted for, and all others who served yet no longer walk among us.

NOW, THEREFORE, BE IT PROCLAIMED, that I, Dion Bailey, Mayor of the City of Hercules , on behalf of the entire City Council, do hereby declare November 1 1, 2025 as Veterans Day and ca ll upon the citizens of Hercules to rededicate ourselves to the task of promoting an enduring peace so that their efforts shall not have been in vain.

In witness whereof, I have hereunto set my hand and caused the seal of the City of Hercules to be affixed this 12th day of November 2025.

__________________________________
Dion Bailey, Mayor
11 INTRODUCTIONS/PRESENTATIONS/

COMMISSION REPORTS

AGENDA ITEMS

2. 25-296
12 State Legislative Update
City of Hercules
STATE SENATOR JESSE ARREGUÍN
NOVEMBER 12, 2025
13 Supporting West Contra Costa
Advancing Public Safety
◦ CalVIP f unding to support local violence prevention programs ◦ $2.1M in state grants to support fuel reduction projects in partnership with the E
ast Bay Regional Parks District
Creating Local Parks
◦ Continuing the work to create Point M olate Park in Richmond ◦ $7.9M in state grants for creation of McNeil Park in San Pablo Increasing Presence and Accessibility
◦ Opened Richmond District Office, first Senate office in West Contra Costa since t
he 1990s
14 Immigration
Legislation
◦ SB 81: Creates nonpublic areas in healthcare facilities that cannot be ac
cessed without a valid judicial warrant; includes immigration status as part of a patient’s private medical record
◦ SJR 8: Renewing Immigration Provisions of the Immigration Act of 1929
◦ SJR 9: Denouncing Trump Administration’s immigration raids New Protections and Resources
◦ Prohibition on immigration enforcement at schools without a valid ju
dicial warrant, notification of incidents to school community ◦ $25M for DOJ lawsuits and $25M for immigration legal aid ◦ Promotion of Know Your Rights campaign
15 Public Safety
Legislation
◦ SB 524: Requires disclosures if AI is used in police reports ◦ SB 627: “No Secret Police Act” – p rohibits certain law enforcement from concealing identity with masks during operations
◦ SB 704: Regulations on firearm barrels used in ghost guns Implementation of Prop 36
◦ $100M allocated, including $50M for behavioral health and $50M f
or court costs, pre-trial, and public defenders.
◦ Priority to address substance abuse and behavioral health Regional Supplemental Support from CHP
◦ Crime suppression units to respond to hotspots to deter and disrupt o
rganized crime, support for local law enforcement
16 Health and Human Services
Legislation
◦ SB 617: Updates to WARN Act – r esources for workers impacted by mass layoffs
◦ SB 792: Clarifies qualification for childcare programs ◦ SJR 3: Calls on Congress to prevent cuts to SNAP
Addressing Food Insecurity
◦ Hosted hearing to discuss scope of food insecurity and solutions t
o address it
17 Transportation
Legislation
◦ SB 63: Places a regional revenue generating ballot measure to fund B
ay Area transit agencies
◦ SB 105: Trailer bill to create a path forward on state short-te rm financial assistance
State Infrastructure Investments
◦ $1B annually through 2045 for high speed rail
◦ Securing transportation funding through cap-an d-invest program ◦ $37M budgeted for multimodal projects across District 7 ◦ Installation of over 200,000 public EV chargers
18 Climate and Environment
Wildfire Response and Mitigation
◦ $1.5B from Prop 4 and $4B from cap-an d-invest to support wildfire risk reduction and mitigation
◦ $2.5B in immediate relief and recovery for the LA Fires ◦ Golden State Commitment: Package of bills to address wildfire r
esponse, recovery, safety, and mitigation
Extension of Cap-an d- Invest
◦ Through 2045, program will provide $63B in reductions to utility bills, an
d $60-$90B for infrastructure investments including affordable housing, transportation, and water
19 Housing and Homelessness
Legislation
◦ SB 9: Promotes development of Accessory Dwelling Units ◦ SB 489: Improvements to the Permit Streamlining Act
◦ SB 786: Resolves ambiguities in Housing Element law
Prop 1 Implementation
◦ $6.4B for behavioral health and homeless services
◦ $21M for development of treatment facility in Oakland to open in s
pring 2027
20 Contact Us
District Offices:
◦ Oakland:
1515 Cl
ay St, Suite #2202
510-286-1333
◦ Richmond:
4 40 Civic Center Plaza, 2nd Floor
510-233-2903
Capitol Office:
1021 O St, Suite #6710, Sacramento
916-651-4007
Website: sd07.senate.ca.gov
Email: [email protected]
Social Media
◦ X (formerly Twitter): @J esseArreguin
◦ Instagram: @Se natorArreguin
◦ Bluesky: @ jessearreguin.bsky.social
21 CONSENT CALENDAR

AGENDA ITEMS

1. 25-297

2. 25-302

3. 25-292

4. 25-300

5. 25-294
22 111 Civic Drive
Hercules, CA 94547City of Hercules
Meeting Minutes
City Council
Mayor Dion Bailey
Vice Mayor Chris Kelley
Council Member Alex Walker-Griffin
Council Member Dilli Bhattarai
Council Member Tiffany Grimsley
Dante Hall, City Manager
Christie Crowl, City Attorney
Eibleis Melendez, City Clerk
6:30 PMTuesday, October 28, 2025
CLOSED SESSION 6:30 P.M. REGULAR MEETING - 7:00 P.M.

In-Person in Council Chambers or Via Zoom:

Zoom ID: 813 8264 2674 Zoom Passcode: 557611
Zoom Phone Number: 1-669-900-6833
I. SPECIAL CLOSED SESSION – CALL TO ORDER - ROLL CALL - 6:30 P.M. 1A. CONSIDER AND TAKE ACTION ON ANY REQUEST FROM A COUNCIL MEMBER TO

PARTICIPATE IN A MEETING REMOTELY DUE TO JUST CAUSE OR EMERGENCY CIRCUMSTANCES PURSUANT TO AB 2449
Council Member Dilli Bhattarai, Mayor D. Bailey, Vice Mayor C. Kelley, and Council Member T. Grimsley

Present: 4 -
Council Member A. Walker-GriffinAbsent: 1 -
II. PUBLIC COMMUNICATION - CLOSED SESSION ITEMS
NONE
III. CONVENE INTO CLOSED SESSION
The Hercules City Council will meet in Closed Session regarding the following:

City Attorney, Christie Crowl, read the title of the item to be discussed in Closed Session. City Council and Staff recessed into Closed Session.

1. 25-291

CONFERENCE WITH LEGAL COUNCIL - ANTICIPATED LITIGATION
Initiation of litigation pursuant to Government Code Section 54956.9(d)(4) - 1 case.

IV. REGULAR MEETING – CONVENE TO OPEN SESSION - ROLL CALL - 7:00 P.M.

Council Member Dilli Bhattarai, Mayor D. Bailey, Vice Mayor C. Kelley, and Council Member T. Grimsley

Present: 4 -

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23 October 28, 2025City Council Meeting Minutes
Council Member A. Walker-GriffinAbsent: 1 -
V. A. REPORT ON ACTION TAKEN IN CLOSED SESSION
The City Attorney stated that there was no final or reportable action taken in Closed Session.

VI. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was lead by Mayor Bailey.

VII. MOMENT OF SILENCE
Mayor Bailey asked that we remember the people that are in the path of the Category 5 hurricane.

VIII. INTRODUCTIONS/PRESENTATIONS/COMMISSION REPORTS

1. 25-289
Contra Costa County Fire Protection District
PresentationAttachments:

Jeff Peters, Assistant Fire Chief presented. Council asked questions and provided remarks. Assistant Fire Chief Peters provided a response. This was an informational item. No action was taken.

IX. AGENDA ADDITIONS/DELETIONS
NONE
X. PUBLIC COMMUNICATIONS
Public comment was provided by Sarah Creeley.

This time is reserved for members of the public to address issues not included in the agenda. In accordance with the Brown Act, Council will refer to staff any matters brought before them at this time, and those matters may be placed on a future agenda.

XI. PUBLIC HEARINGS
NONE

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24 October 28, 2025City Council Meeting Minutes
XII. CONSENT CALENDAR
MOTION: A motion was made by Vice Mayor Kelley, seconded by Council Member Bhattarai, to adopt the Consent Calendar. The motion carried by the following vote:

Council Member Dilli Bhattarai, Mayor D. Bailey, Vice Mayor C. Kelley, and Council Member T. Grimsley

Present: 4 -
Council Member A. Walker-GriffinAbsent: 1 -

1. 25-290
Meeting Minutes for the Regular Meeting of October 14, 2025 Meeting Minutes for the Regular Meeting of October 14, 2025Attachments:

APPROVED

2. 25-286 Agreement with the Contra Costa Transportation Authority (CCTA) Governing Distribution of Program 28b Funds in Measure J RECOMMENDATION:

Adopt a Resolution Authorizing the City Manager to Execute an Agreement with the Contra Costa Transportation Authority (CCTA) Governing Acceptance of up to $60,000 of Program 28b Funds from Measure J.

Staff Report
Attach 1 - Resolution
Attach 2 - Agreement
Attachments:

Resolution 25-070, APPROVED.

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XIII. DISCUSSION AND/OR ACTION ITEMS

1. 25-287 Authorize an Amendment to the Professional Services Agreement with Terraphase Engineering, Inc. to provide Design Services for the Refugio Lake Restoration Project and Amend the Fiscal Year 2025-26 Budget to Allocate Funds from the General Fund/Capital Reserve to Fully Fund the Design Contract
RECOMMENDATION:

Adopt a Resolution authorizing the City Manager to execute an amendment to the City’s August 28, 2025 Professional Services Agreement with Terraphase Engineering, Inc. (Terraphase) to provide design services for the Refugio Lake Restoration Project, increasing the cost by $206,879 to a total cost of $238,620 and amend the fiscal year (FY) 2025-26 budget by $118,620 to allocate funds from the General Fund/Capital Reserve to pay for the associated design services.

Staff Report
Attach 1 - Resolution
Attach 2 - Project Location Map
Attach 3 - Agreement
Attachments:

Before the item was introduced, Mayor Bailey recused himself. Vice Mayor Kelley opened the item. Public Work Director, Glenn Dombeck, presented the Staff Report. Representatives from Terraphase attended via Zoom to answer questions. No public comment. Council asked questions and provided comments. Director Dombeck, City Attorney Crowl and Finance Director Edwin Gato provided a response. Action was taken on this item. Mayor Bailey returned to the Council Chambers after the vote was taken.

MOTION: A motion was made by Council Member Grimsley, seconded by Council Member Bhattarai, to adopt Resolution 25-069. The motion carried by the following vote:

Aye: Council Member Dilli Bhattarai, Vice Mayor C. Kelley, and Council Member T.

Grimsley
3 -

Absent: Council Member A. Walker-Griffin1 -
Recused: Mayor D. Bailey1 -

2. 25-288
Hercules City Clerk Department Update
RECOMMENDATION:

Receive an update on the City of Hercules City Clerk Department Staff Report - City Clerk Department Update.docx
Presentation
Attachments:

CIty Clerk, Eibleis Melendez presented. Council made remarks and asked

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26 October 28, 2025City Council Meeting Minutes
questions. City Clerk Melendez provided a response. No public comment.

This was an informational item. No action was taken.

XIV. PUBLIC COMMUNICATIONS
NONE
This time is reserved for members of the public who were unavailable to attend the Public Communications period during Section X of the meeting, or were unable to speak due to lack of time. The public speaker requirements specified in Section X of this Agenda apply to this Section.

XV. CITY COUNCIL/CITY MANAGER/CITY ATTORNEY ANNOUNCEMENTS,

COMMITTEE, SUB-COMMITTEE AND INTERGOVERNMENTAL COMMITTEE REPORTS

No announcements from Acting City Manager, Tim Rood or from the City Attorney.

1. Regional Committees
Vice Mayor Kelley reported out on the Contra Costa Transportation Authority board meeting and the West Contra Costa Transportation Advisory Committee meeting. Council Member Grimsley noted that the Hercules/ Pinole Waste Water Subcommittee October meeting was cancelled. Mayor Bailey reported on the Marin Clean Energy (MCE) Board meeting.

2. City Council Committees and Subcommittees
Mayor Bailey reported out on the October Community Meeting on Public Safety

3. Commission Liaisons
No reports were provided
Council Members reported out on events they attended throughout the City and County, including the Bay Front Run and Park and Recreation's annual Trunk or Treat.

There were no future agenda item requests from City Council.

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27 October 28, 2025City Council Meeting Minutes

2. City Council Committees and Subcommittees
a. Econ. Dev. Subcommittee
b. Traffic and Public Safety Committee
c. East Bay Economic Development Alliance
d. Education Subcommittee

3. Commission Liaisons
a. Community & Library Services Commission
b. Finance Commission
c. Planning Commission
XVI. ADJOURNMENT
Mayor Bailey adjourned the meeting at 8:31pm
_________________________________
Dion Bailey, Mayor
Attest:
_______________________________
Eibleis Melendez, City Clerk

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28 CONSENT CALENDAR

AGENDA ITEMS

2. 25-302
29 STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of November 12, 2025

TO: Mayor and Members of the City Council

SUBMITTED BY: Dante Hall, City Manager

SUBJECT: Agreement with Townsend Public Affairs, Inc. for State Legislative Advocacy Services

RECOMMENDED ACTION:

Staff recommends that the City Council approve a resolution authorizing the City Manager to execute a professional services agreement with Townsend Public Affairs, Inc. (“TPA”) to provide lobbying and advocacy services. Additionally, it is recommended that the Fiscal Year (FY) 2025-26 Budget be amended to allocate funds from the General Fund Reserve in an amount not to exceed $47,000.

BACKGROUND AND ANALYSIS

The City of Hercules requires professional lobbying and advocacy services to advance its legislative priorities and secure funding for critical infrastructure improvements, transportation projects, economic development, and fiscal sustainability needs .

Townsend Public Affairs , Inc. (TPA) is a firm with extensive experience in legislative advocacy, grant writing, and coalition-building at both the state and federal levels.

After engaging various lobbying firms for legislative support , TPA is recommended due to their demonstrated success in securing over $3.2 billion in funding for public agencies and their understanding of the City’s priorities and funding needs. TPA has a strong track record in legislative advocacy and has previously worked with municipalities on similar priorities.

The contract features an all -inclusive retainer fee of $2,000 starting in December 2025, followed by $5,000 each month from January 2026 to September 2026, with a cap of $47,000. This includes all reasonable business and travel expenses.

The City’s engagement with Townsend Public Affairs will support our ongoing efforts to:
30  Advance Hercules’s Legislative Priorities - Ensure the city’s infrastructure and fiscal sustainability needs are effectively represented at the state and federal levels.

 Secure Funding and Policy Support - Advocate for legislation and funding opportunities that directly benefit Hercules.

 Strengthen Strategic Relationships - Build and maintain connections with key legislators, agencies, and stakeholders to support long -term collaboration and funding access.

The Scope of Work with TPA would include the following:

 Strategic Planning
o Conduct Detailed Orientation
o Develop Legislative Strategy

 Stakeholder Engagement
o Engage with Decision-Makers and Stakeholders
o Coordinate Advocacy Efforts
o Craft Legislative Materials and Communications

 Reporting and Compliance
o Provide Regular Updates and Progress Reports
o Prepare and File Lobbying Disclosure Reports

FISCAL IMPACT:

Although several firms have relevant experience, an evaluation of various lobbying entities showed that TPA stands out in expertise, historical knowledge, and success with other agencies. Therefore, staff recommends that the Council allocate an amount not to exceed $47,000 from General Fund Reserves to engage TPA for lobbying and advocacy.

There are adequate resources in the General Fund Reserve to support this expense.

ATTACHMENTS:

1. Resolution

2. TPA Proposal and Scope of Services
31 HERCULES CITY COUNCIL
RESOLUTION NO. ___________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERCULES

AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH TOWNSEND PUBLIC AFFAIRS, INC. FOR STATE
LEGISLATIVE ADVOCACY SERVICES IN AN AMOUNT NOT TO EXCEED $47,000

AND ALLOCATE FUNDS FROM THE GENERAL FUND/CAPITAL RESERVES TO PAY FOR THE ASSOCIATED SERVICES.

WHEREAS, the City of Hercules seeks to advance its legislative priorities and secure funding for critical infrastructure, tra nsportation, economic development, and fiscal sustainability; and

WHEREAS, professional lobbying and advocacy services are necessary to effectively represent the City’s interests at the state and federal level; and

WHEREAS, Townsend Public Affairs, In c. (TPA) is a qualified and experienced firm with a proven track record in legislative advocacy, grant writing, and coalition - building for public agencies; and

WHEREAS, TPA has demonstrated success in securing over $3.2 billion in funding for public agen cies and has a strong understanding of the City’s priorities and funding needs; and

WHEREAS, the scope of services includes strategic planning, stakeholder engagement, advocacy coordination, and compliance reporting to support the City’s legislative and funding goals; and

WHEREAS, the professional services agreement will not exceed a total of $47,000, inclusive of all reasonable business and travel expenses; and

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hercules as follows:

1. The City Council hereby authorizes the City Manager to execute a professional services agreement with Townsend Public Affairs, Inc. for state legislative advocacy services in an amount not to exceed $47,000.

2. Approval of this professional services agreement is not a project pursuant to the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines section 15378 because it is an administrative activity and does not authorize any construction that could have an impact on the environment.

32 3. The City Manager is further authorized to take all actions necessary to implement the agreement and ensure compliance with applicable laws and reporting requirements.

4. The City Council authorizes the appropriation of $47,000 of General Fund/Capital Reserves to fund the agreement.

The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the 12th day of November 2025, by the following vote of the Council:

AYES:

NOES:

ABSTAIN:

ABSENT:

____________________________
Dion Bailey, Mayor

ATTEST:

________________________________
Eibleis Melendez, City Clerk
33 Proposal for State Legislative Advocacy Services | City of Hercules Page 1

Proposal for State
Legislative Advocacy Services

October 21, 2025
34 Proposal for State Legislative Advocacy Services | City of Hercules Page 1

October 21, 2025

Dante Hall, City Manager
City of Hercules
111 Civic Drive
Hercules, CA 94547

Dear Mr. Hall:

Thank you for the opportunity for Townsend Public Affairs, Inc. (“TPA”) to submit our proposal for State Legislative Advocacy Services to the City of Hercules (“City”).

Since our inception in 1998, TPA has earned the reputation as a Champion for Better Communities by providing the experience, resources, and relationships expected from a premier legislative advocacy and grant writing firm while also giving clients the unique brand of customer service they deserve: personal attention, maximum accessibility, and passion for their mission.

Our strategic approach to advocacy and funding is tailored to meet each client's individual needs.

We leverage the breadth and depth of our team and our vast network of relationships with key stakeholders and decision makers.

Over the years, TPA has been proud to secure more than $3.2 billion in competitive grants and appropriations and to successfully advance more than 150 pieces of legislation on behalf of our clients. But beyond the numbers, what sets us apart is our dedication to helping communities like Hercules turn bold ideas into reality , whether securing new funding, shaping statewide policy, or protecting vital resources that your residents rely on.

Thank you again for your interest in our firm and consideration of this proposal. Please contact us if you have any questions or need additional information. We would be honored to serve the City of Hercules.

Yours truly,

Christopher Townsend
President
35 Proposal for State Legislative Advocacy Services | City of Hercules Page 2

FIRM OVERVIEW
TPA is a state and federal legislative advocacy and grant writing firm that provides lobbying and funding services to public agencies and nonprofit organizations throughout California.

• Founder/Owner/President: Christopher Townsend

• Advocacy Success: Shepherded over 150 client-sponsored legislative proposals into law

• Funding Success: Over $3.2 billion in state, federal, and local government grants as well as grants from nonprofit organizations and private companies

• Longevity: 27 years (founded in 1998)

• Number of Employees: 23

• Number of Registered State and Federal Lobbyists and Grant Writers: 18

• Number of Offices: Five
o TPA State Capitol Office, Sacramento
o TPA Federal Office, Washington, DC
o TPA Northern California Office, Oakland
o TPA Central California Office, Fresno
o TPA Southern California Office, Newport Beach

• Types of Clients:
o City Governments
o County Governments
o Water and Sanitation Districts
o Transportation Districts
o K– 12 School Districts
o Community College Districts
o Parks and Recreation Districts
o Fire Protection Districts
o Museums, Science Centers, and Cultural Facilities

• Areas of Specialization:
o Local Governance (Cities, Counties, Special Districts) o Transportation Policy and Infrastructure
o Water and Sanitation Policy and Infrastructure
o Education Policy and Infrastructure
o Housing and Economic Development
o Parks and Community Facilities (Recreational, Cultural, Historical) o Energy, Environment, and Natural Resources
o Public Safety
o Budget and Finance

• Ranking by Revenue Reported to the California Secretary of State:
o 5 th of 491 Firms Registered for Q1 of the 2025–26 Legislative Session o 99th Percentile

• TPA is ranked as one of the top 100 federal lobbying firms and represents more California public agencies in Washington, DC than any other advocacy firm in the nation. 36 Proposal for State Legislative Advocacy Services | City of Hercules Page 3

FIRM OVERVIEW

STATE LEGISLATIVE ADVOCACY ACHIEVEMENTS

Policy Sector Issue Outcome Of Lobbying Efforts
Municipal
Management
Local Control
• AB 2339 (Gipson, 2018) signed into law to permit cities to sell their drinking water property in special circumstances
• Secured a state audit request of the State Department of Health Care Services due to its management of sober living homes
• SB 927 (Anderson, 2016) signed into law to permit public utility districts to establish district boundaries without legislation.

Local
Infrastructure
Revenue
• Several bills signed into law to facilitate the voter consideration of local revenue measures
• Worked with numerous local governments on elements of redevelopment dissolution to maximize contractual
obligations and implementation of local plans
Cannabis
• AB 2020 (Quirk, 2018), signed into law to allow cities to approve temporary cannabis events
• Led a coalition to help pass California’s first medicinal cannabis regulatory framework legislation
Transportation
Local Streets &
Roads
• AB 2496 (Petrie-Norris, 2022) signed into law to mitigate loud vehicle noise
• Relinquishment of certain sections of Highway 1, SR 133, Beach Boulevard, and other state highway systems to the jurisdiction of local cities
Transit Districts
• AB 3177 (Chavez, 2018) signed into law to permit the North County Transit District to negotiate procurements on the open market
• AB 354 (Nguyen, 2023) signed into law to expand SacRT’s Board of Directors
• AB 1052 (McCarty, 2023) signed into law to enable SacRT to limit potential future tax measures to jurisdictions within its boundary
Vehicle Code
• AB 705 (Lowenthal, 2023) signed into law to expand the allowable length of a vehicle that could be defined as an autoette
Water &
Sanitation
Water Quality
• AB 2022 (Gordon, 2016) first bill signed into law in the nation to allow the bottling of advanced recycled water for
educational purposes
Water District
Formation
• SB 634 (Wilk, 2017) signed into law to consolidate multiple existing water agencies to create the Santa Clarita Valley Water Agency
Sanitation
Infrastructure
• SB 991 (Newman, 2022) signed into law to permit local agencies to use progressive design-build for water projects Housing &
Community
Development
Homelessness
• Creation of the Homelessness Emergency Aid Program
(HEAP) to provide funding to cities, counties, and continuums of care
• Creation of the Homeless Housing, Assistance, and
Prevention (HHAP) Grant Program
• AB 1285 (Wicks, 2023), signed into law to require continuums of care to provide evidence of encampment resolution
impacts in regionally coordinated homelessness action plans 37 Proposal for State Legislative Advocacy Services | City of Hercules Page 4

FIRM OVERVIEW
• AB 2011 (Wicks, 2022) signed into law to construct 2 million units of affordable and mixed- income housing along transit - friendly commercial corridors
Affordable
Housing
• SB 593 (Wiener, 2023) signed into law to finance affordable housing units
• SB 591 (2021, Becker) signed into law to increase the production of intergenerational housing developments
Community
Development
• AB 1486 (Ting, 2019) signed into law to clarify and strengthen provisions in the Surplus Land Act to promote the use of public land for affordable housing projects.

Recreation &
Natural
Resources
Park and
Recreation
Facilities
• Implementation of Prop 68, which allocated $4 billion to parks and recreation programs
• SB 5 (De Leon, 2017) signed into law to allocate $3.5 billion in state funding for parks, drought/water, and flood protection programs
• Secured amendments to AB 1737 (2022, Holden) to protect cities from several onerous requirements related to the operation of day camps
Energy
• Secured amendments to SB 379 (2022, Weiner) to protect cities utilizing online, automated platforms for issuing solar - energy system permits
Public Safety
Crime Reduction
• AB 645 (Friedman, 2023) signed into law to implement speed safety system pilot programs
• SB 1079 (2022, Portantino) signed into law to permit the use of sound-activated devices to prevent loud, modified exhaust systems
E-Bike Safety • SB 381 (Min, 2023) signed into law to require a study on electric bicycles and the safety of riders and pedestrians Local Law
Enforcement
• Establishment of the North Orange County Public Safety Collaborative
Emergency
Management
• AB 2553 (Ting, 2019) signed into law to expand an
emergency shelter pilot program statewide
Education
Community
College Districts
• AB 1173 (Ta, 2023) signed into law to require local
educational agencies (LEA) serving grades 9 to 12 to notify community college districts when holding career fairs
• Worked with a coalition of community college and K12
stakeholders to implement and fund the California Adult Education Program.

School Facilities • SB 1406 (Mendoza, 2016) signed into law , protecting community colleges from frivolous lawsuits

A DETAILED SCHEDULE OF OUR STATE, FEDERAL, AND LOCAL LEGISLATIVE ADV OCACY

ACHIEVEMENTS CAN BE PROVIDED UPON REQUEST

38 Proposal for State Legislative Advocacy Services | City of Hercules Page 5

EXHIBIT A

ALL-INCLUSIVE RETAINER:

DESCRIPTION OF SERVICES MONTHLY FEE
State Legislative Advocacy Services December 2025: $2,000* January 2026–September 2026: $5,000*
• Conduct Detailed Orientation Included
• Develop Legislative Strategy Included
• Engage with Decision-Makers and
Stakeholders Included
• Coordinate Advocacy Efforts Included
• Craft Legislative Materials and
Communications Included
• Provide Progress Reports Included
• Prepare and File Lobbying Disclosure
Reports Included
*The monthly fee includes all reasonable business and travel expenses. 39 CONSENT CALENDAR

AGENDA ITEMS

3. 25-292
40 STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of November 12, 2025

TO: Mayor and Members of the City Council

VIA: Dante Hall, City Manager

SUBMITTED BY: Eibleis Melendez, City Clerk

SUBJECT: Updated Records Retention Schedule and Records and Information Management (RIM) Program Policy

RECOMMENDED ACTION:

Adopt a resolution adopting the updated Records Retention Schedule and Records and Information Management Program Policy and rescinding Resolution 18-028.

BACKGROUND:

A records retention schedule should be reviewed regularly to identify when updates are needed. The City’s Records Retention Schedule was last updated by Resolution 18-028 in April 2018. At the same time, the city approved a Records Management Program Manual prepared internally by City staff. The 2018 records management manual provides only general information related to the filing and destruction of records based on 2018 guidelines and best practices.

The 2018 retention schedule has been revised to accurately reflect the documents retained by each department. The appropriate Government Code citations and retention periods, as well as the series code and document descriptions, have been updated for better records storage and management.

For a records management program to be effective, it must include policies and procedures for the efficient manage ment of the creation, utilization, maintenance, retention, preservation, and disposal of City records in all formats, based on State statutes governing public records. It should also provide for staff education and training on its importance in all aspects of the program.

The updated Records and Information Management Program Policy complies with the State Record Retention laws (Government Code §34090, et seq.) and the California Public 41 Records Act (Government Code §7920 et seq.). It establishes guidelines and policies for all aspects of records management based on current best practices and technologies. It should be used alongside the City’s newly updated Records Retention Schedule.

Analysis:

In May of 2024, the City Council approved a resolution approving a professional services agreement with Records Control Services (RCS) for the review and update of the city’s Records Retention Schedule, policy and file Management.

The scope of work was divided into three phases. The first phase involves reviewing and evaluating the City’s current retention schedule and records management policies and procedures. RCS met with the department’s designated Records Coordinators multiple times to review and update the documents and categories in the individual department ’s schedules. RCS then provided a draft for the Records Coordinators and Directors to review. Once the department drafts were approved, RCS prepared a complete and comprehensive final draft of the Records Retention Schedule for review by the City and Manager, and approval by the City Attorney.

Implementing the updated Records Retention Schedule and Records and Information Management Program Policy will establish an efficient management and disposition system for designated records. These tools will enable the City to enhance best practices in records management and information governance.

Staff recommends that the City Council review and approve the updated Records Retention Schedule (Exhibit A) and Records and Information Management Program Policy (Exhibit B) and rescind Resolution No. 18-028.

FISCAL IMPACT:

There is no fiscal impact in adopting a new Records Retention Schedule and a Records and Information Management Program Policy to replace the Retention Schedule and the Records Management Manual approved in 2018.

ATTACHMENTS:

Attachment 1 - Resolution adopting an Updated Records Retention Schedule and Records Retention Policy
Exhibit A - Updated Records Retention Schedule (2025)
Exhibit B - Records and Information Management (RIM) Program Policy Attachment 2 - Resolution 18-028
Attachment 3 – 2018 Records Retention Schedule
42 HERCULES CITY COUNCIL
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERCULES ADOPTING

AN UPDATED RECORDS RETENTION SCHEDULE AND RECORDS AND

INFORMATION MANAGEMENT PROGRAM POLICY AND RESCINDING
RESOLUTION 18-028.

WHERAS, the City has an obligation to maintain and store records in accordance with government laws and regulations and accepted records management practices; and WHEREAS, on April 24, 2018 the City Council adopted Resolution 18-028, adopting a new Records Retention Schedule and approving a Records Management Program; and WHEREAS, a records retention schedule should be reviewed on a regular basis to determine when amendments are needed; and
WHEREAS, California Government Code (GC) Section 34090 et. seq. sets forth certain legal requirements relating to the retention of certain municipal records and provides a procedure whereby City records that have served their purpose and are no longer required may be destroyed; and
WHEREAS, City staff finds that the current retention schedule does not accurately reflect all the city’s records, nor does it consistently contain references to relevant government codes that govern the retention of specific records; and WHEREAS, to be effective, the City of Hercules Records Management Program needs to be updated to include policies and procedures for the efficient and economical management of the creation, utilization, maintenance, retention, preservation and disposal of City records, in all formats, based on State statutes governing public records.

WHEREAS, the City hired Records Control Services (RCS), Inc., a firm specializing in government records management, which recommended updates to the city’s Records Retention Schedule and Records Management Program; and

WHEREAS, RCS prepared a complete and comprehensive final draft of the records retention schedule and updated Records and Information Management (RIM) Program Policy which has been reviewed by the City staff and approved by the City Attorney.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Hercules adopts the updated City of Hercules Records Retention Schedule (Exhibit A) and the updated Records and Information Management (RIM) Program Policy (Exhibit B), which are both attached hereto and incorporated herein by this reference.

43 BE IT FURTHER RESOLVED that the City Council takes the following actions:

1. Resolution 18-028 is hereby rescinded and superseded by this resolution.

2. The City Council hereby recognizes that the adopted Records Retention Schedule and Policy may need amendments from time to time. With the approval of the City Manager and the City Attorney, the City Clerk or their designee shall have authority to amend the Retention Schedule and Policy from time to time in accordance with changes to State and Federal law that affect procedural requirements and retention periods of City records. All other amendments to the Records Retention Schedule and Policy shall be made by the City Council.

3. The Resolution shall become effective immediately upon adoption.

The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the 12th day of November 2025 by the following vote of the Council:

AYES:

NOES:

ABSTAIN:

ABSENT:
_______________________________
Dion Bailey, Mayor
ATTEST:

___________________________
Eibleis Melendez, City Clerk
44 City of Hercules
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RETENTION SCHEDULE LEGEND

OFFICE OF PRIMARY RESPONSIBILITY - RECORDS CUSTODIAN

ADMIN DEPARTMENT ADMINISTRATION

BLDG BUILDING
CW CITYWIDE; ANY DEPARTMENT HAVING ORIGINAL RECORDS FOR THIS RECORD SERIES

CA CITY ATTORNEY

CD COMMUNITY DEVELOPMENT

CLERK CITY CLERK

CM CITY MANAGER

CODE CODE ENFORCEMENT

COP CHIEF OF POLICE

FIN FINANCE AND FISCAL

HR HUMAN RESOURCES

IT INFORMATION TECHNOLOGY
PLNG PLANNING; OVERSEES PLANNING, BUILDING & CODE ENFORCEMENT

PD POLICE

P&E POLICE PROPERTY & EVIDENCE DIVISION

P&R PARKS AND RECREATION

PW PUBLIC WORKS

RECORDS POLICE RECORDS DIVISION

RETENTION CODE LEGEND

AA AFTER ANNUAL AUDIT

AC AFTER CLOSED OR COMPLETED

ACT WHILE ACTIVELY USED

AE AFTER EXPIRATOIN

AFP AFTER FINAL PAYMENT OF GRANT OR BOND

AP AFTER APPROVAL

AR REVIEW ANNUALLY

AS AFTER SEPARATION

AT AFTER TERMINATION

CM CURRENT MONTH

CY CURRENT YEAR
L LIFE OF STRUCTURE, SYSTEM, GOVERNING BODY, VEHICLE, IMPROVEMENT, REGISTRANT, ETC.

P PERMANENT

S AFTER SUPERCEDED OR SETTLED
+[NUMBER] PLUS NUMBER OF YEARS OR MONTHS
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SPECIAL ATTRIBUTES

C CONFIDENTIAL

H HISTORICAL CONTENT

V VITAL RECORD

RECORD CATEGORIES
100 ADMINISTRATION - GENERAL
200 HUMAN RESOURCES
300 INFORMATION TECHNOLOGY
400 FINANCIAL SERVICES
500 HOUSING
600 CITY ATTORNEY
700 CITY CLERK
800 PARKS & RECREATION
900 COMMUNITY DEVELOPMENT
1000 POLICE
1100 PUBLIC WORKS
1200 UTILITIES
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0100-00 CITY-WIDE ADMINISTRATION
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0101-00 GENERAL ADMINISTRATIVE RECORDS
0101-01 Administrative / Subject Files - General CW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
0101-02 Agreements - Supporting Documentation Vendors, product acquisitions, professional service agreements, services, individual employment,
organization funding, professional services and
consultants, purchase, leases, licenses and all other
general City agreements. Also includes certificates of
insurance for the associated contract.

CW AC+4 CCP 337.2; Statutes of limitations of 4 years
CCP 337(2)&(3); Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
0101-03 Awards / Donations / Gifts to City CLERK H * CY+2, AR GC 34090; 2 years minimum Potential historical content. * Review for permanent
retention.
0101-04 Citizen Complaints / Requests for Service General complaints to City departments. Does not include claims against the City or formal complaints
with the Sheriff's Department.

CW AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; Settlement of civil rights complaint plus 7 years
0101-05 Business and Community Organizations / HOAs /
Non-Profits
CD / PLNG CY+2 GC 34090d; 2 year minimum requirement
Administrative Record, State of California Guidelines
0101-06 Consultant / Contractor Files Associated with a project or contract. CW AC+4 CCP 337.2; Statutes of limitations of 4 years CCP 337(2)&(3); Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
0101-07 Correspondence - General Correspondence not related to a project or separate record series elsewhere in the retention schedules.

CW CY+2, AR GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
0101-08 Employee Supervisor Files - Permanent and
Volunteer
Includes supervisor files on employees. File sent to HR after employee separates from the City.

CW ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
0101-09 Historical Mate rials / Memorabilia CW H P GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Department Policy: Retain permanently for historical
value.
0101-10 Photographs - Historic or Public Property CW H P GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Department Policy: Retain permanently for historical
value.
0101-11 Professional Associations CW CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
0101-12 Public Records Requests Log and requests, correspondence, documentation and responses that require city-wide coordination across
departments b
y the City Clerk.

CLERK /
CW
AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
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Legend:

CW AC+5 GC 34090; 2 years minimum
CCP 337; Statute of limitations of 4 years
State of California Guidelines; 5 years after audit for successful bids.

Department Policy: 5 years after completion of project
associated with the bid.
0101-14 Rosters / Telephone Directories / Logs CW ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
0101-15 Staff Meeting Agendas Includes informal meeting agendas. CW EY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
0101-16 Studies / Surveys - General CW AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for
general studies and surveys
0101-17 Vendor Files CW ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
0102-00

OUTSIDE AGENCIES - REGIONAL / STATE / FEDERAL / LOCAL
0102-02 Correspondence Correspondence not attached to contracts, agreements or specific projects. Review annually for content.

CW CY+2, AR GC 34090; 2 year minimum
State of California Guidelines; Administrative Record
0102-03 Subject Files General information and reports not attached to contracts, agreements or specific projects. Review
annuall
y for content.

CW CY+2, AR GC 34090; 2 year minimum
State of California Guidelines; Administrative Record
0103-00

POLICIES AND PROCEDURES
0103-01 Administrative Policies and Procedures CW S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retainin
g for 2 years after superseded.
0103-02 City Manager Directives CM S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retainin
g for 2 years after superseded.
0103-03 Department Policies and Procedures CW S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retainin
g for 2 years after superseded.
0103-04 Goals and Objectives CW S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retainin
g for 2 years after superseded.
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Legend:

PUBLIC INFORMATION / RELATIONS
0104-01 Brochures / Publications CW EY+5, AR GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 5
Department Policy: Review before destruction for
potential historical content and reclassification to
Historical Information/Events as a permanent record.
0104-02 Ceremonies and Event Files For ceremonies and events not managed by Parks & Recreation, such as City-hosted groundbreakings and
ribbon cuttings.

CM H * CY+2, AR GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Department Policy: * Review for historical content and
maintain permanently, as determined.
0104-03 Newsletters Monthly newsletter released by the City Manager. CM H * CY+2, AR GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
Department Policy: * Review for historical content and
maintain permanently, as determined.
0104-04 Press Releases CM CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for press releases.
0104-05 Questionnaires / Surveys CW AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for
general studies and surveys
0104-06 Annual State of the City Report CM H * CY+2 GC 34090; 2 year minimum State of California Guidelines; 2 years for management
reports
Department Policy: Current year plus 2 years, * review
annually for historical content
0104-07 Social Media Posts Includes the City website, Twitter, Facebook and other social media formats and hosts. Posts saved with
Archive Social. Departments include City Manager,
Parks & Recreation and Police Department.

CW CY+2 GC 34090; 2 year minimum requirement;
0105-00

CITY MANAGER
0105-01 Strategic Planning Includes goals and planning with department directors.

Documents from quarterly updates from department
heads.

CM S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after strategic plan is superseded.
0105-02 Reports to Council Provided to staff and Councilmembers. CM CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years for management
reports
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Legend:

CM CY+2 GC 34090; 2 year minimum requirement
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0200-00 HUMAN RESOURCES
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0201-00 HUMAN RESOURCES- GENERAL
0201-01 Administrative Policies City-wide policies and procedures specifically for personnel. Does not include general policies and
procedures at the department level.

HR S+2 GC 34090; 2 year minimum requirement
State Recommendation; 2 years after superseded
0201-02 Personnel Rules and Regulations City-wide policies and procedures specifically for personnel. Does not include general policies and
procedures at the department level.

HR S+2 GC 34090; 2 year minimum requirement
State Recommendation; 2 years after superseded
0202-00

HUMAN RESOURCES - BENEFITS
0202-01 COBRA Administrative Files Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-02 Deferred Comp Provider Plans Files Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-03 Disability Plans Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-04 Employee Assistance Program Materials /
Reports
Includes employee handouts, rate information, coverage
and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-05 Life Insurance Plans Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-06 Medical Plans Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-07 Dental / Vision Plans Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
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Legend:

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-09 CalPERS - General Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-10 Salary Schedule HR S+5 GC 34090; 2 year minimum GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years. 0202-11 Unemployment Compensation Claims HR AS+4 GC 12946; 4 years after completion 29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
State of California Guidelines; 3 years after termination for unemployment claims
0203-00

HUMAN RESOURCES - EMPLOYEE FILES
0203-01 Employee Files Applications, background checks, correspondence, PAFs, appeals, ethics and nepotism forms, oaths,
training certificates and reimbursements, awards, leave requests and other documents specific to an individual
employee.

HR C, V AS+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination 0203-02 Employee Medical Files Medical, exposure and FLMA records. HR C, V AS+30 8 CCR 15400; Maintain reports LC 90 - 139.6; 5 years for auditing
LC 6410; OSHA, maintain
29 CFR 1627.3(b)(1); 1 year from action
29 CFR 1910.1020; 30 years after employee
termination
State of California Guidelines; 30 after
completion/closure
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Legend:

Accepted applications:

Denied applications:

HR C
AS+4
AC+2
GC 12946; 4 years after completion/position filled
State of California Guidelines; 2 years after
completion/position filled
0203-05 Training Class Materials All encompa ssing training sessions for employees.

Includes tailgate training sessions.

HR CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.
0204-00

HUMAN RESOURCES - LABOR RELATIONS
0204-01 Employee Associations / Unions - General HR CY+2, AR GC 34090; 2 year minimum requirement Department Policy: Maintain correspondence and
communications for the current year plus 2 years.

Review annually for relevant content.
0204-02 Employee Associations / Unions - Side Letters of Agreement
HR P 29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
0204-03 Memoranda of Agreement / Understanding Also includes letters of understanding CLERK P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
0204-04 Negotiations Files HR P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
0204-05 Administrative Appeal Proceedings HR AS+5 GC 12946; Until resolved 29 CFR 1602.14; 1 year after action/change
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
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Legend:

Hired employees, non-sworn:

Hired employees, sworn:

Applicants who filed a complaint:

HR
AS+2
AS+5
AC+2
GC 34090; 2 year minimum requirement
GC 12946; Upon expiration of statute of limitations or
until resolved
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
0204-07 Grievances Miscellaneous Employees:

Public Safety Employees:

HR AS+4
AS+5
GC 12946; 4 years after completion
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
0205-00

HUMAN RESOURCES - RECRUITMENT
0205-01 Job Descriptions HR S+2 GC 34090; 2 year minimum requirement Department Policy: Maintain job description for 2 years after superseded to meet the minimum requirement and
method of managing the documents.
0205-02 Recruitment Files Certified eligibility lists, brochures, ads, tests, selection materials, unsuccessful applications and other
recruitment documents.

HR AC+4 GC 12946; 4 years after completion/position filled 29 CFR 1602.14; 1 year after position filled
29 CFR 1627.3; 1 year after position filled
State of California Guidelines; 3 years after
completion/position filled
0206-00

HUMAN RESOURCES - RISK MANAGEMENT / SAFETY
0206-01 Accident / lnjury Reports HR AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; Definitions
29 CFR 1904.2-7; OSHA recordkeeping
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California Guideline; 7 years after settlement or closure
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Legend:

HR S+5 GC 34090; 2 year minimum requirement,
8 CCR 3204; 1 year for IIPP training records
State of California Guideline: 5 years after superseded or expired
0206-03 Mandatory Training SB 1343, AB 2053 and AB 1825 workplace bullying and sexual harassment training. Required every 2 years.

Non-sworn Employees:

Sworn Employees:

HR C
AS+4
AS+5
GC 34090; 2 year minimum requirement
GC 12946; Upon expiration of statute of limitations or
until resolved
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
0206-04 MPA Administrative Reports Miscellaneous reports from the MPA. HR CY+5 GC 34090; 2 year minimum requirement 29 CFR 1904.33; maintain OSHA reports for 5 years
from the end of the calendar year they relate to.
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; 1 year from date
compensation was last provided; upon payment of all
compensation due; when audit findings are final.

State of California Guideline: 5 years after completed
0206-05 OSHA Logs / lnspections / Citations / Incident
Reports
HR CY+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; 5 years for OSHA reports
8 CCR 14300.33; 5 years for OSHA 300 reports
8 CCR 10102;5 years from date of injury
State of California Guideline: 5 years after completed
Department Policy: Maintain OSHA communications,
inspections and citations for the Current Year plus 5
years to match retention for OSHA reports.
0206-06 OSHA Safety Regulations HR S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retainin
g for 2 years after superseded.
0206-07 Wellness Pro gram Includes wellness events for employees. HR AC+2 GC 34090; 2 year minimum requirement 0206-08 Workers Comp Claims HR C P 8 CCR 15400; Maintain reports 8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
State of California Guidelines; Permanent for workers
compensation working files (claim files, reports,
incidents). Originals filed with third party administrator. ™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved. 55 City of Hercules
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State of California Guideline: 5 years after completed
0207-00

WELLNESS & SAFETY COMMITTEE
0207-01 Agenda Packets HR CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2
years
0207-02 Minutes HR V, H P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
0208-00

HUMAN RESOURCES - STUDIES AND SURVEYS
0208-01 Classification Studies HR CY+5 GC 34090; 2 year minimum requirement GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years. 0208-02 Salary Surveys HR CY+5 GC 34090; 2 year minimum requirement GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years. ™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved. 56 City of Hercules
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0300-00 INFORMATION TECHNOLOGY
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0301-00 INFORMATION TECHNOLOGY
0301-01 Backup of System Files - Daily Daily backups include full backups every Saturday and incremental backups daily. Maintained in cloud storage.

IT 3 week
rotating
GC 34090.7; Duplicate records may be destroyed within
the 2 year minimum period
State of California Guidelines; Current month plus 2
months for daily backups
Department Policy: Maintain a 3 week rotating set of
daily incremental and weekly full backups to allow for
recovery. Information is duplicated on the file servers. 0301-02 Configuration Maps and Plans of Systems IT C CY+4 CCP 343; Statute of limitations of 4 years State of California Guidelines; Current year plus 4 years for network confi
guration and diagrams
0301-03 Software Licenses, Manuals and Programs Includes software EULA licenses, and maintenance and support agreements.

IT AC+4 CCP 337(2) & (3); Statutes of limitations of 4 years CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
0301-04 Tele
phone System Programs and Manuals IT
0301-05 Social Media - Facebook / Tweeter Includes Facebook, Instagram, LinkedIn, Nextdoor and other social media platforms.

IT CY+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
0301-06 Warranties on Equipment and Software IT AE+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
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Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0401-00 ACCOUNTING - PAYABLES / RECEIVABLES
0401-01 Accounts Payable FIN AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit
0401-02 Accounts Receivable Includes cash deposits, reimbursements and miscellaneous receivables.

FIN AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4
years after audit
0401-03 Journals FIN AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
0401-04 1099 Statements FIN AA+4 GC 34090; 2 year minimum requirement 26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
0401-05 Escrow Accounts For construction projects and developers. FIN AC+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
Department Policy: Maintain trust accounts for 4 years
after the account is closed. Retention starts after the account is closed.
0402-00
AUDITS
0402-01 Audited Financial Statements - ACFR FIN P GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
Department Policy: Maintain annual financial statements permanently.
0402-02 Audits Includes correspondence and working papers. FIN P GC 34090; 2 years minimum State of California Guidelines; Permanent
0402-03 State Controller Annual Reports FIN CY+5 GC 34090; 2 years minimum State of California Guidelines; Permanent
Department Policy: Maintain submitted reports for the
current year plus 5 to follow the State's retention period for submitted reports.
0403-00

BANKING / INVESTMENTS / DEBT SERVICE
0403-01 Bank Records Includes statements and reconciliations. FIN AA+5 GC 34090; 2 years minimum 26 CFR 31.6001-1(e)(2); 4 years
State of California Guidelines; 5
years after audit
0403-02 Bond Issue / Agreement FIN P GC 34090; 2 years minimum GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations
FC 30210; Maintain
State of California Guidelines; Permanent for bond
issues and agreements.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
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Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
0403-03 Bond Statements FIN AFP+10 GC 34090; 2 years minimum GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
0403-04 Investment Policies Records FIN S+5 GC 34090; 2 year minimum requirement CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retainin
g for 5 years after superseded.
0403-05 Signature Authorization Records FIN S+2 GC 34090(d); 2 year minimum requirement Administrative Record, State of California Guidelines
Department Policy: Maintain signature authorization
records for 2 years after superseded to follow the
minimum retention requirement.
0404-00 BUDGET
0404-01 Budget Adjustments / Amendments FIN AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
0404-02 Budgets - Adopted CLERK P GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
Department Policy: Maintain annual budgets
permanently for reference.
0404-03 Budget Working Papers For Finance and the department's annual budgets. CW CY+2 GC 34090(d); 2 year minimum requirement Administrative Record, State of California Guidelines
0405-00 FIXED ASSETS
0405-01 Depreciation Schedules FIN AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit
Department Policy: Maintain depreciation schedules for
4 years after the annual audit to follow retention asset inventories.
0405-02 Equipment / Vehicle - Purchase / Lease / Titles / Disposition
FIN AD+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after the life of the vehicle
0405-03 Fixed Asset Inventories FIN AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit for fixed asset inventories, no specific retention for
depreciation schedules.
0405-04 Surplus Equipment / Vehi cles -Sales / Disposal / Auctions
CW AD+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4
years after audit
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FIN AA+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
0406-03 Payroll Reports - ACA / Federal / State Quarterly payroll returns. FIN AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
0406-04 W-2 Statements FIN AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
0407-00

PURCHASING
0407-01 Purchase Orders FIN AFP+4 GC 34090; 2 year minimum requirement CCP 337(2) & (3); Statute of limitations
State of California Guidelines; 4 years after audit
Department Policy: Maintain purchase orders for 4
years after final payment and close out of the purchase order.
0408-00 REVENUE / TAXATION
0408-01 Business License Files - Applications / Renew als Outsourced service. Information retained on the provider's system.

FIN AT+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after termination ™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved. 60 City of Hercules
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0500-00 HOUSING
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0501-00 ADMINISTRATION
0501-01 Housing Loans - Borrower Files Loan files, including deed copies, loan information, applications and recorded documents.

FIN AFP+5 24 CFR 92.508; 5 years
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report State of California Guidelines; Closure of loan plus 3 years.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
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0600-00 CITY ATTORNEY
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0601-00 ADMINISTRATION
0601-01 Attorney-Client Communications - Confidentia l Attorney / Client privileged communications CA C AC+2 GC 34090; 2 year minimum requirement Department Policy: Maintain correspondence for 2
years after the matter is closed.
0601-02 Closed Session Statements Closed Session materials and notes. CA P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedin
gs
0601-03 Small Claims Records Filed by members of the public. CLERK AC+6 GC 34090; 2 year minimum requirement 29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
0601-04 Subpoenas CLERK CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for subpoenas received / served dail
y
0601-05 Advice Official opinions issued by City Attorney at the request of the City Manager or City Council.

CA AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Department Policy: Maintain department assistance
projects for 2 years after the matter is closed. The
State's guideline is inconsistent with the type of
documents.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
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0700-00 CITY CLERK
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0701-00 BOARDS / COMMISSIONS / AD-HOC COMMITTEES
0701-01 Affidavits / Meeting Notices / Proofs of Publication A ffidavits of Posting, Mailing and/or Proof of Publication, Hearing Notices indicating agendas and other notices
that are completed in compliance with state law and City Clerk department guidelines.

CW CY+4 GC 34090; 2 year minimum requirement
CCP 343; Statute of limitations, 4 years
0701-02 Agenda Packets Also includes speaker request forms. CW CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Department Policy: Maintain agenda packets the current
year plus 10 years for reference value.
0701-03 Applications / Correspondence - Not Appointed CLERK AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; maintain not selected
applications for 2
years after completion
0701-04 Audio / Video Recordings of Meetings Maintained on the City website. IT 2 years GC 54953.5; 30 days after recording Department Policy: Maintain meeting recordings for 2
years for public convenience and reference value.
0701-05 Commissioner Files Applications, correspondence, ethics and nepotism forms, oaths of office and other related documents.

CLERK AT+5 GC 34090; 2 years minimum
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after term of
office
0701-06 Minutes CW V, H P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
0701-07 Recruitment Files Includes annual Maddy Act Notices, annual and periodic notices of vacancy, press releases, social media
distribution and other vacancy information.

CLERK CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
0701-08 Resolutions Includes Planning Commission. CW V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
0701-09 Rosters CLERK CY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
0701-10 Training Materials / Handbook CLERK S+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
0702-00

CITY COUNCIL
0702-01 Affidavits / Meeting Notices / Proofs of Publication CLERK CY+4 GC 34090; 2 year minimum requirement CCP 343; Statute of limitations, 4
years
0702-02 Agenda Packets Also includes speaker request forms. CLERK CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Department Policy: Maintain agenda packets the current
year plus 10 years for reference value.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
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REV: 11/5/2025
0700-00 CITY CLERK
Legend:

CLERK AT+5 GC 34090; 2 years minimum
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after term of
office
0702-07 Council Policies / Strategic Plans / Goals CLERK S+5 GC 34090; 2 year minimum CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retainin
g for 5 years after superseded.
0702-08 Council Rules of Procedure Procedures regarding how the mayor is picked, who is in charge of the meeting, roles and expectations, and
other Council-related procedures.

CLERK P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
0702-09 Grand Jur
y Reports Responses to routine Grand Jury requests. CLERK CY+2 GC 34090; 2 year minimum requirement 0702-10 Minutes CLERK V, H P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
0702-11 Municipal Code CLERK V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
0702-12 Ordinances CLERK V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
0702-13 Resolutions CLERK V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
0702-14 Rosters - Contacts / Liaison Appointments
Reorganization / etc.

For regional appointments and contact information.

Internal roster.

CLERK P GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Department Policy: Maintain rosters permanently for
historical tracking of appointments.
0702-15 Training and Retreat Materials CLERK S+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
0703-00

ELECTIONS
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REV: 11/5/2025
0700-00 CITY CLERK
Legend:

CLERK AC+5 EC 17000-1; Affidavits and indexes are 5 years EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
GC 34090.7; Duplicate copies may be destroyed at any
time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7. Non-records
may be destroyed at any time.

For all election documents where the State's
requirement is permanent, but for which the County
maintains the original documents.
0703-02 Candidate Files - Elected Elected officials. Submitted in order to qualify for candidacy; includes nomination petition, declaration of candidacy, optional candidate statement, signature and
residency verification, consent forms, ballot designation worksheet, affidavits of residency, optional Code of Fair Campaign Practices declaration, filing checklists and
candidate statement receipt. Nomination petitions may
be viewed by the public but not copied or distributed.

CLERK AT+4 GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
0703-03 Candidate Files - Unsuccessful Unsuccessful candidates. Nomination Papers, SOQ, Correspondence
CLERK AC+2 GC 34090; 2 year minimum requirement
Department Policy: Maintain unsuccessful candidate
nomination documents for 2 years after the election
closes.
0703-04 Candidate Orientation Materials / Handbooks Informa tion relating to running for and qualifying for City Council and filing requirements and obligations.

Revised and replaced each election.

CLERK S+2 GC 34090; 2 year minimum requirement
Department Policy: Maintain for 2 years after
superseded for relevance to subsequent elections.
0703-05 Historical Records - Resolutions / Canvasses CLERK P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
0703-06 Petitions - Initiative / Referendum / Recall In cludes petitions with original signatures. CLERK C AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.

EC 17400; 8 months after election/final examination for election recall petitions.
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REV: 11/5/2025
0700-00 CITY CLERK
Legend:

CLERK P GC 34460; Indefinite. Maintain copy of charter related documents in archives.

EC 17000-1; Affidavits and indexes are 5 years
EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
Department Policy: Maintain council sponsored
measures permanently after closure of the election for
history of the measure.
0704-00

FAIR POLITICAL PRACTICES COMMISSION
0704-01 AB 1234 Ethics Certificates Commissioners are required to file both certificates with the City Clerk every two years by state law.

CLERK AC+5 GC 53235(b); 5 years
0704-02 AB 1234 Ethics Lo gs CLERK AC+5 GC 53235(b); 5 years 0704-03 Campaign Statements - Elected FPPC Campaign Financial Disclosure Statements for Elected officials and candidate controlled and/or
committees primarily formed to support or oppose them.

Filing obligation exists until committee is terminated.

Includes noticing and processing correspondence.

CLERK P GC 81009(b); maintain elected indefinitely
0704-04 Campaign Statements - Unsuccessful Candidates FP PC Campaign Financial Disclosure Statements for unsuccessful candidates for office including committees that directly support or oppose them. Filing obligation exists until committee is terminated. Includes noticing and processing correspondence.

CLERK AC+5 GC 81009(b); 5 years for unsuccessful candidates 0704-05 Campaign Statements / Measures and Others FPPC Campaign Financial Disclosure Statements for general purpose and ballot measure committees. Filing
obli
gation exists until committee is terminated.

CLERK AC+7 GC 81009(e); 7 year requirement for originals 0704-06 FPPC Form 806 - Council Members Gift to Agency Reports (Form 801), Ceremonial Role Events and Tickets (Form 802), gifts received (Form
803) and Public Official Appointments (Form 806) as
applicable and necessar
y.

CLERK AC+7 GC 82015; 7 years for form 803
2 CCR 18944 et. seq.; 7 years for forms 801 and 802
0704-07 Statements of Economic Interest - Code Filers Po sitions designated in the City’s Conflict of Interest Code file with the City Clerk.

CLERK AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
0704-08 Statements of Economic Interest - 87200 Filers Elected City Councilmembers, Planning Commissioners, City Manager and City Attorney. Since
2016 Govt. Code Section 87200 filers file electronically with the FPPC. Copies retained on file.

CLERK AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
0705-00

INCORPORATION
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0700-00 CITY CLERK
Legend:

REAL PROPERTY
0706-01 Acquisition Records CLERK P GC 34090(a); Permanent for real property records GC 6254; Record disclosure
CCP 337.1; 5 years maximum after completion of
construction or improvement
CCP 337.15; 10 years after completion of construction
or improvement
36 CFR 64.11; 3 years after last payment for public
property acquisition.

State of California Guidelines; Permanently for real
property records within the City.
0706-02 Appraisals - Property Not Purchased CLERK C AC+2 GC 34090; 2 year minimum requirement GC 6254(h); PRA, confidential record designation until
acquisition complete.
0706-03 City-owned Property Files CLERK V P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
0706-04 Eminent Domain Records CLERK
0706-05 Land Records - Deeds / Easements /
Encroachments / Maps / Vacations
CLERK V P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
0706-06 Liens Recorded with the C ounty for liens on collection activities, direct assessments. Maintained by the City
Clerk.

CLERK P GC 34090(a); Real property records, maintain
State of California Guidelines; Permanent for recorded
liens.
0707-00

AGREEMENTS / CONTRACTS
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REV: 11/5/2025
0700-00 CITY CLERK
Legend:

CLERK P GC 34090(a), Real property records, maintain
CCP 337(2)&(3); Statutes of limitations of 4 years
CCP337, 337.1(a), 337.15; Statutes of limitations of 4
years
CCP 337.2; Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

H&S 19850; Life of Building, with exceptions.
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
0707-02 Agreements - Services Vendors, product acquisitions, professional service agreements, services, individual employment,
professional services and consultants, purchase,
leases, loans, licenses and all other general City
agreements. Includes associated certificates of
insurance.

CLERK AC+4 CCP 337.2; Statutes of limitations of 4 years CCP 337(2)&(3); Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
0707-03 Agreements - Grants CLERK AFP+10 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. State recommends referring to grant
application close-out procedures, if any.

Department Policy: Retain grant agreements for 10
years after final payment to match the longest potential retention period assigned to federal and state grants.
0707-04 Agreements - Settlements CLERK P CCP 343; Statutes of limitations, general 4 years State of California Guidelines; 5 years after termination for non-capital improvement agreements and contracts
Department Policy: Retain settlement agreements
permanently due to varying retention periods assigned
in the agreement, if any.
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0700-00 CITY CLERK
Legend:

Department Policy: Retain bonds for 4 years after
completion of the associated contract to match the
general contract retention period.
0708-00

RECORDS MANAGEMENT
0708-01 Administrative Files CLERK CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
0708-02 Destruction / Authorization Certificates CLERK V P GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded Department Policy: Permanent for destruction approvals
for tracking purposes.
0708-03 Records Inventories CLERK S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded 0708-04 Retention Schedules CLERK V P GC 34090; 2 years minimum State of California Guidelines; 2 years after superseded Department Policy: Permanent for destruction tracking
purposes.
0708-05 Records Management Policies and Procedures
Manuals
CLERK S+5 GC 34090; 2 year minimum
CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retainin
g for 5 years after superseded.
0709-00 RISK MANAGEMENT
0709-01 Claim Files - Not Litigated Includes settled and rejected property damage claims filed against the City and submitted to the Third Party Administrator for processing. Does not include claims
taken to court.

CLERK AC+6 GC 34090; 2 year minimum requirement
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
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REV: 11/5/2025
0700-00 CITY CLERK
Legend:

CLERK CY+2 GC 34090; 2 year minimum
State of California Guidelines; Permanent for certificates of insurance from vendors and contractors. No citation
referenced.

Department Policy: Maintain certificates of insurance
not related to a specific project or agreement for the
current year plus 2 years to meet the minimum
requirement of GC 34090.
0709-03 Insurance Policies - General Liability Includes annual memorandums of coverage, and certificates of additional insured.

CLERK P GC 34090; 2 year minimum
State of California Guidelines; Permanent for liability and propert
y insurance
0709-04 Insurance Policies - Special Events Certificates provided by contractors and vendors for liability coverage.

CLERK CY+2 GC 34090; 2 year minimum
State of California Guidelines; Permanent for certificates of insurance from vendors and contractors. No citation
referenced.

Department Policy: Maintain certificates of insurance for short term agreements for 2 years after closure of the
agreement to meet the minimum requirement of GC
34090.
0709-05 Insurance Policies - Vehicles Includes annual memorandums of coverage, and certificates of additional insured.

CLERK P GC 34090; 2 year minimum
State of California Guidelines; Permanent for liability and propert
y insurance
0709-06 Insurance Policies - Vendors Certificates provided by contractors and vendors for liability coverage. Project related certificates of
insurance are maintained with the agreement.

CLERK CY+2 GC 34090; 2 year minimum
State of California Guidelines; Permanent for certificates of insurance from vendors and contractors. No citation
referenced.

Department Policy: Maintain certificates of insurance
not related to a specific project or agreement for the
current year plus 2 years to meet the minimum
requirement of GC 34090.
0709-07 MPA - General Records / Correspondence Joint powers authority as the insurance organization for workers compensation, property, liability and other City acquired insurance. Includes correspondence and
communications with the JPA.

CLERK CY+2, AR GC 34090; 2 year minimum requirement
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0800-00 PARKS & RECREATION
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0801-00 ADMINISTRATION
0801-01 RecTrac P&R ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
0801-02 Accident / Incident Reports For physical injuries, property damage, behavioral issues and other accidents or incidents.

P&R AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for
accident/incident reports
0801-03 Administrative Files P&R CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
0801-04 Health Inspections County insp ections for the Senior Center P&R CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 0801-05 Liability Waivers For programs, fiel d trips, rentals and other activities. P&R CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0801-06 Class Registration - Applicat ions / Receipts Receipts are handed to attendees at registration. Not retained by Parks & Recreation.

P&R CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0801-07 Credit Card Authorization Forms P&R CY+4 GC 34090; 2 year minimum requirement CCP 337; 4 year statute of limitations
State of California Guidelines; 4
years after audit
0801-08 Studies P&R AC+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years after completion for
general studies and surveys
0801-09 Use Policies and Regulations P&R S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retainin
g for 2 years after superseded.
0802-00 FACILITIES - BUILDINGS / FIELDS / PARKS / TRAILS 0802-01 Rental and Use Records Includes applications, agreements, proof of insurance, alcohol permits and other rental documents for facility rentals.

P&R AC+4 CCP 337.2; 4 year statute of limitations
CCP 343; 4 year statute of limitations
0803-00

PROGRAMS
0803-01 Brochures / Publications Activity Guides P&R CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
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0800-00 PARKS & RECREATION
Legend:

P&R AS+4 CCP 337.2; Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
Department Policy: Maintain instructor files for 4 years after the instructor separates from the City.
0803-03 Community Organizations / Non-Profit Records P&R CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
0803-04 Evaluations / Surveys P&R CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
0803-05 Program Files Includes registration for sports, aquatics, senior center, afterschool and other programs. Includes physical
records containing waivers, schedule change forms,
names, address, emergency contacts, IEPs, field trip
forms and other registration related information.

P&R CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0803-06 Si
gn In / Sign Out LogsF or programs other than child care and preschool. P&R CY+2 GC 34090; 2 year minimum requirement 0803-07 Special Event Files Includes Trunk or Treat, Rec Expo and other special events.

P&R CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0804-00 CHILD CARE & PRESCHOOL
0804-01 ePACT Used with RecTrac for preschool. P&R ACT Transitory Record: Maintain while active or until data is transferred to a new trackin
g system.
0804-02 Child Care Emergency Packet Includes emergency contacts, waivers, medical waivers, pickup authorizations, allergies, court documents for
custody and other individual child related documents
P&R C CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0804-03 CPS Reporting P&R C AC+10 PC 11169; Maintain
PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
0804-04 Credit Card Authorizations Parents credit card authorizations. Paper format blacked out every year.

P&R C CY+4 GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; 4
years after audit
0804-05 Ouch Reports P&R C AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for
accident/incident reports
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0800-00 PARKS & RECREATION
Legend:

State of California Guidelines; 2 years plus the current year.
0805-00 SENIOR CENTER
0805-01 Kitchen Logs Includes temperature checks, cleaning, signage and other logs.

P&R CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 0805-02 Membership Forms Annual form completed by seniors. Includes personal information.

P&R C CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0805-03 Nutrition Program Includes Meals on Wheels, Brown Bag Program, produce and other supplied food programs. Meals also
served onsite.

P&R CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0805-04 Volunteers Includes the application, contact information, fingerprint verification, correspondence and any general
information about the volunteer. Adult volunteer
applicants are Livescan fingerprinted.

Accepted applications:

Denied applications:

P&R
AS+4
AC+4
GC 12946; 4 years after completion/position filled
State of California Guidelines; 2 years after
completion/position filled
Denied applications maintained for 4 years after the
position is filled to follow GC 12946.
0806-00 AQUATICS
0806-01 WhenToWork Scheduling software system. Schedule created and printed out weekl
y for posting.

P&R ACT Transitory Record: Maintain while active or until data is transferred to a new trackin
g system.
0806-02 Certifications P&R AS+4 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 2 years for certificates and designations training.
0806-03 Daily Opening / Closing Checklist Checklists by lifeguards for pool conditions. Includes daily chemical and water testing logs and bathroom
inspections.

P&R CY+2 GC 34090; 2 year minimum requirement
0806-04 End of Shift Re
port Email sent to managers on a daily basis. P&R CY+2 GC 34090; 2 year minimum requirement ™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved. 74 City of Hercules
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0800-00 PARKS & RECREATION
Legend:

State of California Guidelines; 2 years plus the current year.
0806-06 Pool Closure Reports For hazardous conditions. P&R CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
ne
glect.
0806-07 Safety Inspection Checklists For pool lifts , bannisters, guard rails, signage and other equipment.

P&R CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years ™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved. 75 City of Hercules
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0900-00 COMMUNITY DEVELOPMENT
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0901-00 BUILDING • Since 2014 all permit information is entered into the County's database. County keeps all original
plan files. Prior to 2014, permit information was
either entered into the City's computer system or
maintained by the City in hardcopy.
09-01-01 Building Permits - Approved / Expired /
Incomplete
For residential and commercial buildings. Includes
structural calculations, soils reports, land surveys, pad elevations, Plan Check Comments / Responses,
Request for Waiver for Accessibility Requirements,
Inspection Reports, Deed Restrictions, plans and
drawings, notice of violations and other documents for
building projects. Filed by address on the County's
permit management system.

BLDG P H&S 19850; Building plans - Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent including
commercial plans
09-01-02 Certificates of Occupancy BLDG L GC 34090(a); Real property records, maintain State of California Guidelines; Life of business
0902-00

CODE ENFORCEMENT
0902-01 Abatements Includes weeds, vehicles, hoarding and other nuisance abatements.

CODE AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
0902-02 Case Files Case documents and notices of violation. CODE C AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion.
0903-00

PLANNING - ADVANCED
0903-03 Census / Demographics PLNG S+10 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for special projects.

Administrative Decision: Maintain census information for 10 years after the census cycle to support the next
census.
0903-01 City Boundari es / Modifications PLNG V P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
0903-02 General Plan Elements and Amendments PLNG V P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
0903-03 Master Plans PLNG S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
0903-04 Specific Plans PLNG P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
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0900-00 COMMUNITY DEVELOPMENT
Legend:

PLANNING - CURRENT
09-04-01 Permits & Applications - Land Use & Real
Property Related
Permits and applications approved and implemented,
approved and not implemented and denied. Includes
case file appeals, design review, developments and
development agreements, environmental impact
reports, final subdivision tract maps, lot line
adjustments, parcel mergers, minor modifications,
moratoriums, accessory dwelling units, administrative
use permits, conditional use permits, master sign
program, special use, telecommunications, subdivision
agreements, tentative subdivision and parcel maps,
variances and exemptions, and other land based
current planning applications and permits.

PLNG P GC 34090(a); Real property records, maintain
Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
09-04-02 Permits & Applications - Temporary Use Includes banners and temporary signs, alcohol, pumpkin / tree lots and other temporary use permits.

PLNG AC+2 GC 34090; 2 years minimum
State of California Guidelines; Current year plus 2 years for Temporar
y Use Permits
0905-00 HISTORIC PRESERVATION
0905-01 Archeological Collections / Surveys PLNG P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
0905-02 Historic Site Inventories PLNG P GC 34090(a); Real property records, maintain State of California Guidelines; Current year plus 2 years 0905-03 Preservation Case Files PLNG P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
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1000-00 POLICE DEPARTMENT
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
1001-00 ADMINISTRATION / CHIEF OF POLICE
1001-01 Operations Directive Manuals Lexipol, includes special orders manuals COP / ADMIN
C P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent, no citation
given.
1001-02 Subpoena Logs COP /
ADMIN
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for subpoena logs
1001-03 Administrative Staff Memos General status updates on current projects and items of interest
COP /
ADMIN
CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
1001-04 Use of Force Reports COP /
ADMIN
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for use of force files
1001-05 Officer Involved Shootings COP /
ADMIN
V, C AC+25 EVC 1045; Discovery of officer information on Internal Affairs cases. 5 year access limit.

PC 832.5; 5 years after case closure with no sustained
misconduct, 15 years with sustained misconduct;
confidential document not for public exposure.

VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

State Recommendation; Closure of case plus 25 years.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.
1001-06 Personnel Records Includes equipment released, background checks, employee transaction forms, step increases, corrective
evaluations and other materials related to the
employee. Similar to the files maintained by HR but
contains other confidential information on officers.

COP /
ADMIN
C AS+6 29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination 1001-07 Internal Affairs Investigations Includes allegations of officer misconduct, officer involved fatalities, policy violations deaths.

Not sustained misconduct:

Sustained misconduct:

Internally generated:

COP /
ADMIN
AC+5
AC+15
AC+7
PC 832.5(b) Statutory minimum is 5 years for no
sustained misconduct and 15 years for sustained
misconduct.

EVC 1045; 5 years for conduct
PC 801.5; SOL of 4 years after event
PC 803(c); public officer, crime descriptions
VC 2547; SOL of 3 years for officer fraud
GC 12946; 4 years after completion/position filled
42 USC 1983; Settlement of civil rights complaint plus 7 years
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
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1000-00 POLICE DEPARTMENT
Legend:

Approved applications:

Denied applications:

COP /
ADMIN
AE+2
CY+2
GC 34090; 2 year minimum requirement
PC 12071, Maintain records
PC 12078, Maintain records
State Recommendation, 2 years after the license
expires.
1001-11 Permits - Consignment / Massage / Solicitors /
Taxicabs / etc.

COP /
ADMIN
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Secondhand Dealers and Pawn Broker licenses.

Current year plus 2 years for various business permits. 1001-12 Pitchess Motions COP /
ADMIN
CY+2 GC 34090; 2 year minimum requirement
1001-13 Subpoenas Dulces Tecum COP /
ADMIN
CY+2 GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement.

Duplicates must not be kept longer than the retention
life of the original record.

State of California Guidelines; Current year plus 2
years. Courts/County maintain the original record.
1001-14 Livescan Fingerprinting COP /
ADMIN
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain fingerprint
information for city employment for 2 years after
termination.
1001-15 ABC Permits COP /
ADMIN
AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for temporar
y use permits
1001-16 Promotional Materials & Outreach COP /
ADMIN
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 1002-00

ADMINISTRATION - EMERGENCY SERVICES
1002-01 Community Resources COP /
ADMIN
S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for mutual aid strate
gic plans
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1000-00 POLICE DEPARTMENT
Legend:

COP /
ADMIN
S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for mutual aid strategic plans
1002-03 Disaster Volunteers - CERT Applications COP /
ADMIN
AS+4 GC 12946; 4 years after completion/position filled State of California Guidelines; 2 years after
completion/position filled
Department Policy: Retain volunteer records for 4 years after the volunteer separates from the program.
1002-04 FEMA Federal Emergency Management Agency Includes reports and requests for reimbursement. COP / ADMIN
CY+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
Department Policy: Retain requests for reimbursement
for the current year plus 6 years to follow employee time submissions.
1002-05 Mutual Aid COP /
ADMIN
S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for mutual aid strate
gic plans
1003-00 RECORDS - AUDIO / VIDEO
1003-01 Audio Recordings - Radio / Telephone RECORDS 180 Days GC 34090.6; 100 days. * If a claim is filed or pending litigation, retain with the case file.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordin
gs pertaining to GC 34090.6
1003-02 Recordings -Telephone / Radio Communications /
Dispatch
RECORDS 180 Days GC 34090.6; 100 days. * If a claim is filed or pending litigation, retain with the case file.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordings pertaining to GC 34090.6
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1000-00 POLICE DEPARTMENT
Legend:

Non-evidence, Police Report with No Arrest, Detention / Arrest, Traffic / Pedestrian Contact with No Report:

Violent Crime Report, Use of Force, Administrative,
Complaint Against Employee or Agency:

Critical Incident, Homicide:

RECORDS
C
2Y
5Y or 15Y*
P
PC 832.18(5)(A)&(B); 60 days for nonevidetiary data, 2
years for evidentiary data.

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

CCP 338 et al.; up to 3 years after commission of
offense or after realization of offense.

PC 832.5; 5 years after case closure with no sustained
misconduct, *15 years with sustained misconduct;
confidential document not for public exposure.

PC 799; No statutes of limitations on actions
CCP 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
1004-00

RECORDS - CLETS
1004-01 Fire Arms - Lost / Stolen - Serialized Filed with the case in RIMS. RECORDS AC+3 PC 11108.2; Retain lost or stolen firearm information until the firearm has been found or recovered
CCP 338 et al.; up to 3 years after commission of
offense or after realization of offense.
1004-02 Missing Persons - Active Filed with the case in RIMS. RECORDS AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for non-criminal occurrences, including missing persons where person has been returned/found.

DOJ recommends permanent for unsolved missing
persons.
1004-03 Property - Lost / Stolen Filed with the case in RIMS. RECORDS AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.

State Recommendation; Closure of case plus 3 years.
1004-04 Vehicles - Stolen Filed with the case in RIMS. RECORDS AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.

State Recommendation; Closure of case plus 3 years.
1004-05 Weapons seized by Police Filed with the case in RIMS. RECORDS AC+5 GC 34090; 2 year minimum requirement Administrative Decision: Retain weapon crime
information for 5 years to track potentially violent
individuals.
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1000-00 POLICE DEPARTMENT
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
1005-00 RECORDS - COURT ORDER SEALINGS
1005-01 Juvenile Record Sealings - Reports RECORDS V, C AC+5 * Date of court ordered destruction W&IC 781; 5 years after sealed by court order for at-risk youth;
* W&IC 781; When juvenile reaches the age of 38 for
murder and/or sex crimes occurring before the child is
14 years of age
* W&IC 781; For murder and/or sex crimes occurring on
or after the child reaches age 14, DO NOT DESTROY.
1005-02 Adult Record Sealings - Reports RECORDS V, C AC+3 * PC 851.8(a); Factually innocent records, 3 years after arrest, * with district attorney approval.
1006-00 RECORDS - OTHER
1006-01 False Alarm Billings RECORDS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for false alarm duplicates.
1006-02 Police Clearances Residential background checks. RECORDS CY+3 GC 34090; 2 year minimum requirement CCP 340; 1 year statute of limitations
11 CCR 707
(c); 3 years after release of record
1006-03 Repossessed Vehicles RECORDS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain repossession
and private impound records for the current year plus 2 years.
1006-04 Unclaimed Monies / Property RECORDS CY+2 GC 34090; 2 year minimum requirement CCP 340; 1
year statute of limitations
1007-00 RECORDS - PARKING
1007-01 Parking Citations RECORDS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for parkin
g and traffic citations.
1008-00 RECORDS - POLICE REPORTS
1008-01 Arrest Reports RECORDS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for arrest and citation registers / reports
1008-02 Child Abuse - Neglect / Molest RECORDS V, C AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
1008-03 Deaths - Unexplained / Natural Causes Suspicious:

No suspicious circumstances:

RECORDS V, C P
AC+2
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
GC 34090; 2 year minimum requirement
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1000-00 POLICE DEPARTMENT
Legend:

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
1008-05 Felonies RECORDS V, H, C P PC 799, 801.1, 803; No statutes of limitations on actions
CCP 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
1008-06 Homicides RECORDS V, C P PC 187; Definitions
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.
1008-07 Kidnapping - Active RECORDS V, C AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for non-criminal occurrences, including missing persons where person has been returned/found.

DOJ recommends permanent for unsolved missing
persons.
1008-08 Marijuana less than 28.5 grams RECORDS V, C AC+2 * HS 11361.5, 11361.7, 11357 B, C, D, or E; 2 years after case closure, * or until offender reaches the age of 18 years provided there are no active warrants
associated with the case. Destroy Juvenile marijuana
cases after age 18.

H&S 11362.1, Legal adult use of cannabis products
* Combined cases may be retained for the longest
applicable retention period. The District Attorney may
vacate the conviction and the City may destroy the case file sooner than the retention period listed.
1008-09 Miscellaneous Cases Suspicious circumstances, runaway reports, outside assist, lost & found, property-nonserialized.

RECORDS V, C AC+3 GC 34090; 2 year minimum requirement
CCP 338; up to 3 years after commission of offense or
after realization of offense.

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
1008-10 Misdemeanors Aggravated assault, domestic violence, burglary, larceny with arrests, outstanding warrants.

RECORDS V, C AC+3 GC 34090; 2 year minimum requirement
CCP 338; up to 3 years after commission of offense or
after realization of offense.

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
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1000-00 POLICE DEPARTMENT
Legend:

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
1009-00

RECORDS - INVESTIGATIONS & REGISTRANTS
1009-01 Arson Registrants - Adult RECORDS L+2 GC 34090; 2 years minimum * PC 290; definitions and references
W&IC 781; 5 years after record sealed or when juvenile
reaches 38 years. Permanent if tried as an adult.

PC 186.32; 5 years after last registration requirement
* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
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1000-00 POLICE DEPARTMENT
Legend:

PC 186.32; 5 years after last registration requirement
* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
1009-06 Confidential Informants RECORDS AT+10 GC 34090; 2 year minimum requirement State of California Guidelines; 10 years after termination for informant files, no citation
given.
1010-00 RECORDS - TRAFFIC
1010-01 Traffic Citations - Infractions RECORDS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for parking and traffic citations.
1010-02 Traffic Citations - Misdemeanors RECORDS AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
1010-03 Traffic Collisions - Non-Fatalities RECORDS AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
1010-04 Traffic Collisions - Fatalities RECORDS P PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
1010-05 Traffic Com
plaints RECORDS CY+2 GC 34090; 2 year minimum requirement 1011-00 RECORDS - STATISTICS
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Legend:

P&E P State of California Guidelines; Permanent for gun destruction. No citation given. Current year plus 2 years for property control logs recording items coming into
and
going out of property rooms.
1012-04 Property Record / Receipts Tracks property releases and dispositions. Used to permanently track history of evidence. Separate from
the case and not destroyed with the case file.

P&E CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; No citation given. Current year plus 2 years for property control logs recording
items coming into and going out of property rooms.
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1100-00 PUBLIC WORKS & ENGINEERING
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
1101-00 CAPITAL IMPROVEMENTS
1101-01 Capital Improvement Plans As-builts PW P GC 34090(a); Permanent for real property related documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
1101-02 General Information PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1101-03 Project Files - Construction Certified payroll / pay estimates / original bid documents / legal ads / preliminary notices / liens / engineer and inspector lo
gs / diaries, etc.

PW AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement pro
jects.
1101-04 Project Files - Permanent Drawings / photos / videos / change orders / environmental docs / notice of completion / hazardous
waste manifests / transport docs / specs / plans /
warranty / etc.

PW P GC 34090(a); Permanent for real property related
documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
1102-00

ENGINEERING
1102-01 As-built Improvement Plans For development and engineering projects. PW P GC 34090(a); Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
1102-02 Engineering Standards Internal City standards. PW P GC 34090(a); Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
1102-03 Surveying Records PW P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
1103-00 EROSION CONTROL
1103-01 Grading Permits PW P GC 34090(a), Real property records, maintain CCP337, 337.1(a), 337.15; Statutes of limitations
GC 4003, 4004; Maintain
State of California Guidelines; Permanent
1103-02 Landslide Investigations / Studies PW P GC 34090; 2 year minimum Department Policy: Retain landslide investigations and
surveys permanently to support potential landslide
repairs.
1103-03 Landslide Re pairs PW P GC 34090(a), Real property records, maintain 1104-00 FACILITIES - BUILDINGS / FIELDS / PARKS / TRAILS AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
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1100-00 PUBLIC WORKS & ENGINEERING
Legend:

SOLID AND HAZARDOUS WASTE MANAGEMENT
1105-01 Garbage & Recycling Rates / Regulations PW CY+2 GC 34090; 2 year minimum State of California Guidelines; Current year plus 2 years for solid waste and sanitar
y rate setting.
1105-02 Hazardous Waste Monitoring PW CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; current year plus 10
years for hazardous waste disposal referencing 40 CFR
122.21
1105-03 Programs Recycling, Hazardous Waste, Cleanups, etc. Run by the JPA.

PW CY+5 14 CCR 18995.2; 5 years for organic waste recycling records
1105-04 Underground Storage Tanks Includes chlorine storage tank at the aquatics facility. PW P GC 34090(a); Permanent for land and property records State of California Guidelines; Permanent for
compliance documents
1106-00

SPECIAL DISTRICTS
1106-01 Assessment Districts - Formation and Taxation
Records
CLERK P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
1106-02 Assessment Districts - Improvements PW P GC 34090(a); Permanent for land and property records CCP 337.15; 10 years
State of California Guidelines; Permanent
1106-03 Community Facilities Districts - Formation and
Taxation Records
CLERK P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
1106-04 Community Facilities Districts - Improvements PW P GC 34090(a); Permanent for land and property records CCP 337.15; 10 years
State of California Guidelines; Permanent
1106-05 Lighting and Landsc aping Districts - Formation and Taxation Records
CLERK P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
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Legend:

State of California Guidelines; Permanent
1107-02 Bicycle Lanes / Paths PW S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
1107-03 Bridges and Overpasses - Maintenance and
Operations
PW L+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain bridge reports and inspections for the live of the structure
1107-04 CALTRANS - Correspondence PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1107-05 CALTRANS - State Road Improvements PW P GC 34090(a); Permanent for land and property records. 1107-06 Curbs and Gutters - Maintenance and Operations PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1107-07 Driveway Approaches - Maintenance and
Operations
PW AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance pro
jects.
1107-08 Medians - Maintenance and Operations PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1107-09 Pavement Management Systems PW S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1107-10 Permits - Encroachment / irrevocable Permanent PW P GC 34090(a) Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits.
1107-11 Permits - Encroachment / Revocable Temporary PW AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects, and for temporary use
permits.
1107-12 Permits - Haul / Oversize Vehicles PW AE+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years for Temporar
y Use Permits
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Legend:

State of California Guidelines; Permanent
1107-18 Street Parking - Limited and Restricted Zones PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1107-19 Street Signs / Pavement Markings / Striping PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1107-20 Street Sweeping PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1108-00 STORM DRAINAGE / FLOOD CONTROL
1108-01 City Collection System Improvement plans and infrastructure. PW P GC 34090(a); Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
1108-02 Complaints PW CY+2 GC 34090; 2 year minimum
State of California Guidelines; Current year plus 2 years for complaints
1108-03 Flood Control Projects PW P GC 34090(a); Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
1108-04 Floodway Maps by FEMA PW P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
1108-05 National Flood Insurance Program For new development checks on flood zones. PW S+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after program is superseded
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TRAFFIC CONTROL
1109-01 Traffic Signals / Stop Signs PW L+4 CCP 337.1; 4 year statute of limitations State of California Guidelines; Life of system plus 2
years
1109-02 Studies - Certified Speed Studies Completed every 5 years. PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey
plus 2
years
1109-03 Studies / Surveys -Traffic PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey
plus 2
years
1109-04 Traffic Improvement Requests PW AC+2 GC 34090; 2 year minimum requirement Department Preference: Maintain traffic change
requests for 2 years after the request is accommodated
or denied.
1110-00 TRANSPORTATION SERVICES
1110-01 BART - Correspondence / Records PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1110-02 General Information PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
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PW AC+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.

Department Policy: Retain project files for 10 years after completion of the project to follow CCP 337.15 as it
relates to the transportation authority construction
projects.
1110-04 Rail and Train - Correspondence / Records PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1110-05 Regional / State / Federal Transportation -
Correspondence / Records
PW CY+2, AR GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
1110-06 WestCat - Correspondence / Records PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1111-00

WASTEWATER MANGEMENT (SEWERS)
1111-01 Groundwater Contamination PW CY+10 40 CFR 141.33; 10 years after completion State of California Guidelines; Current year plus 10
years for chemical analysis.
1111-02 Groundwater Levels / Data / Trends PW CY+12 40 CFR 141.33; 10 years after completion 40 CFR 141.91; 12 years after completion
State of California Guidelines; Current year plus 10
years for chemical analysis.
1111-03 Hercules Collection System Master Plan PW S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
1111-04 Pinole / Hercules Sewage Treatment Plant Incl udes correspondence between Pinole and the City. PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1111-05 Rates, Rules, Regulations PW S+2 GC 34090; 2 year minimum State of California Guidelines; Current year plus 2 years for solid waste and sanitar
y rate setting.
1111-06 Studies PW AC+2 GC 34090; 2 year minimum
1111-07 Sewer Lateral Program Includes line videos, reviews, certifications (10 year) PW AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.

Department Policy: Maintain sewer lateral records for 2 years after expiration of the 10 year life of the certificate. 1111-08 Lift Stations Operations and maintenance PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1111-09 Permits Includes annual permits for generators, hazardous materials and other permits.

PW CY+2 GC 34090; 2 year minimum
1112-00 WATER
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PW P GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statutes of limitations
GC 4003, 4004; Maintain
State of California Guidelines; Permanent
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Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
1201-00 ADMINISTRATION
1201-01 Cell Towers - Leases and Modifications Property leases. Managed by Community Development. PLNG AC+4 CCP 337.2; Statutes of limitations of 4 years CCP 337(2)&(3); Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
1201-02 Gas and Electric - Correspondence PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1201-03 Gas and Electric Programs / Records PW CY+2 GC 34090; 2 year minimum State of California Guidelines; Current year plus 2 years for utilit
y rebates
1201-04 Franchise Agreements - All CLERK P CCP 337; Statutes of limitations of 4 years CCP 337.2; Statutes of limitations of 4 years
CCP 343; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
1201-05 Franchises - General CA CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1201-06 Solar Energy Maintenance records for solar system. PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1201-07 Underground Utility Records Infrastructure PW P GC 34090(a); Permanent for land and property records State of California Guidelines; Permanent
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved. 94 CITYWIDE RECORDS AND INFORMATION

MANAGEMENT PROGRAM POLICY
Adopted by City Council on
(Date)
Resolution No. (Number)
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1. PURPOSE
This Records and Information Management (RIM) Program Policy (“Policy”) establishes comprehensive and uniform methods for the cost effective and efficient management of the City’s public records (including creation, utilization, maintenance, security, retention, storage, preservation, and destruction), in accordance with legal requirements and professional standards.

2. SCOPE
This Policy is established by the City in accordance with all relevant federal, state, and local laws, and contractual requirements. This Policy is established in accordance with the State Record Retention laws (Government Code §34090, et seq.) as well as the California Public Records Act (Government Code §7920 et seq.). Additionally, where relevant to the needs of the City’s management of records, the City has incorporated provisions from professional standards and guidelines. All physical hardcopy or electronic documents, sound, or video works created by employees while executing the City’s business are records under this policy regardless of whether they are managed in a formal process by the employee’s department or kept by an employee or their work unit for reference or any other purpose.

3. AUTHORITIES
The legal authorities and professional guidelines applicable to the management of City records include, but are not limited to, the following:

3.1. Federal and State Law Numerous Federal and State laws related to minimum record retention requirements and statutes of limitations apply to different types of records. Each record series listed in the Records Retention Schedules will have applicable laws cited.

3.2. Government Code §34090 et seq. The principal provisions of California law applicable to City Record Retention requirements are addressed in Government Code §34090, et seq., which generally require original public records to be retained for a minimum of two years and sets forth other requirements for the retention and destruction of specific public records. This Policy establishes the procedures consistent with the provisions within the state law for the destruction of original public records which have been retained for at least the minimum retention period and are no longer required by the City for business or historical purposes. The Policy also addresses the destruction of records which has been replaced by “Trusted Copies” (GC §34090.5) and the destruction of “Duplicate Copies” (GC §34090.7).

Per subsections of the code, the state law provisions do not authorize the destruction of:
a. Records affecting 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 c ity board, agency or commission.

3.3. CA Government Code §6200 et seq. Except as otherwise provided by Government Code §34090 et seq., Government Code §6200 et seq. provides that any City employee who is found guilty of willfully destroying (including altering, falsifying, mutilating, defacing, or stealing, in whole or in part) a public record may be punished by imprisonment of up to four years.
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3.4. CA Government Code § 7920 et seq. The California Public Records Act (Government Code §7920 et seq.) provides definitions for “writings” and “public records” for the purpose of determining which public documents are required to be disclosed to the public upon request, and which public documents are confidential or ot herwise exempt from disclosure.

3.5. Professional Standards and Suggested Retention Guidelines Selected professional associations and other governmental agencies, such as the California Secretary of State, the Department of Justice, and the City Clerk’s Association of California, have published standards, model retention guidelines, and/or articles recommending retention periods for different types of records. Although these standards and guidelines are not binding upon the City, the City may take these documents into consideration in establishing the City’s Records Retention Schedule and, where applicable, the City will identify deviations from these suggested guidelines within the Records Retention Schedule.

3.6. CA Code of Regulations §22620 et seq. The State of California provides requirements and guidelines for Trustworthy Electronic Document or Record Preservation. This includes requirements for electronic document format, such as PDF/A, system backups, file compression, security, and policies and procedures for retaining official documents or records created or acquired using a trusted system.

3.7. CA Government Code §12168.7 In addition to the State’s Trustworthy Electronic Document or Record Preservation requirements, the State sets standards for “trusted systems” to acquire electronic documents when the City collaborates with State agencies.

These standards define what a trusted system is and how records must be preserved using trusted systems, including cloud computing services for records storage.

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4. DEFINITIONS

Active Records: Records referenced and readily accessible in the general conduct of current City business.

Citation(s): “Citations” listed in the Records Retention Schedule are the legal bases for a minimum retention period, as required by federal, state, regional and/or local governmental agencies.

Confidential Record: There are many sources of legal authority that define a “Confidential Record” including, but not limited to, the California Public Records Act, Government Code §7920 through §7930.215. Therefore, it would be impractical to list all definitions of a “Confidential Record” within this Policy. If there is any question as to whether a record is a Confidential Record, staff should consult with the City Clerk and/or City Attorney prior to disclosure.

In general, a “Confidential Record” is any record not disclosed to the public unless directed by court order. Examples of a “Confidential Record” may include, but are not limited to, the following:
a. Personnel Records:

Examples include any personnel, medical or similar files, the disclosure of which would cause an unwarranted invasion of personal privacy. b. Pending Litigation or Claims:

In general, Government Code §6254 provides that when litigation or a claim is filed against the City, the records pertaining to the litigation or claim are exempt from public disclosure until the litigation or claim has been adjudicated or settled. c. Attorney/Client Privilege and Attorney Work Product:

It should be presumed that all communic ations from the City Attorney’s Office on behalf of the City are subject to attorney/client privilege, and the communications should be protected accordingly.
d. Police Records and Investigative Reports:

Examples include, but are not limited to, a wide variety of records such as:
 Police investigations, intelligence, analysis, and conclusions  Information that may endanger the safety of any person  Juvenile records
 Active case files
e. Feasibility Studies for Property Acquisition or Public Contracts:

Unless required to be disclosed by eminent domain law, feasibility studies relative to the acquisition of property, or to prospective public supply and construction contracts, are not disclosed until all the property has been acquired or until the contract or agreement has been executed.
f. Proprietary Information Obtained by the City:

Proprietary information will not be disclosed if any of the following apply:
a. The outside party providing the information submits the information with the expressed intention to maintain the confidence.
b. The information has not previously been disclosed to others. 98 CITYWIDE RECORDS AND INFORMATION

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c. The outside party has a reasonable expectation that the information will be maintained in confidence based upon how the City obtained the information.

Examples include, but are not limited to, financial information or computer source code submitted as a condition of a license, permit or certificate. g. State Board of Equalization Data:

The City may collect and store confidential information about taxpayers and send this information to the California State Board of Equalization (Board). The City and the Board have a responsibility under the law to protect this information from unauthorized access, use, and disclosure.

Taxpayers may authorize the transmission of confidential inform ation via e -mail by providing written authorization to the City or to the Board. If authorization is provided, the confidential information will only be sent to individuals who have a legitimate business need to view the information (the taxpayer and/or their representative).

In addition, the City also receives information from the Board that is confidential information regarding the sales tax generated by specific businesses that, under State law, is confidential.

Public Interest Balancing Test
If a writing does not fit a specific category of exemption, the writing may still be exempt if it meets the Public Interest Balancing Test. According to GC §7922.000, “The agency shall justify withholding any record by demonstrating that the record in question is exempt under express provisions of [the Public Records Act] or that on the facts of the particular case the public interest served by not disclosing the record clearly outweighs the public interest served by disclosure of the record.” Since there is a significant body of case law analyzing this balancing test, City staff must consult with the City Attorney’s office when determining whether a record may be disclosed upon request.

Databases: “Databases” consist of electronic files and fields of data, which ma nage and store information useful to the department or division. “Databases” are modified over time through the addition, deletion, or modification of data. “Databases” may be maintained by the City or hosted by outside sources. The specific policy regarding databases can be found in Section 6.6.

Duplicate Copy: A record that is a copy of an Official Record if the copy is not within the definition of a “Trusted Copy”. In addition to hard copies of Official Records, “Duplicate Copies” also include, but are not limited to, database backups or other copies of electronic records.

Electronic Mail (E-mail): Messages and communications transmitted over internal and external networks are considered “Electronic Mail”. The City considers “Electronic Mail” a transitory record, and the City’s policy on “Electronic Mail” is addressed in Section 6.5.

Electronic Records: Records that contain information readable by machine or computer, and which may include information such as text, numbers, graphs, line drawings, pictures, images, video, or sound are considered “Electronic Records”. Examples of “Electronic Records” include, but are not limited to, the following:
 Audio or video recordings
 Electronic mail
 Databases
 Digital images
 Presentation graphics
 Word processing files
 Spreadsheet files
 Voicemail
“Electronic Records” reside on, but are not limited to, media such as magnetic disks or tapes, audio or video cassettes, optical disks, DVDs, CDs, hard drives, or memory sticks. 99 CITYWIDE RECORDS AND INFORMATION

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Historical Records: Records valuable to future researchers that document accomplishments, changes, and growth of the City.

Inactive Records: Records that are no longer referenced, nor required to be readily accessible, in the general conduct of current City business. Such records may be stored at an off-site storage location or within the work area during their required retention period.

Indexes and Metadata: Information supporting a record that is unique and distinguishes one record from another. “Indexes” and “Metadata” may include, but are not limited to, record titles, record series codes, sequential identification numbers, dates, Office of Record, project number, account number, or other source information describing the record’s contents. Such information, in and of itself, does not constitute a record.

Litigation Hold: A temporary hold on destruction of any documents potentially relevant to reasonably anticipated, pending or threatened litigation.

Media: The physical format in which a record is maintained including, but not limited to, paper, photographic, micrographic, computer storage, and any other recording or storage method.

Non-record Writing: Any writing which is not within the definition of a Record. Examples of “Non- record Writings” include writings that are not directly related to the conduct of the City’s business and/or are used specifically f or reference including, but not limited to, textbooks, brochures, catalogs, or seminar announcements.

Official Record: An “Official Record” is the original record or “Trusted Copy” having the legally recognized and enforceable quality of any writing containing information related to the conduct of the City’s business.

Office of Record (OOR): The department within the City that is responsible for maintaining a particular record series in accordance with this Policy and the Records Retention Schedules is considered the “Office of Record”. The Records Retention Schedules identify the “OOR” for each record series. Typically, the “OOR” is the department that originates the record. Exceptions may be noted on the Records Retention Schedules.

Permanent Records: Records that are required to be kept in perpetuity, usually identified by statute or other written guidance. Examples incl ude, but are not limited to, original minutes, ordinances, resolutions, and land grant deeds.

Record: For retention purposes, a Record includes any writing containing information relating to the conduct of the business prepared, owned, used, or retained by the organization regardless of physical form or characteristics. Records include the subsets of trusted copies, confidential records, vital records, historical records, active records, inactive records, electronic records and transitory records, as defined within this Policy.

Record Inventory: An inventory helps build and maintain the Records Retention Schedules.

An inventory of a department’s records where the following information is recorded:
 The type of record (record series)
 The date range of the records
 The volume of the records
 The format of the record (paper, microfilm or electronic) Records Retention Schedule: “Records Retention Schedule” list all ‘record series’ which are prepared, owned, used, or retained by the City, and identify the required retention period for each record series. The “Records Retention Schedule”, and any amendments or updates, are approved by City Council resolution.
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Record Series: A set of records which are created, stored and maintained together. “Record Series” are used a s a method to organize records by function and/or document type within the City. Examples of different “Record Series” include, but are not limited to, the following:
 Contracts
 Purchase Orders
 Resolutions
 Minutes of official meetings
 Timecards
 Financial Statements
Records Division: A designated area for the storage of inactive records, which is well-organized to allow for efficient retrieval of records as needed from the department. Departments shall maintain custody and control over their records and ensur e prompt and efficient handling and destruction of records pursuant to the Records Retention Schedules.

Records Coordinators or Department Records Coordinators : Designated staff within each department or division that are intimately familiar with records maintained in their department or division. The person is the main point of contact between the City Clerk’s Office and staff regarding the City’s Records and Information Management Program and this Policy as it relates to records in their department or division.

Retention Period: A “Retention Period” is the length of time that a particular record is retained by the City before it is disposed of in accordance with this Policy. The “Retention Periods” for City records are identified on the Records Retention Schedule.

Transitory Records: A writing with only transitory (short-lived) value since the information is used for a relatively short period of time. Examples in clude, but are not limited to, the following documents that are not retained in the ordinary course of business:
 Preliminary drafts
 Notes
 Interagency/intra-agency memoranda
 Voicemail
 Handheld recorders
Trusted Copy: A “Trusted Copy” is a copy of an originally created record if the copy is created on a Trusted System. “Trusted Copies” are photographically, or electronically generated documents controlled by daily operational procedures and policies to ensure reasonable expectations of document integrity, free from physical or electronic additions, subtractions or other modifications that would change the content of the original document.

Once a “Trusted Copy” is created, it will replace the original source document, an d the “Trusted Copy” must then be retained as the Official Record in accordance with the requirements of this Policy and the Records Retention Schedules.

Trusted System: As defined by GC §12168.7(c), “Trusted System” means a combination of techniques, policies, and procedures for which there is no plausible scenario in which a document retrieved from or reproduced by the system could differ substantially from the document that is originally stored.” Thus, a “Trusted System” includes any method of creation, management and/or storage of an Official Record, as defined within this Policy.

Vital Record: Includes records that are needed to continue or resume basic City operations in the event of a disaster.

Writing: As defined by Government Code §7920.545, “A ‘Writing’ is defined as any handwriting, typewriting, printing, photo stating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of 101

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communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.”
Thus, “Writing” is a comprehensive definition that includes the subsets of public records, trusted copies, confidential records, duplicate copies, non -record writings, vital records, historical records, active records, inactive records, electronic records, and transitory records, as defined within this Policy.

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5. RESPONSIBILITIES
Active management of the City’s records is required to ensure that the record s are properly maintained. This section identifies elected officials and staff members responsible for managing the City’s records.

5.1 City Council
The City Council reviews and approves the Citywide Records and Information Management Program, the Records Retention Schedule, and any significant amendments to the Policy or Records Retention Schedule.

5.2 City Manager
The City Manager (or designee) , in collaboration with the City Clerk (or designee), shall be responsible for administering this Polic y and approving minor amendments and administrative changes to the Records Retention Schedules.

5.3 City Clerk
The City Clerk (or designee) shall be responsible for the following:
a. Implementing and coordinating the City’s Records and Information Management (RIM) program.
b. Providing review and approval of any proposed amendments to this Policy or the Records Retention Schedule prior to approval by the City Manager and City Attorney. c. Disseminating information and providing RIM program training to departments. d. Establishing and maintaining a program to assist departments in the destruction of records once their respective retention periods have expired. e. Assisting all departments in complying with this Policy. f. Notifying the affected Office of Record (OOR) when the City must suspend the destruction of records due to public records requests, pending or potential litigation, discovery requests, or for any other reason.
g. Providing written notification to the City Manager and Department Director of violations of the Records Retention Schedule and this Policy.
h. Performing periodic training and audits to assist departments in complying with the Records Retention Schedule and this Policy.
i. Providing written notification to the Department Director of audit discrepancies within departments.
j. Providing review of changes in records management practices relating to this Policy and the Records Retention Schedule.
k. Receiving City Attorney approved requests for records destruction for final review and processing.
l. Maintaining the Official Record of all documents related to the City’s RIM program, and any amendments or updates thereto, including the following:
 Policy
 Records Retention Schedules
 Lists of Records Coordinators and alternates
 Master Index of Record Series, as submitted by each department  Requests for Destruction of Records
 Authorizations to Destroy Records
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 Certifications of Destroyed Records

5.4 City Attorney
The City Attorney (or designee) shall be responsible for the following:
a. Providing legal review and approval of any proposed substantive amendments to this Policy or the Records Retention Schedule.
b. Providing legal review of changes in the law relating to this Policy and the Records Retention Schedule.
c. Reviewing all requests for records destruction and exercising discretion to approve or deny requests for destruction in accordance with this Policy. d. Forwarding all approved requests for destruction to the City Clerk.

5.5 Department Directors
Department Directors are responsible for the following:
a. Administering the City’s RIM program in their respective departments and overseeing that Policy parameters are implemented in a timely manner. b. Appointing a Department Records Coordinator and an alternate to work with the City Clerk’s Office to implement this Policy. Departments with several divisions may appoint multiple Department Records Coordinators and alternates. c. Establishing and maintaining an inventory of departmental records and providing an updated electronic copy to the City Clerk, when requested. The inventory shall identify the following aspects of each record:
 Associated records series
 Activity status (e.g., active, inactive)
 Media format of the Official Record
 Importance (e.g., vital, historical, confidential), where applicable d. Coordinating with the City Clerk’s Office in the development of a departmental Records Retention Schedule.
e. Periodically reviewing its departmental Records Retention Schedule to ensure that the schedule is complete, current, and accurate.
f. Providing the City Clerk’s Office with written proposed amendments to the Records Retention Schedule, when needed and/or requested.
g. Reviewing proposed amendments to the Records Retention Schedule , as prepared by the City Clerk’s Office.
h. Ensuring the security of records that have been identified as confidential. i. Notifying the City Clerk’s Office of any information received regarding legal issues related to the retention of records within their department. j. Reviewing and approving requests for the destruction of departmental records as authorized by this Policy and the Records Retention Schedule and forwarding such requests to the City Attorney and City Clerk.
k. Approving the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.
l. Providing written notification to the City Clerk if any discrepancies or violations of this Policy or the Records Retention Schedule within their department. 104

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5.6 Department Records Coordinators
The Department Records Coordinator(s) for each department, under the direction of the Department Director, are responsible for:
a. Creating an index of department records series, and working with the City Clerk , or designee, to develop a Records Retention Schedule.
b. Informing and updating employees in the department about this P olicy and the department’s Records Retention Schedule.
c. Ensuring that active records within the department are maintained according to methods described in this Policy and the department’s Records Retention Schedule. d. Maintaining the security of records that have been identified as confidential. e. Maintaining a master inventory of all department records kept internally and at off-site storage facilities.
f. Monitoring all records that are sent off -site for storage to ensure the records are properly packaged and labeled, accurately and completely inventoried, and assigned proposed disposition dates.
g. Coordinating all requests to retrieve documents from off-site storage and ensuring that documents are returned to off-site storage in a timely manner. h. Annually reviewing records and preparing a list of records eligible for destruction when the retention period has expired, as described in this Policy and the Records Retention Schedule.
i. Securing the Department Director’s approval for destruction of records when the retention periods have expired.
j. Ensure the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.
k. Providing written notification to their Department Director and City Clerk of any discrepancies or violations of this Policy or the Records Retention Sched ule within their department.

5.7 All City Staff
Any City staff member who routinely works with the City’s records, as required by their assignment, is responsible for:
a. Reviewing this Policy and their department’s Records Retention Schedule. b. Maintaining the security of records that have been identified as confidential. c. Surrendering all City records to their supervisors, their Department Director, the City Clerk, City Manager, or City Attorney, when requested.
d. Providing written notification to their Records Coordinator(s) and Department Director of any non-compliance with this Policy or the Records Retention Schedule.

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6. TYPES OF RECORDS
According to California state law a record “includes any writing containing information relating to the conduct of the public’s business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics” (Govt. Code section 7920.530).

What is a non-record?
It is often difficult to draw a clear distinction between record and non-record material. A helpful hint to follow in making the distinction is that non-record documents can be discarded as soon as they are read. Some examples are listed below:
 Letters of Transmittal and acknowledgements of receipt which do not add any information to the material transmitted.
 Requests for printing services, after the request has been filled to the customer’s satisfaction.
 Informal notes, worksheets, and rough drafts of letters, memoranda, or reports that do not represent the basic steps involved in the preparation of communications.  Notes, including stenographic notebooks and stenotype tapes, and dictating media which have been transcribed.
 Miscellaneous notices of community affairs, employee meetings, holidays.  Stocks of publications or blank forms that are kept for supply purposes only.  Follow-up or copies of suspense tracers pertaining to correspondence with pending action.
 Library and reference material.

6.1 Access Controls
All documents, writings, or other forms of information prepared, owned, used, produced, acquired, or retained by employees in the course of their responsibilities, regardless of physical form or characteristics, are the exclusive property of the City. Employees shall have no expectation of privacy relating to City records.

When it is necessary for employees to work on electronic documents away from the City, those documents must be accessed via the City’s virtual private network (VPN), and no copies shall be stored on private computer equipment or other electronic media. All documents must be returned to the City, and all copies deleted from the outside location, within 36 hours of final use or reference. Employee s shall not have any City physical records in such places as private homes or offices.

Records managed by outgoing officials, employees, contractors, or volunteers shall be delivered to their successors prior to separation from the City.

6.2 Vital Records
Vital Records are those records needed to continue business operations in the event of a disaster and will be identified as such on the Records Retention Schedule s. Each department will be responsible for the protection and maintenance of records designated as vital in the Records Retention Schedules. Examples of protection include, but are not limited to:
 Storing hard copies in a fire-resistant filing cabinet or area, or in a locked vault, either on site or off site.
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 Storing duplicate hard copies at a secure offsite facility for the duration of the retention life of the vital record.
 Providing regular back-ups for electronic vital records.  Hosting electronic vital records on a cloud -based service, provided that the documents are periodically backed up by the service provider.  Maintaining:
o A list of physical locations of vital records storage facilities and systems. o Access codes, passwords and/or keys for facilities and systems. o Equipment used to store vital records or needed to access electronically stored vital records.
o An inventory of vital records within the facility.
o Procedures for accessing vital records.

6.3 Historical Records
Historical Records are records that are valuable to future researchers to document the accomplishments, changes, and growth of the City . Record Series that may contain historical records will be identified within the Records Retention Schedule s. Historical Records may be maintained within each department based on individual departmental procedures or forwarded to the City Clerk’s Office for archival storage.

6.4 Confidential Records
There are many sources of legal authority to exempt a record from disclosure including, but not limited to, the California Public Records Act, Government Code §7920 through §7930. It would be impractical to list all definitions of “confidential” records in this Policy.

If there is any question as to whether a particular record should be designated as “confidential,” the Department Director will consult the City Clerk.

Confidential records must be maintained with sufficient security, and in accordance with applicable laws, to protect their contents from unauthorized access. Departmental procedures to ensure the security of confidential records will be the responsibility of the Department Director.

6.5 E-mail Communication, Text Messages, City Social Media Accounts and Electronic Data Retention
All electronic data, including messages, text messages, and files sent, received and/or stored utilizing the City's email software systems or city-owned cell phones are considered City property. All email received must be reviewed and archived, if appropriate, by the recipient.

Each recipient shall determine whether the email should be preserved as a record, or whether it constitutes a "preliminary draft, notes, or memorandum that is not retained by the City in the ordinary course of business."
Unless the recipient archives an email, the email will be automatically deleted from the inbox and the outbox according to the retention periods listed below. This data, along with the data described in this section, is considered preliminary drafts, notes, or memoranda that are not retained by the City in the ordinary course of business. The City has an interest in administering its records and managing the size of its data storage as well as identifying which records are public and which are exempt.
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The courts have observed that preliminary materials that are not customarily discarded or that have not in fact been discarded pursuant t o policy or custom must be disclosed.

Therefore, if there are emails or other data contained in the recipient electronic mail account that are responsive to a records request, that data must be disclosed in compliance with the law, and the email or other data may not be destroyed merely to avoid disclosure.

Email messages will be automatically purged by the City, without any notice to City employees, in accordance with the schedule set forth below:
 E-mail will automatically be removed and deleted permanent ly from the user’s Inbox and Sent folders after 180 days.
 Email will automatically be removed and deleted permanently from the user’s Cabinet folders after 2 years.
 Email will automatically be removed and deleted permanently from the users Trash folder after 14 days.

When a user decides to archive or otherwise preserve an email or other electronic data, such data shall not be retained in the employee's Office 365 Outlook folders for purposes of archiving the data. When archiving is desired, the email or electronic data must be preserved by printing out and preserving in an electronic format separate from Outlook, or a paper file or pursuant to a departmental program for filing and storing City records.

Some employees are assigned City -owned cell phones, which have a texting capability.

There is no expectation of privacy on information generated or stored on City -owned phones and such phones shall be primarily used to conduct City business.

Emails and text messages that constitute public records, even whe n sent or received by City employees on personal email accounts or using personal digital devices, are covered by this Policy.

6.6 Databases
For Records Retention purposes, the City considers all databases, whether residing on City systems, cloud systems or hosted by an outside source (Software as a Service or SAS), to be Transitory Records. The blanket retention period for databases is “ While Active” to reflect that only the current version has informational value to the City.

The Office of Record that uses, maintains and modifies a database must assure the information contained within the database is correct and accurate, and has an obligation to produce information from the database, as needed, to perform City business. Due to the transitory nature of databases, periodic reports produced from a database, and used for administrative, fiscal , legal or historical purposes, may become O fficial Records.

Reports designated as Official Records must be maintained in accordance with the Records Retention Schedules.

For example, the City’s Annual Budget Report captures the financial position at the end of a fiscal year, and is used to inform the City Council, staff and citizens of the City’s financial state. Thus, the report must be retained for the retention period designated in the Records Retention Schedule to reflect operational needs.

6.7 Trusted Copy (Migration of an Original Record)
To ensure the accuracy of a Trusted Copy, employees of the Office of Record must follow the department’s approved process before replacing an original record. The process must be approved by the City Clerk.
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Before designating a record as a Trusted Copy, legi bility must be validated, and indexes or metadata confirmed as accurately reflecting the content of the original record.

Once the Trusted Copy has been validated and designated as the Official Record, the original record shall be immediately destroyed in the approved manner stated in this policy, unless maintenance and retention of the physical records are required by statute, such as governing body Minutes, Resolutions and Ordinances.

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7. STORAGE AND PRESERVATION OF RECORDS

7.1. Active Records
Storage and preservation methods for active records must be approved by the City Clerk or designee and meet all the following minimum specifications:
a. Records must be stored and maintained using complete inventor ies and accurate indexes which allow them to be ident ified, retrieved and disposed of in an expeditious manner.
b. Records must be maintained so they are readily accessible to conduct current City business.
c. Storage systems for records will accommodate hard-copy or electronic records and must also conform to the requirements of a Trusted System. Migration of original records to electronic form requires a process that complies with Section

6.7 of this policy.
d. Filing systems should follow these guidelines:
d.1 Physical file folder labels should have a consistent style, not a mixture of different styles. This makes reading labels on physical files easier and increases access rates. File labeling should be consistent for the entire group of records.
d.2 A single filing system for primary and secondary indexing levels should be chosen and remain consistent. For example, after establishing primary file sections, select an alphabetical, alpha -numeric, or subject classification to control the sub-group files.
d.3 Record series should be kept together so that permanent re cords are separated from records with shorter retention requirements. When preparing files for a new calendar or fiscal year, set up files by retention period and add files to the department inventory list including destruction dates.
d.4 Confidential files should be labeled with obvious notations to alert staff members on the special handling requirements.
d.5 Inactive records should be transferred to the City’s storage provider to ensure the maximum capacity is available for housing active records.

The transfer must be reviewed and approved by the City Clerk.

7.2 Inactive Records
Inactive records may be stored in a secured City facility as approved by the City Clerk or designee.

An off-site storage facility must:

1. Meet applicable state and local codes.

2. Provide protection from fire and intrusion.

3. Provide reasonable access to records in a timely manner.

Each department shall maintain an inventory of its inactive records in storage and forward an electronic copy of said inventory to the City Clerk’s Office . Prior to sending records to storage, Duplicate Copies, Transitory Records, and Non-Records must be removed and destroyed in accordance with this Policy.

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7.3 Cloud or Hosted Electronic Records
Cloud stored or h osted electronic records must follow the City’s Records Retention Schedules.

The cloud or hosting company must:

1. Meet applicable state and local codes.

2. Provide protection from fire and intrusion.

3. Provide reasonable access to records in a timely manner.

7.4 Offsite Storage
The City will attempt to limit or avoid storing records in offsite storage facilities. Whenever possible, records will be held in the department responsible for the document.

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8. DESTRUCTION OF RECORDS

8.1 Destruction of Physical or Electronic Records
The City Clerk’s Office oversees and administers the Program, Records Retention Schedules, and the destruction of records. This applies to all records, regardless of format.

Departments must identify all records eligible for destruction pursuant to the Records Retention Schedule and submit a Records Destruction Request Form (available on the City Network) to the City Clerk’s Office. The form shall list all documents to be shredded, deleted, or otherwise destroyed and the corresponding retention periods pursuant to the Records Retention Schedule . The Department Director or designee must approve and sign the Records Destruction Request Form and submit it to the City Clerk’s Office. The form must be completed in its entirety.

The City Attorney is responsible for reviewing and approving or denying all requests and forwarding the recommendation to the City Clerk’s Office.

The City Clerk’s Office is responsible for reviewing and approving or denying all requests and advising the Department of the recommendation. The City Clerk’s Office is responsible for confirming records are destroyed and obtaining a Certificate of Destruction from the requesting Department.

8.2 Destruction of Duplicate Copies
No Duplicate Copy will be maintained longer than the retention period of the original record and may be destroyed at any time within the retention period.

Department Directors will ensure that employees follow the established procedures for destruction of this Policy. Prior to the destruction of a Duplicate Copy, the employee shall ensure that:
a. The writing is, in fact, a Duplicate Copy and not an original record. b. The writing is no longer required for the operational needs of the department.

8.3 Destruction of Transitory Records
A Transitory Record may be destroyed at any time. Prior to the destruction of a Transitory Record, the employee shall ensure that:
a. The writing is, in fact, a Transitory Record and not an original record. b. The writing is no longer required for the operational needs of the department.

8.4 Destruction of Non-Records
A non-record may be destroyed at any time. Prior to the destruction of a non-record, the employee shall ensure that:
a. The writing is, in fact, a non-record.
b. The writing is no longer required for the operational or reference needs of the department.

8.5 Destruction of Original Records After Migration to a Trusted Copy Once an original record has been migrated to a Trusted Copy , in accordance with this Policy, the original record shall be immediately destroyed in accordance with this Policy, unless maintenance and retention of the physical record is required by statute, such as governing body Minutes, Resolutions and Ordinances. Request for the destruction of an original record after migration to a trusted copy shall follow the procedures outlined in Section 8.1 Destruction of Physical or Electronic Records.

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8.6 Destruction of Information on Obsolete Electronic Equipment Certain electronic equipment, including Trusted Systems, used by the City may contain methods of electronic storage of City information. This information may be captured and stored as the equipment is used in the normal course of business.

Prior to decommissioning City equipment, the responsible department shall ensure that all information relating to City business will be deleted or otherwise made illegible from any data storage systems on or within the equipment. Under no circumstances shall any electronic equipment be released from City property for recycling, destruc tion or other disposition until the City information has been deleted. Written confirmation of the destruction of the information should be provided to the City Clerk.

8.7 Destruction of Non-paper Media Records
Official Records stored on no n-paper media must be destroyed in a manner consistent with this Policy. Documentation for the destruction of these records shall be prepared and retained in accordance with Section 9 of this Policy.

After all Official Records stored on non-paper media (e.g., magnetic tape, disks, diskettes, flash / thumb drives, external hard drives or other magnetic medium) have been destroyed, the medium itself may be reused, recycled or destroyed.

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9. PROCEDURES
The Procedures for the management, storage and preservation, and destruction of records are as follows:

9.1 Access to Electronic Records Systems
A Department Director (or designee) shall approve access to electronic records systems for any employees, contract employees, consultants, or volunteers, as needed to fulfill the requirements of their employment.

Any electronic records system is subject to audit by the City Clerk’s Office on a periodic basis. An audit may include operations performed on the database, the date and time an operation occurred and by whom, the database record number, the database index and/or metadata associated with the record, or any other pertinent data where practical.

9.2 Process for Scanning and Imaging of City Records and Documents Procedures for scanning a hard-copy document for storage as an Official Record shall be established and reviewed periodically by the City Clerk’s Office. Priority shall be given to those records that must be retained on a permanent basis, and to those records which need to be frequently retrieved.

Examples of records eligible for scanning include, but are not limited to, the following:
 Ordinances & Resolutions
 Minutes
 Plans and Permits
 Contracts and Agreements
 Approved Construction Plans
 Purchase Orders, Timecards, and other financial records.

Departments shall review and purge unnecessary documents from their records prior to scanning. Purging involves evaluating documents within a record, and discarding documents determined to be Transitory Records, Duplicate Copies or Non-Records.

After images are created, the department shall verify the images are legible and complete.

Images should be verified, indexed, and the OCR process completed as soon as possible after scanning occurs.

Non-scanned images must be titled with a naming convention standard to the department retaining the document and the OCR process completed, thereby meeting all the same requirements as described above for scanned images.

When creating an electronic Trusted Copy from a physical document, the department must determine that the original record has been successfully transferred into electronic format as defined above. All procedures for conversion from physical format and storage of electronic records will be evaluated by the City Clerk and updated, as needed.

9.3 Destruction of Official Records
Official Record s, for which the retention period identified on the Records Retention Schedule has elapsed, will be destroyed in accordance with this Policy. Unless placed on legal hold by the City Clerk or City Attorney, records designated for destruction must be destroyed within the calendar year after the record expires.

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A record that expires during the current calendar year must be destroyed by December 31st of the following calendar year. For example:

If expiration occurs on: Then destroy no earlier than: or no later than:

January 1, 2025 January 1, 2026 December 31, 2026
December 31, 2025 January 1, 2026 December 31, 2026
Periodic reviews of records shall be performed by the Department Record Coordinator(s).

Additionally, to ensure compliance with this Policy and the Records Retention Schedule, the City Clerk may annually designate a date for departments to review their records and prepare requests for destruction.

Records for which the retention period has elapsed must be identified and included on a Records Destruction Request Form , which is signed by the Department Director , then forwarded to the City Attorney for review and approval. Upon the City Attorney’s review and approval, t he City Clerk will review the form for approval, completeness, and processing.

Hard-copy r ecords approved for destruction must be destroyed by the Department Records Coordinator(s) (or designee) using one of the following methods:
 Shredding or Recycling Bin: Expired records that are not confidential.  Shredding: All other records approved for destruction.

NOTE: Confidential records must be shredded by the Department Record Coordinator(s) (or designee) . Commercial Services may be used for the destruction of paper documents , if destruction is completed on-site at City facilities. A Certificate of Destruction from the commercial services must be submitted to the City Clerk’s Office and will be maintained with the approved Records Destruction Request Form.

Destruction of Official Records in electronic format must follow the same approval process as outlined above for the destruction of hard -copy records. Upon approval, electronic records must be destroyed by the Department Records Coordinator(s) (or designee) using methods that permanently delete the records.

The destruction process must include all Duplicate Copies of the Official Record , regardless of which department maintains the duplicates.

Following the destruction of records, the City Clerk (or designee) shall certify that the records have been destroyed. All Certificates of Destruction shall be maintained in the City Clerk’s Office.
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4. 25-300
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1 STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of November 12, 2025

TO: Mayor and Members of the City Council

VIA: Dante Hall, City Manager

SUBMITTED BY: Joseph Vasquez, Chief of Police

SUBJECT: Acceptance of a Grant Award From the State of California Office of Traffic Safety Selective Traffic Enforcement Program (STEP).

RECOMMENDED ACTION:

Staff recommends that the City Council adopt a resolution to accept the State Office of Traffic Safety grant award of $75,000 on behalf of the City of Hercules.

EXECUTIVE SUMMARY:

The state of California Office of Traffic Safety (OTS) sponsors several grant programs to improve the safety of the state’s freeways and highways. The City applied for assistance to address these issues in our community and recently received official confirmation that the City had been awarded a grant. The Office of Traffic Safety has awarded the Hercules Police Department (HPD) with a Select Traffic Enforcement Program grant for $75,000 to provide funding for specific enforcement procedures and targeted safety issues including driving under the influence, pedestrian safety, collaborative enforcement, and hands-free driving.

BACKGROUND:

The grant will allow the City to focus on a comprehensive approach to enforce, educate, and encourage compliance with seatbelt use, impaired driving, speed limit, and other traffic laws. Education and enforcement are two very important components of collision reduction.

The acceptance of the grant will all ow the Hercules Police Department to bolster its enforcement and education efforts in the aforementioned areas of concern. 169

2 The grant award for $75,000 will allow the Hercules Police Department to perform overtime operations related to DUI checkpoints, saturation patrols, as well as traffic enforcement operations linked to distracted driving and primary collision factors. These comprehensive programs have a long-lasting impact in reducing both fatal and injury collisions.

ANALYSIS:

In the past, the City of Hercules benefited from the funds associated with these types of grants (Selective Traffic Enforcement Program or STEP grants) and was able to purchase electronic citation writers, software specifically designed for collision investigations, and a new speed trailer with a digital message board which can be used for special events, road closures, and speed violation deterrence. The Hercules Police Department will also be able to continue our robust enforcement and education efforts. Staff recommends that Council accept the STEP grant in the amount of $ 75,000 and approve the budget amendment to use these funds for approved activities.

FISCAL IMPACT:

Acceptance of the STEP award will provide $75,000 in funding to support our community’s law enforcement services. It will assist with the Police Department’s expenditure for the enforcement of people driving under the influence of controlled substances, and enforcement operations focusing on primary collision factors.

ATTACHMENTS:

1. Resolution designating the City Manager as the Authorizing Official to accept the OTS STEP grant on behalf of the City of Hercules.

2. STEP grant Agreement.
170

HERCULES CITY COUNCIL
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERCULES,

CALIFORNIA, DESIGNAT ING THE CITY MANAGER AS THE AUTHORIZING

OFFICIAL TO ACCEPT THE GRANT AWARD FROM THE STATE OF CALIFORNIA

OFFICE OF TRAFFIC SAFETY SELECTIVE TRAFFIC ENFORCEMENT PROGRAM IN THE AMOUNT OF $75,000

WHEREAS, the City of Hercules Police Department is responsible for the safety of the citizens of the community; and

WHEREAS, the Hercules Police Department spends considerable resources in its efforts to provide frontline law enforcement services to the community; and

WHEREAS, the City Council of the City of Hercules supports the efforts of the Hercules Police Department to secure resources by the most efficient means possible:
and

WHEREAS, the State of California Office of Traffic Safety has allocated $ 75,000 through the Selective Traffic Enforcement Program to the City of Hercules; and

WHEREAS, the grant funds will be used to support traffic enforcement operations to mitigate impaired driving and primary collision factors; and

WHEREAS, the City Manager will accept the above-mentioned allocation amount from the Selective Traffic Enforcement Program.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hercules as follows:

1. The City Council hereby authorizes the City Manager to accept the funds from the State of California Office of Traffic Safety and execute the grant agreement and any and all documents necessary to effectuate acceptance .

The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the 12th day of November 2025 by the following vote of the Council:

AYES:

NOES:

ABSTAIN:

ABSENT:

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____________________________
Dion Bailey, Mayor

ATTEST:

________________________________
Eibleis Melendez, City Clerk

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STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of November 12, 2025

TO: Mayor and Members of the City Council

VIA: Dante Hall, City Manager

SUBMITTED BY: Edwin Gato, Director of Finance

SUBJECT: Accept the Investment Report for the Quarter Ending September 30, 2025

RECOMMENDED ACTION:

Accept the Investment Report for the Quarter Ending September 30, 2025

EXECUTIVE SUMMARY:

Pursuant to California Government Code section 53646 and the City’s Investment Policy, a quarterly report and certification shall be provided to the City Council, City Manager, and City Independent Auditor. The Quarterly Investment Report shall include a complete description of the portfolio, the type of investments, the issuers, maturity dates, par value, and dollar amounts invested in all securities. The report must ensure that investments were made consistently with the City’s Investment Policy and that the City will meet its expenditure obligations for the next six months. The Quarterly Investment Report for the quarter ending September 30, 2025, is provided as Attachment 1.

BACKGROUND:

To ensure compliance with state law and municipal policies, the City is mandated to present quarterly investment reports that provide a comprehensive overview of the City’s investment portfolio to the City Council, City Manager, and City Auditor. The autho rity to manage investments, reinvestment, sales, or exchanges of securities is delegated to the Finance Director, who concurrently holds the position of City Treasurer.

In accordance with the Investment Policy, the City Treasurer has the option to delega te certain fiduciary responsibilities to an external investment management firm. It is important to note that any investment manager engaged for this purpose must adhere to fiduciary 198

obligations as stipulated by the Securities and Exchange Commission under the Investment Advisor Act of 1940.

To effectively address the specialized services and expertise required for a diverse array of investment options, the City has engaged with the Local Investment Agency Fund (LAIF) as well as experienced investment man agers from Public Agency Retirement Services (PARS).

ANALYSIS:

This report provides a comprehensive overview of the City's investment portfolio for the quarter ending September 30, 2025. It is prepared in compliance with California Government Code Section 53646 and adheres to the City's Investment Policy. The report encompasses all cash and investments managed by the City, along with City-related investments held by bond trustees for debt service obligations and funds in the irrevocable trust with PARS for pension and other post -employment benefits (OPEB). Additionally, it includes detailed information on each security's investment type, issuer, maturity date, cost, and current market value.

The City participates in the LAIF, a money market fund overseen by the State Treasurer.

LAIF includes multiple governmental agency participants and holds securities managed by its administrator. This fund provides local agencies with a mechanism to invest cash held in a treasury pool, allowing for same -day withdrawals to facilitate cash flow needs while earning interest from the Pooled Money Investment Account (PMIA). Moreover, investments managed by bond trustees are conducted in accordance with the terms of individual bond indentures.

As of September 30, 2025, the av erage yield of the pooled investment portfolio, prior to adjustments for fluctuations in market value, is reported at 4.99%. This yield exceeds the two-year U.S. Treasury Note rate of 3.60% and the average monthly rate of 4.21% for the LAIF. The market value of the pooled portfolio stands at $ 67,959, indicating a modest increase of 0.10% from its book value. Given that the City does not intend to sell its pooled investment portfolio securities before maturity, this decision will not impact on the overall yield.

Amount
Market Over/(Under) Average
Investment Type Value Cost Yield
Petty Cash $2,005 - 0.00%
Cash in Bank 4,681,194 - 0.00% Local Agency Investment Fund (LAIF) 56,779,794 $67,958 4.21% Irrevocable Trust (Pension) 2,732,483 - 6.73% Irrevocable Trust (OPEB) 3,227,039 - 6.73% Investments with Bond Trustees 1,938,378 - 4.03% Total Portfolio $69,360,893 $67,958 4.99%
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As of September 30, 2025, 81.84% of the total investment portfolio is allocated to the LAIF.

Within this allocation, 80.7% is comprised of U.S. Treasuries and agency notes, while 9.2% is invested in certificates of deposit (CDs) and bank notes. T he remaining 10. 1% is distributed among various other investment types. For a comprehensive overview, including economic summaries and detailed information, please refer to the Investment Portfolio Summary Report included in Attachment 1.

The City strategically manages its idle cash from all operating funds on a pooled basis to optimize returns. Earnings are allocated to each fund based on their respective average cash balances. It is important to note that the timing of revenue collections —such as property taxes, business licenses, and franchise taxes—can significantly influence quarterly investment income throughout the year. At present, the City maintains adequate cash reserves to meet anticipated obligations over the next six months.

In compliance with Governmental Accounting Standards Board (GASB) Statement 40, the City is required to recognize the fair market value of its investments at the conclusion of each fiscal year. The market values noted in this report are sourced from the State Controller’s office for the LAIF and from the City’s registered investment managers and bond trustees for all other investment vehicles. It is important to acknowledge that these market valuations are subject to daily fluctuations.

The distinction between market value and historical cost, referred to as Unrealized Investment Gains and Losses, represents temporary variances and does not reflect cash- related transactions. Given that the City intends to hold its investments until maturity, at which point they will be redee med at par value, any unrealized gains or losses will be reported exclusively at the end of the fiscal year in the City’s Comprehensive Annual Financial Report.

The total cash and investments reported include several components that are classified as unrestricted. Within the City’s General Fund, this amounts to $20 million (29%), while the Internal Service Funds contribute an additional $839,209 (1%). It is essential to recognize that a portion of these funds is committed to pre-existing obligations or allocated for specific purposes. Conversely, the remaining $48.5 million, representing 70% of the City’s cash and investments, is restricted for designated uses by applicable federal, state, or local regulations.

FISCAL IMPACT:

This is an information report with no fiscal impact.

ATTACHMENTS:

1. Quarterly Investment Report

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INVESTMENT REPORT

FOR THE

QUARTER ENDING
SEPTEMBER 30, 2025

CITY OF HERCULES, CALIFORNIA
2025-2026

FISCAL YEAR
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CITY OF HERCULES

FINANCE DEPARTMENT
111 CIVIC DRIVE
HERCULES, CALIFORNIA 94547-1771
PHONE: 510-799-8200
November 12, 2025
Honorable Mayor and City Council:

I hereby affirm that the investment portfolio, as of September 30, 2025, complies with all relevant state laws and conforms to the City’s investment policy. The anticipated revenues from ongoing City operations, coupled with the available liquidity from cash deposits, sufficiently cover the City’s expenditure requirements for the upcoming months.

As of September 30, 2025, the City possesses adequate financial resources to meet its expenditure obligations for the next six months.

Sincerely,
Edwin Gato
Finance Director/City Treasurer
202
City of Hercules, California
Investment Portfolio Summary Report
For the Quarter Ended September 30, 2025
Book % of Average Market
Value Total Yield Value
Cash on Hand $2,005 $2,005
Cash on Deposit 4,681,194 4,681,194
Total Cash on Hand 4,683,199 6.76% 0.00% 4,683,199 Local Agency Investment Fund (LAIF) 56,711,835 81.84% 4.21% 56,779,794 Irrevocable Trust (Pension) 2,732,483 3.94% 6.73% 2,732,483 Irrevocable Trust (OPEB) 3,227,039 4.66% 6.73% 3,227,039 Investments with Bond Trustees 1,938,378 2.80% 4.03% 1,938,378 Total Portfolio $69,292,934 100.00% 4.99% $69,360,893
Amount over (under) Market Value vs. Book Value $67,959 % of Portfolio 0.10%
Investments by Type
Cash on Hand
LAIF
Irrevocable Trust
(Pension)
Irrevocable Trust
(OPEB)
Investments with
Trustees
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City of Hercules
Detail for Investment Portfolio Summary Report
For the Quarter Ended September 30, 2025
(DAYS)

BOOK MARKET PURCHASE MATURITY LIFE TO REMAINING PAR MARKET

DESCRIPTION VALUE YIELD DATE DATE MATURITY LIFE VALUE VALUE

CASH ON HAND
PETTY CASH 2,005.00 0.00% 2,005.00 $2,005.00

CASH IN BANK
MECHANICS BANK - GENERAL CHECKING 1,706,574.38 0.00% 1,706,574.38 1,706,574.38 MECHANICS BANK - HERCULES RDA 2,778,491.18 0.00% 2,778,491.18 2,778,491.18 MECHANICS BANK - PD ASSET SEIZURE 196,128.40 0.00% 196,128.40 196,128.40 TOTAL AND AVERAGES 4,681,193.96 4,681,193.96 4,681,193.96

LOCAL AGENCY INVESTMENT FUND (LAIF)
LAIF 56,711,835.29 4.21% 7/1/2025 9/30/2025 91 - 56,711,835.29 56,779,793.65

IRREVOCABLE TRUST (PENSION/OPEB)
US BANK MUTUAL (PARS-OPEB) 3,227,038.84 6.73% 7/1/2025 9/30/2025 91 - 3,227,038.84 3,227,038.84 US BANK MUTUAL (PARS-PENSION) 2,732,482.58 6.73% 7/1/2025 9/30/2025 91 - 2,732,482.58 2,732,482.58 TOTAL AND AVERAGES 5,959,521.42 6.73% 91 - 5,959,521.42 5,959,521.42

INVESTMENTS WITH BOND TRUSTEES
THE BANK OF NEW YORK (BNY) JM 05 1 RESERVE
FUND 55,797.47 0.00% 7/1/2025 9/30/2025 91 - 55,797.47 55,797.47

THE BANK OF NEW YORK (BNY) MELLON TRUST
HERCULES PFA WW INTEREST ACCT 21 A 2,887.50 0.00% 7/1/2025 9/30/2025 91 - 2,887.50 2,887.50

THE BANK OF NEW YORK (BNY) MELLON TRUST
(HERCULES PFA 09 REVENUE FUND) 763,762.02 3.96% 7/1/2025 9/30/2025 91 - 763,762.02 763,762.02

THE BANK OF NEW YORK (BNY) MELLON TRUST
(HERCULES PFA 09 DEBT SERV PRIN ACCT) 89,805.29 3.96% 7/1/2025 9/30/2025 91 - 89,805.29 89,805.29

THE BANK OF NEW YORK (BNY) MELLON TRUST
(HERCULES PFA 09 DEBT SERV INT ACCT) 101,342.53 4.10% 7/1/2025 9/30/2025 91 - 101,342.53 101,342.53

THE BANK OF NEW YORK (BNY) MELLON TRUST
(HERCULES PFA 09 RESERVE FD) 920,215.00 4.10% 7/1/2025 9/30/2025 91 - 920,215.00 920,215.00

THE BANK OF NEW YORK (BNY) MELLON TRUST
(HERCULES 2020 INT FD) 4,567.80 0.00% 7/1/2025 9/30/2025 91 - 4,567.80 4,567.80 TOTAL AND AVERAGES 1,938,377.61 4.03% 91 - 1,938,377.61 1,938,377.61 TOTAL INVESTMENT REPORT $69,292,933.28 4.99% 91 - $69,292,933.28 $69,360,891.64 204
City of Hercules, California
Investment Portfolio Summary Report
For the Quarter Ended September 30, 2025
% of
Cash Description Book Value Total
Bond Trustee $1,938,378 3%
Irrevocable Trust 5,959,521 9%
Restricted 40,554,321 59%
General Fund 20,001,504 29%
Internal Service Funds 839,209 1%
Total, Book Value $69,292,933 100%
Restricted Restricted:

Wastewater 16,294,632
Successor Housing 6,065,833
Development Impact Fees 4,326,059
Capital Projects 5,678,662
Landscape & Lighting 518,275
SB1 RMRA 1,582,204
Gas Tax & Measure J "Street" 1,011,860
Successor Agency 2,778,491
Solid Waste 946,051
Agency Fund 735,402
Asset Seizure 351,381
COPS Program 265,471
40,554,321
Bond Trustee
3%
Irrevocable Trust
9%
Restricted
58%
General Fund
29%
Internal Service Funds
1%
Cash by Fund
205
September 4.212
August 4.251
July 4.258
June 4.269
May 4.272
April 4.281
PMIA Average Life(1): 248
LAIF Fair Value Factor(1): 1.001198310
PMIA Daily(1): 4.26
PMIA Quarter to Date(1): 4.27
LAIF Apportionment Rate(2): 4.40
LAIF Earnings Ratio(2): 0.00012059828906715
LAIF Administrative Cost(1)*: 0.18
Treasuries

52.26%
Agencies

28.46%
Certificates of
Deposit/Bank Notes

9.16%
Time
Deposits

3.18%
Commercial
Paper

6.17%
Corporate
Bonds

0.61%
Loans

0.16%
Notes: The apportionment rate includes interest earned on the CalPERS Supplemental Pension Payment pursuant to Government Code 20825 (c)(1) .
*The percentage of administrative cost equals the total administrative cost divided by the quarterly interest earnings. The law provides that administrative costs are not to exceed 5% of quarterly EARNINGS of the fund. However, if the 13-week Daily Treasury Bill Rate on the last day of the fiscal year is below 1%, then administrative costs shall not exceed 8% of quarterly EARNINGS of the fund for the subsequent fiscal year.

Source:
(1) State of California, Office of the Treasurer
(2) State of California, Office of the Controller
PMIA Average Monthly
Effective Yields(1)
PMIA/LAIF Performance Report
as of 9/30/2025
Daily rates are now available here. View PMIA Daily Rates Quarterly Performance
Quarter Ended 9/30/25
Chart does not include $1,012,000.00 in mortgages, which equates to 0.001%. Percentages may not total 100% due to rounding.

Pooled Money Investment Account
Monthly Portfolio Composition (1)
9/30/25
$165.3 billion
206

DISCUSSION AND/OR ACTION ITEM

AGENDA ITEMS

1. 25-268

2. 25-295

3. 25-293
207

STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of November 12, 2025
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Christopher Roke, Parks and Recreation Director SUBJECT: FY 25-26 Co-sponsored Special Events Update

RECOMMENDED ACTION:

Staff recommends that the City Council receive an update on special events co- sponsored by the city and the Bay Front Chamber of Commerce during the current FY 25-26.

EXECUTIVE SUMMARY:

As directed by City Council, staff has worked with the Bayfront Chamber of Commerce to collaborate on a variety of S pecial Events to be held in Hercules over the past several years. For FY 25-26, the events will include National Night Out, Bay Front Festival and Run, Crab Feed, Lunar New Year and the Cultural Festival.

BACKGROUND:

In FY 21-22, the City Council budgeted $ 100,000 for Special Events to give the community something to celebrate as we started to recover from the pandemic. The Council realized the community needed to celebrate. The Hercules City Council directed staff to partner with the City of Pinole and budgeted $75,000 to bring a Fireworks Celebration to the community. In addition, the City Council allocated $25,000 to enter into an agreement with the Bayfront Chamber of Commerce to lead a series of co- sponsored special events.

In FY 22-23, the City Council allocated $50,000 for a Fireworks Celebration and $35,000 to enter into an agreement with the Bayfront Chamber of Commerce to produce a series 208
of four (4) co-sponsored events that included National Night Out, the Bay Front Festival, Bottles and Bites, and the Cultural Festival.

In FY 23 -24, the Ci ty Council allocated $50,000 for Fireworks, and $35,000 for special events with the Bay Front Chamber and directed staff to consider ways to get the other City Recognized Nonprofit groups involved. Staff worked with the Chamber to swap the Bottles and Bites event with a Crab Feed event that would allow the other nonprofit groups to generate funds through ticket sales.

In FY 24-25, the City Council allocated $50,000 for a 4th of July Celebration, and $45,000 for special events with the Bay Front Chamber adding a new event to celebrate the Lunar New Year in addition to National Night Out, Bayfront Festival, Crab Feed and Cultural Festival.

In FY 25-26, the City Council allocated $50,000 for a 4th of July Celebration, and $45,000 for special events with the Bay Front Chamber. The events for FY 25 -26 include the National Night Out, Bayfront Festival, Crab Feed, Lunar New Year and Cultural Festival.

Staff has returned tonight to provide a status update of the events that have taken place to date in FY 25-26 including the National Night Out and the Bay Front Festival and Run as well as to provide information about upcoming events including the Crab Feed, Lunar New Year, and the Cultural Festival.

The National Night Out event was held in August at Refugio Valley Park and the night capped off with the final movie night of the summer. The Bay Front Festival and Run was held in October and had the most runners ever. Both events were very successful.

Staff is working with the Chamber to keep them informed of work being performed in Refugio Valley Park during FY 25 -26 and how that may impact events; in particular, the Cultural Festival, and likely National Night out for FY 26-27. Staff has been working with the Chamber to move these events to Hanna Ranch Park this year. Both events plan to move forward with an alternate venue for 2026. In addition, the 4th of July Celebration is not a co-sponsored special event and therefore discussed with Council separately.

ANALYSIS:

The City of Hercules has been fortunate to work with the Bayfront Chamber over these past several years to bring a series of event s to Hercules. Without the assistance from the Bayfront Chamber of Commerce, the City could not produce many of these events for the community. As mentioned above, all these special events have been and continue to be both well received and well attended by the community.

At the time of this report , the first two events have already been held. There will be 3 more events taking place in the new year, including the Crab Feed on Saturday, January 24, the 2nd annual Lunar New Year on Sunday, March 1, and the Cultural Festival on Sunday, June 7, 2026.

209
A couple things to consider in the future are (1) with the National Night Out always held the first Tuesday of August, staff recommends that Council allocates funding for this event in advance of the budget process; and (2) the costs to hold these events h as steadily increased creating a growing concern from the Bayfront Chamber about the sustainability of these events. While the Chamber continues to work to secure sponsorship dollars to continue to provide these events to the Hercules community, they have made it clear that continuing to run these events would likely require increased financial support going forward as evident from the attached recap of each event over the 3 years since this event has returned showing an increase in cost by $10,000 from year 1 to year 3.

FISCAL IMPACT:

There is no additional fiscal impact associated with this item. $45,000 has been allocated for the FY 25 -26 Annual Budget to host five high -quality co-sponsored special events.

This report is intended to provide the City Council with a status update on eve nts so far and to address future needs.

PROPOSED EVENTS DATE CO-SPONSORSHIP CONTRIBUTION
NATIONAL NIGHT OUT (AT REFUGIO VALLEY PARK) Tu 8/5/25
$45,000 for all five events have been
included in the FY 25-26 Annual Budget
BAYFRONT FESTIVAL (AT THE BAYFRONT) Su 10/19/25
CRAB FEED (AT THE COMMUNITY SWIM CENTER) Sa 1/24/26
LUNAR NEW YEAR (AT THE COMMUNITY SWIM CENTER) Su 3/1/26 CULTURAL FESTIVAL (AT HANNA RANCH PARK) Su 6/7/26

ATTACHMENTS:

1. 2022-23FY Cultural Festival Recap

2. 2023-24FY Cultural Festival Recap

3. 2024-25FY Cultural Festival Recap

Financial Impact

Description: $45,000 FY2025-26 Budget
Funding Source: General Fund #100-5510-611.90-00
Budget Recap:

Total Estimated cost: $45,000 New Revenue: $0
Amount Budgeted: $45,000 Lost Revenue: $0
New Funding required: $0 New Personnel: $0
Council Policy Change: Yes  No 
210

Bay Front Chamber of Commerce
P .O. Box 5283, Hercules, CA 94547
This was the final of four events that the City of Hercules has contracted the Bay Front Chamber to coordinate and run for the community. The Special Events Contract was approved by the City Council during the budget for FY22-23.

On June 4th, the chamber hosted the Hercules Cultural Festival. After a ten-year hiatus the community welcomed the return of this community event. Approximately 10,000 people attended enjoying local entertainment, bands, vendors, and food trucks.

The event was promoted widely with posters, flyers, outdoor banners, and through several social media platforms.

This event was made possible by sponsorship from the City of Hercules and Bay Front Chamber member businesses.

Total expenses for the 2023 Cultural Festival have not been finalized, but so far have reached $38,450.00. Without the direct support from the City of Hercules, this event would not have been able to be held.

Contributing factors directly resulting in the success of the event include, but are not limited to participation of Chamber members, holding the event 1 day instead of 2, having local performers, Corporate sponsorships, support from the City of Hercules and more.

Expenses paid for by the City of Hercules Sponsorship include… Entertainment $ 4,150.00 (3 bands)
Sound Systems $ 2,250.00 (2 stages)
Shuttle $ 1,500.00
Security $ 1,865.00
Rentals $ 6,983.48 (tents, chairs, tables, generator, van) Permits $ 1,779.11 (City of Hercules & Contra Costa Health Dept.) TOTAL $18,527.59 (Note: City contribution = $17,500)

Total city contribution $17,500.00
Advance payment (May) $ 8,750.00
Amount Due $ 8,750.00
211

On June 2nd, the chamber hosted the Hercules Cultural Festival. Approximately 10,000 people attended enjoying local entertainment, bands, 55 artisan business & non-profit vendors, and 23 food vendors.

The event was promoted widely with posters, flyers, outdoor banners, and through several social media platforms.

This event was made possible by sponsorships from the City of Hercules and Bay Front Chamber member businesses.

Total expenses for the 2024 Cultural Festival have not been finalized, but we estimate the cost at $40,000.00. Without the direct support from the City of Hercules, this event would not have been able to be held.

Contributing factors directly resulting in the success of the event include, but are not limited to participation of Chamber members, having local performers, corporate sponsorships, support from the City of Hercules and more.

Expenses paid for by the City of Hercules Sponsorship include… Entertainment $ 3,800.00
Sound System $ 1,950.00
Shuttle $ 2,298.14
Security $ 1,039.00
Rentals $ 8,807.75 (stage, tents, chairs, tables, golf carts , van) Permits $ 2,360.00 (Bart, Contra Costa Health Dept., ABC) Marketing $ 3,187.14
Staff $ 2,285.00
TOTAL $25,727.23 (Note: City contribution = $21,000.00)

Total city contribution $21,000.00
Advance payment (Feb) $10,500.00
Amount Due $10,500.00
212

Bay Front Chamber of Commerce
P .O. Box 5283, Hercules, CA 94547
This was the final of five events that the City of Hercules has contracted the Bay Front Chamber to coordinate and run for the community. The Special Events Contract was approved by the City Council during the budget for FY24-25.

On June 1st, the chamber hosted the Hercules Cultural Festival. Approximately 7,000 people attended enjoying local entertainment, a band, 65 artisan, business & non-profit vendors, and 18 food vendors.

The event was promoted widely with posters, flyers, outdoor banners, and through several social media platforms.

This event was made possible by sponsorships from the City of Hercules and Bay Front Chamber member businesses.

Total expenses for the 2025 Cultural Festival have not been finalized, but we estimate the cost at $48,000.00. Without the direct support from the City of Hercules and our corporate sponsors this event would not have been able to be held.

Expenses paid for by the City of Hercules Sponsorship include… Entertainment $ 3,000.00
Sound System $ 1,250.00
Shuttle $ 2,700.00
Security $ 930.00
Rentals $ 9,552.11 (stage, tents, chairs, tables, golf carts, vans, barricades, fire extinguishers, porta potties)
Permits $ 3,129.00 (Bart, Contra Costa Health Dept., ABC, Con Fire Marketing $ 3,679.60
Staff $ 2,470.00 Volunteer Food Vouchers $ 1,100.00
Yard Sign $ 250.00
Accounting $ 500.00
TOTAL $28,560.71 (Note: City contribution = $21,500.00)

Total city contribution $21,500.00
Advance payment (12/24) $10,750.00
Amount Due $10,750.00
213

DISCUSSION AND/OR ACTION ITEM

AGENDA ITEMS

2. 25-295
214

STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of November 12, 2025
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Christopher Roke, Parks and Recreation Director Joe Vasquez, Chief of Police

SUBJECT: Fourth of July Celebration for 2026

RECOMMENDED ACTION:

Staff recommends that the City Council receive an update on the planning for the Fourth of July 2026 Celebration and provide direction to staff on whether to proceed with fireworks on a barge, a drone show, or pursue a co -sponsored parade and 5K Fun Run with community partners.

EXECUTIVE SUMMARY:

The plans for the City’s regular fireworks celebration at the Waterfront have been affected by several changes. The local Rodeo Hercules Fire Protection District has been merged into the Contra Costa County Fire Protection District, and the City is working with new management responsible for a larger area. The City has approved development plans for Blocks K, L, M, P, and O —land that has historically served as the staging area for the annual fireworks display. Recently, the site’s owner informed staff of their intention to sell the property by May 2026 and indicated they cannot support its use for a 2026 fireworks event. Additionally, concerns have grown about the potential use of vehicles as weapons at large public gatherings at both local and national leve ls. The Hercules Police Department has also expressed worries about rising spectator numbers, which contribute to traffic congestion on City streets before and after the event, with limited access points.

Therefore, staff recommends exploring viable option s to move away from land -based fireworks for this year’s Fourth of July celebration. Possible alternatives include a barge- based fireworks show, a drone display, or reintroducing the community parade and fun run from previous years.

215
BACKGROUND & ANALYSIS:

The City of Hercules has hosted an annual fireworks celebration at the Bayfront, along with food vendors, on the Fourth of July since the 2021 -22 fiscal year. But even before that, the City of Hercules had a long -standing tradition of hosting a communi ty-wide Fourth of July Celebration featuring family-friendly entertainment, food vendors, a parade, a fun run, and a fair at Refugio Valley Park.

July 2026 marks the 250th anniversary of our country (semi-quincentennial). This historic milestone presents a unique opportunity to celebrate community pride and showcase local culture while supporting national anniversary commemorative efforts. If the Council confirms the transition away from land-based fireworks, staff has identified three alternatives for consideration:

 Barge-Based Fireworks Display: Securing a barge is challenging, as they are limited in availability and typically booked a year in advance. The cost for the barge (only) is approximately $85,000, which would more than double the cost of previous Fourth of July events. Also, hosting fireworks over water introduces complex permitting requirements and does not resolve existing crowd or traffic management concerns.

Additionally, because of the shallow waters along the bay front, the neare st a barge could get is 1.5 miles from shore, which would require larger shells to create a visually appealing display. Ultimately, this method could not accommodate the same number of shells and would shorten the show's duration unless more funding was provided.

 Drone Display : A drone show presents a modern and environmentally friendly alternative to traditional fireworks, but it comes with challenges. A large number of drones are required to create a visually impactful display, and each has a limited battery life of just 12 to 15 minutes. For a 12 -minute show with 150 drones , the expected cost ranges from $30,000 to $40,000 . As the number of drones increases, so does the cost, making this a potentially expensive option for a relatively short show.

Location feasibility also poses concerns. The Bayfront area is prone to strong winds that could disrupt drone performance and would still face the same crowd and traffic issues as past events. Refugio Valley Park is expected to be unavailable in 2026 due to ongoing shade structure installations and dredging work. While Hercules High School offers adequate space and seating at its football field and track, limited parking in the area could create accessibility and traffic challenges. Overall, while a drone show is an innovative idea, it would require significant planning, investment, and coordination to be a viable option.

 Parade and 5K Fun Run: The City could work with the budgeted funds to revive its tradition of hosting a community-wide Fourth of July celebration with food vendors, a parade, and a fun run. This type of event could serve as a meaningful step toward a more sustainable celebration. With potentia l support from local partners, it offers an opportunity to reassess the event and boost community participation. More planning is needed to finalize the logistics of such an event.
216

FISCAL IMPACT:

The City Council has allocated $50,000 for the Fourth of July Celebration in the fiscal year 2025-26 Budget. It is recommended that the City Council authorize staff to engage in discussions with community partners regarding the reinstatement of the parade and a fun run in 2026. If the Council prefers an alternat ive option, additional resources may be required.

ATTACHMENTS:

None
Financial Impact

Description: $50,000 FY2025-26 Budget
Funding Source: General Fund #100-5510-611.90-00
Budget Recap:

Total Estimated cost: $50,000 New Revenue: $0
Amount Budgeted: $50,000 Lost Revenue: $0
New Funding required: $0 New Personnel: $0
Council Policy Change: Yes  No 
217

DISCUSSION AND/OR ACTION ITEM

AGENDA ITEMS

3. 25-293
218
1 STAFF REPORT TO THE CITY COUNCIL

DATE: Regular Meeting of November 12, 2025

TO: Mayor and Members of the City Council

VIA: Dante Hall, City Manager

SUBMITTED BY: Edwin Gato, Director of Finance

SUBJECT: FY 25-26 1st Quarter Budget Report

RECOMMENDED ACTION:

Review and accept the First Quarter Budget Report for the fiscal period concluding on September 30, 2025.

COMMISSION/SUBCOMMITTEE ACTION AND RECOMMENDATION:

This report w ill be presented to the Finance Commission at their regular meeting on November 19, 2025.

EXECUTIVE SUMMARY:

City staff prepares quarterly financial reports to provide a thorough overview of the City funds. These reports are designed to inform the community, the Council, and the organization by presenting a detailed comparison of the annual budgeted amounts against the actual revenues and expenditures of the operating departments.

The financial information included in these reports is based on preliminary, unaudited data derived from the municipal financial system as of the report date. It is important to recognize that seasonal fluctuations and specific events within municipal operations may influence the proportion of revenues collected and expenditures incurred to date, which could subsequently affect the overall financial assessment.

DISCUSSION:

This report presents a comprehensive summary of the City’s financial performance for the three-month period ending on September 30, 2025. It includes a thorough analysis of the General Fund, a review of the Capital Improvement Program, and a consolidated overview of other City funds, all reported on a cash basis of accounting. Under this method, revenues 219
2 are recognized upon receipt, ensuring clarity in income reporting, while expenditures are recorded when payments are processed, allowing for accurate tracking of cash flow.

GENERAL FUND
The General Fund serves as the primary operating fund of the City, encompassing all financial activities that are not allocated to other designated funds. Various general revenue sources, including property taxes, sales taxes, other general taxes, and fees, primarily support this fund. The expenditures from the General Fund are directed towards essential services that uphold the community's safety and welfare, including public safety, public works, and general government administration. These services are integral to maintaining effective governance and infrastructure, thereby comprehensively addressing the needs of the residents.

The Fiscal Year (FY) 2025-26 General Fund budget is projected to generate total revenues of $20.9 million. As of September 30, 2025, the General Fund has successfully collected $4 million, which constitutes 19% of the estimated revenues for this fiscal year. Notably, this collection rate represents a 5% increase compared to the same period in the previous fiscal year.

The expenditure appropriations for the General Fund for fiscal year 2025-26 are set at $20.5 million. As of September 30, 2025, actual expenditures totaled $5.3 million, representing 26% of the FY 2025-26 budget. This is 1% lower than the same period in the previous fiscal year.

As is typical with the General Fund, the information available from the first quarter is not sufficient to make accurate projections regarding the fiscal year’s performance. The primary objective of this report is to highlight significant deviations—both positive and negative— encountered thus far in relation to a standard first quarter. Furthermore, this report aims to identify areas that may require additional attention in the future. Comprehensive details regarding revenues and expenditure are provided in the subsequent sections of the report.

220
3 General Fund Revenue Analysis

General Fund
Revenues

General Taxes
79%
User Fees
10%
Use of Money
and Property
6%
Misc
5%
221
4 About 79% of the General Fund revenues comes from taxes in the following categories:

 Utility Users Tax (UUT)
 Sales Tax
 Property Taxes
 Vehicle License Fees (VLF)
 Business License Fees
 Real Property Transfer Tax (RPTT)
 Franchise Fees
 Transient Occupancy Tax (TOT)

The City substantially relies on its General Fund revenues, which are primarily derived from economically sensitive sources, including property taxes, sales taxes, and utility user taxes.

These revenue streams are essential in shaping the financial framework of the City. Any underperformance or deviation from anticipated projections in these critical sources c an significantly disrupt the funding available for vital programs and services that serve the community. Consequently, fluctuations in these revenues may have extensive implications for the City’s capacity to support its residents and maintain essential services.

Sales Taxes
The principal source of revenue for the City's General Fund originates from the State, with remittances occurring monthly. The sales tax rate in Hercules is currently at

9.25%, which applies to all retail sales. During the first quarte r, revenues have increased by 2% compared to the same quarter of the previous year. It is significant to note that this revenue stream is highly concentrated among a limited number of major operators, with over 70% of the City's sales tax generated by its top three contributors. As of September 30, 2025, the City has collected $1.5 million, accounting for 25% of its annual budget, putting it on track with the estimates.

The chart below illustrates the sources of the City’s sales revenues by industry group, comparing them to the same quarter in previous years.

Annual Per Capita Sales Tax

F Y 2 0- 21 F Y 2 1- 22 F Y 2 2- 23 F Y 2 3- 24 F Y 2 4- 25 4 4 4 3 3
13 15 15 15 15
9 15 25 23 23
20 21
20 19 20
40 46
53 46 48
26 28
30 26 26County Pool
Business to Business
Construction
Transportation
Food Products
General Retail
222
5 Utility Users Tax
The City has established a Utility Users Tax (UUT) that applies to the consumption of various utility services, including electricity, gas, water, sewer, telephone, sanitation, and cable television, among others. The current tax rate is set at 8%, following the approval of Measure N by voters in November 2022, which also extended the tax's sunset provision. The City holds the responsibility for determining the tax rate and for specifying the allocation of the revenue generated. As of September 30, 2025, $1.1 million has been collected, representing 26% of the estimated revenues. This amount indicates that the revenue collection is proceeding in accordance with the initial projections.

Property Tax & Vehicle License Fee (VLF)
The City receives property ta x and VLF payments between December and April; therefore, as of this date, no property tax revenues have been allocated from the County. Historically, the City has exhibited stable growth in property tax and VLF revenue, a trend that is well-supported by data from previous years. Furthermore, the current assessment conducted by the County Assessor's Office indicates a favorable outlook for ongoing revenue growth.

Business License Fee
Most businesses operating within the City limits are required to pay their business license tax annually, with the payment due on January 1st and expiring on December 31st. In the City of Hercules, the business license tax is similarly due and payable on January 1st. Should the tax not be paid by January 31st, it shall be consi dered delinquent, and penalties may be assessed accordingly.

For businesses located outside the City of Hercules and holding a state contractor's license, quarterly payments are available. These payments are due on the first day of January, April, July, and October each year. As such, the revenue collected as of September 30, 2025, is derived from contractors who have elected to remit their business license fees every quarter. It should be noted that the majority of revenue will be accumulated starting in January.

Real Property Transfer Tax
The County Recorder's Office mainly collects the real property transfer tax when property transfer documents, such as deeds, are recorded. This process is typically part of the closing phase of a real estate transaction (escrow) and is considered a one-time, transactional event. T he tax is assessed only once, at the time of the property's sale or ownership transfer and is paid when the deed or other legal documents are recorded, usually during closing. As a result, this revenue can vary each year based on the volume of property sales.

In the City of Hercules, the real property transfer tax rate is a combined total of $1.10 per $1,000 of property value. This total includes a city rate of $0.55 and a county rate of $0.55. As of September, the revenue collected from the real property transfer tax totaled $38,522, representing 25% of the estimated total and indicating that we are on track for the year.

223
6 Franchise Fees
City franchise fee revenue is an essential payment that utility companies make to local governments in exchange for the right to use public property, such as roads and easements. Franchise agreements between the City and the utility companies explicitly delineate the conditions under which these utilities may operate within the City. Typically, the franchise fee is calculated as a percentage of the utility's gross revenue generated from customers located within the City limits. This revenue is subsequently allocated to the City's general fund, which supports vital ongoing operations.

As of September 30, 2025, the total revenue collected reached $218,777, accounting for 16% of the budget estimate. The observed variance is primarily due to PG&E remitting its Utility User Tax (UUT) payment in March each year.

Transient Occupancy Tax (TOT)
The City of Hercules enforces a Transient Occupancy Tax (TOT) set at 10% of the rental charges for guests utilizing hotels and comparable lodging facilities. This tax is applicable to stays of 30 consecutive calendar days or less. A significant portion of the revenue derived from this tax is generated through Airbnb and other short-term rental operations. Additionally, as stipulated in the Development Agreement, Hercules Self-Storage Management LLC is obligated to remit 10% of its rental income to the City in lieu of the TOT. This revenue stream is instrumental in supporting local services and infrastructure, reflecting the community's dedication to upholding a high quality of life for both residents and visitors.

As of September 30, 2025, the City has collected $57,701, which represents 24% of the estimated revenue.

Program Revenues/User Fees
The City of Hercules generates program revenues and user fees from various sources related to services provided to residents and businesses. A detailed Master Fee Schedule for the Fiscal Year 2025-26, effective September 23, 2025, is available on the Finance Department's webpage for reference. This schedule outlines the fees for different programs offered to the community, ensuring transparency and clarity regarding the costs associated with these services.

As of September 30, 2025, the revenue collected from programs totaled $516,264, representing 25% of the estimated revenue. This amount indicates that the city is in line with its financial projections.

Use of Money & Property
The use of money and property pertains to the revenue generated by a government entity through its investments, rental income, and other operations involving its assets. As of September 30, 2025, the City's earnings from investments and rental income amounted to $318,880, which represents 26% of the estimated revenue. This indicates that the City is on track with its projections.

Administrative Cost Allocation
Administrative cost allocation is the process of distributing shared administrative expenses—such as rent, utilities, and salaries for support staff —across various 224
7 products, services, or departments. This process ensures that each part of an organization fairly shares these overhead costs by using a logical and consistent method, such as headcount, square footage, or a percentage of direct costs. Proper allocation provides accurate financial reporting and aids in strategic decision-making, grant compliance, and resource management.

Miscellaneous Revenues
Miscellaneous revenues encompass a variety of financial inflows that include funds collected from different government agencies, as well as penalties imposed through fines and property forfeitures.

General Fund - Expenditure Analysis
Operating expenses, organized by department, are currently tracked at approximately 26% of the annual budget through September 30, 2025. It is noteworthy that expenditures on workers’ compensation and general liability insurance are fully paid at the beginning of the fiscal year. This results in the first quarter exceeding its budgetary appropriation.

At this early stage, there is not enough information to determine whether expenditures will significantly deviate from the budget, given the timing of these expenses. Nevertheless, based on the current expenditure rate, it is in line with initial estimates. A comprehensive review of the budget will be conducted at mid-year, specifically as of December 31, and any necessary adjustments will be prepared based on that analysis.

SEWER ENTERPRISE FUND
A sewer enterprise fund is a self-sustaining governmental fund that plays a crucial role in managing the financial aspects of a City's sewer system. This fund is primarily supported by user fees, including service charges and connection fees, which are specifically designed to cover the various costs associated with the sewer service. These fees are essential, as they are earmarked exclusively for the operation, maintenance, and future e xpansion of the sewer infrastructure, ensuring that the financial burden falls on those who utilize the service rather than on taxpayers.

Operating much like a private business, the sewer enterprise fund utilizes accrual-based accounting practices to track its financial health meticulously. This approach allows for a clear and comprehensive understanding of the fund's financial activities, separating its operations from the City's general fund. By maintaining this financial independence, the fund ensures the efficient and effective management of the City's sewer system, ultimately contributing to the public health and environmental sustainability of the community.

Sewer fees, similar to property taxes, are assessed annually and included in the property tax roll. The City receives these funds from the county in December. As a result, no revenue has been received for this period so far. However, the fund currently has a sufficient cash balance to support its operations until the revenues are received.

SPECIAL REVENUE FUNDS
Special Revenue funds are specialized accounts established to manage financial resources earmarked for specific purposes, as dictated by legal requirements or various restrictions, including local ordinances, state or federal regulations, or detailed grant agreements. These funds operate under a stringent framework that necessitates the careful tracking of revenue and expenditures separately from the general fund and any other fiscal accounts. This 225
8 separation is crucial to ensure that financial resources are used exclusively for their intended purposes, thereby fostering a culture of accountability and transparency.

For example, Special Revenue funds may be created to support essential initiatives, such as road maintenance, by drawing on dedicated sources, such as state gas taxes.

Additionally, these funds can finance grants or local assessments for specific community projects and maintenance, such as park development or stormwater management systems and landscaping and lighting maintenanc e, ensuring that local needs are effectively addressed and that funds are allocated responsibly in service of the community. Revenues from the Landscaping and Lighting Assessment District (LLAD) are incorporated into property taxes. The assessment fees are collected during the period from December to April; therefore, no LLAD assessment fees have been received to date this year. Nonetheless, there are adequate funds in the cash reserve to finance ongoing projects or programs until the revenues are collected.

CAPITAL PROJECT FUNDS
City capital project funds are specialized accounts designated for the acquisition, construction, or enhancement of vital city assets, including critical infrastructure and public facilities. These initiatives typically involve extensive planning and execution over multiple years, reflecting the City’s commitment to sustainable growth and development.

The funding for these significant projects is sourced from a variety of channels, including general revenue—which represents cash readily available for use—debt financing through instruments such as bonds, and grants that help offset costs. Each source of funding comes with specific regulations that dictate its appropriate use, ensuring transparency and accountability in municipal spending.

Projects undertaken with these funds are strategically prioritized based on the city’s overarching goals and community needs. They can encompass a wide array of developments, from constructing and repairing roads and sewer systems to creating vibrant parks and building essential public structures. Each project contributes to enhancing the quality of life for residents, promoting safety, accessibility, and civic pride within the community.

As of September 30, 2025, active projects have incurred an aggregate expense of $3.7 million, as illustrated in attachment 4. There is adequate funding available to complete these projects.

DEBT SERVICE FUNDS
Debt service funds are specialized accounts established to meticulously manage and fulfill the City’s long-term debt obligations, such as those arising from bond issuances. These funds accumulate resources from diverse sources, including property taxes, user fees, and transfers from other financial accounts, thereby creating a reliable pool of funds to make timely and consistent payments to bondholders. The primary objective of these funds is to ensure that all debt commitments are honored in full and on schedule, thus maintaining the City's financial integrity. By keeping these funds distinct from the general operating budget, municipal authorities can prioritize debt obligations effectively. 226
9 INTERNAL SERVICE FUNDS
Municipal governments establish internal service funds to efficiently manage and account for the costs associated with delivering essential services, including information technology operations, fleet management, and facility maintenance. These services are provided to various departments on a cost-reimbursement basis, thereby enhancing accountability and transparency.

Operating like a business, these funds use accrual accounting to accurately track both revenues and expenses. This methodology ensures that each service remains self - sustaining while providing clarity on the comprehensive costs of delivering it. By adopting this model, municipalities can optimize the management of shared resources, improving efficiency and enhancing coordination of centralized operations across the municipal framework.

As of September 30, 2025, the Internal Service Funds reported a balance of $1.5 million.

This amount highlights the financial stability and resource availability required to support our operational services and future replacement needs effectively.

AGENCY FUNDS
The Agency Funds group includes the assessment district bond that is not obligations of the City and a trust fund established for the Other Post-Employment Benefits (OPEB).

SUCCESSOR AGENCY
A Successor Agency is a formally established entity in California responsible for managing the dissolution process of former redevelopment agencies. After the state's decision to dissolve all redevelopment agencies in 2012, these Successor Agencies have become essential in overseeing the settlement of existing debts and contractual obligations, as well as the efficient disposal of the former agency's assets. Each agency operates under the supervision of an Oversight Board, which ensures transparency and accountability throughout the winding-down process.

Importantly, the Successor Agency is a separate entity from the City. Successor Agency accounting occurs through separate trust funds that record tax increment revenues and payments for items approved by the Oversight Board in the Required Obligation Payment Schedule (ROPS).

FISCAL IMPACT:

The first-quarter report for FY 2025-26 presents an analysis of variances between budgeted and actual revenues and expenditures. This document serves an informational purpose only and does not have any financial implications.

227
10 ATTACHMENTS:

1. General Fund Year-To-date Revenue Report through September 30, 2025

2. General Fund Year-To-date Expenditure Report through September 30, 2025

3. All Funds Year-to-date Revenues and Expenditures Report through September 30, 2025

4. Active Capital Projects report through September 30, 2025

228
Description Budget
FY 25-26
1st Quarter
%
Collected
FY 24-25
1st Quarter
$ Change from
Prior Year
% Change
from Prior
Year
Sales Tax 5,890,000 1,497,719 25% 1,463,683 34,036 2% Utility User Tax 4,202,000 1,071,766 26% 1,066,353 5,413 1% Vehicle License Fee (VLF) 2,722,000 - 0% - - 0% Property Taxes 1,674,000 - 0% - - 0% Franchise Fees 1,382,000 218,777 16% 198,948 19,829 10% Business Licenses 282,000 25,583 9% 14,994 10,589 71% Transfer Tax 153,000 38,522 25% 25,071 13,451 54% Transient Occupancy Tax 245,000 57,701 24% 7,328 50,373 0% Program Revenues 2,079,400 516,264 25% 508,210 8,054 2% Use of Money & Property 1,209,100 318,880 26% 276,624 42,256 15% Cost allocated to other funds 785,968 196,492 25% 196,729 (237) 0% Miscellaneous 267,159 61,556 23% 70,592 (9,036) -13% Total 20,891,627 4,003,260 19% 3,828,532 174,728 5% $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 $7,000,000 Sales Tax
Utility User Tax
Vehicle License Fee (VLF)
Property Taxes
Other Taxes
Program Revenues
Use of Money & Property
Cost allocated to other funds
Miscellaneous
City of Hercules
General Fund Year-to-date Revenue Report through 9/30/2025 Estimated Revenues vs. Actual
FY 24-25 1st Quarter FY 25-26 1st Quarter FY 25-26 Adopted Budget 229
Description Budget
FY 25-26
1st Quarter % Used
FY 24-25
1st Quarter
$ Change from
Prior Year
% Change
from Prior
Year
Police 9,635,424 1,887,720 20% 1,928,041 (40,321) -2% Public Works 443,381 105,845 24% 122,427 (16,582) -14% Community Development 1,104,239 189,567 17% 188,573 994 1% Parks and Recreation 2,700,746 712,572 26% 681,834 30,738 5% City Council 356,144 88,973 25% 86,036 2,937 3% City Manager 553,611 113,288 20% 123,704 (10,416) -8% Workers Comp/General Liability 1,757,019 1,385,743 79% 1,458,642 (72,899) -5% Human Resources 599,922 103,145 17% 101,624 1,521 1% Legal 255,000 44,016 17% 32,282 11,734 36% City Clerk/PIO 537,496 97,462 18% 77,637 19,825 26% Finance 1,458,595 224,983 15% 225,613 (630) 0% Non-Department 260,000 115,000 44% 115,000 - 0% Transfers Out - Debt Obligation 806,291 201,573 25% 199,614 1,959 1% Total 20,467,868 5,269,887 26% 5,341,027 (71,140) -1% $0 $2,000,000 $4,000,000 $6,000,000 $8,000,000 $10,000,000 $12,000,000 Police
Public Works
Community Development
Parks and Recreation
City Council
City Manager
Workers Comp/General Liability
Human Resources
Legal
City Clerk/PIO
Finance
Non-Department
Transfers Out
City of Hercules
General Fund Year-to-date Expenditure Report through 9/30/2025 Budget vs. Actual
FY 24-25 1st Quarter FY 25-26 1st Quarter FY 25-26 Adopted Budget 230
FY 25-26 Year to Date (YTD) Fund Balance Report - All Funds Through September 30, 2025
General Fund
Unaudited Unaudited
Beginning
Balance
Revenues and
Transfers In
Expenditures and
Transfers Out Net Activities
Ending
Balance Revenue Expenditure
Fund Number Fund Name 7/1/25 9/30/25 % Collected 9/30/25 % Used 9/30/25 9/30/25 Estimate Budget 100 GENERAL FUND 28,416,957 4,003,260 19% 5,269,887 26% (1,266,627) 27,150,330 20,891,627 20,467,868 28,416,957 4,003,260 5,269,887 (1,266,627) 27,150,330 20,891,627 20,467,868 Special Revenue Funds
Unaudited Unaudited
Beginning
Balance
Revenues and
Transfers In
Expenditures and
Transfers Out Net Activities
Ending
Balance Revenue Expenditure
Fund Number Fund Name 7/1/25 9/30/25 % Collected 9/30/25 % Used 9/30/25 9/30/25 Estimate Budget 101 ASSET SEIZURE 167,109 - 0% 6,547 7% (6,547) 160,562 - 100,000 201 AB 3229 COPS Program 80,822 - 0% - 0% - 80,822 150,000 186,159 220 CITYWIDE L&L DIST 83-2 601,098 - 0% 363,663 17% (363,663) 237,435 2,351,768 2,199,033 221 VICTORIA BY THE BAY L&L (859,840) - 0% 117,845 16% (117,845) (977,685) 590,212 728,080 222 HERCULES VILLAGE L&L DIST 109,295 - 0% 42,849 17% (42,849) 66,446 188,241 245,104 223 BAYWOOD ASSESS 04-1 L&L 86,692 - 0% 30,777 17% (30,777) 55,915 186,035 185,981 224 BAYSIDE ASSESS DIST L&L 116,231 - 0% 19,965 12% (19,965) 96,266 170,209 169,187 225 ARTERIAL ROADWAYS 513,059 - 0% 73,783 20% (73,783) 439,276 349,928 376,790 231 STORMWATER ASSESSMENT (24,068) - 0% 73,793 19% (73,793) (97,861) 375,000 392,606 241 DIF-GEN PUBLIC FACILITIES 16,907 1,208 0% - 0% 1,208 18,115 - - 242 COMMUNITY DEVELOPMENT FND 248,854 2,112 0% - 0% 2,112 250,966 - - 243 DEVELOPMENT FEE FUND 42,272 - 0% - 0% - 42,272 - - 244 DIF-POLICE FACILITIES 355,421 2,143 0% - 0% 2,143 357,564 - - 246 DIF-FIRE FACILITIES 1,756 - 0% - 0% - 1,756 - - 247 DIF-PARK & REC 224,371 2,493 0% - 0% 2,493 226,864 - 150,000 249 PUBLIC BENEFIT FEE 1,089,360 - 0% - 0% - 1,089,360 - - 261 DIF-TRAFFIC FACILITIES 496,255 8,736 0% - 0% 8,736 504,991 - - 262 STATE GAS TAX FUND 547,260 192,241 26% 101,194 13% 91,047 638,307 738,148 754,459 263 MEASURE "J" STREET FUND 409,756 - 0% 136,951 22% (136,951) 272,805 493,303 612,868 264 STMP TRAFFIC IMPACT FUND 3,147 - 0% - 0% - 3,147 - - 266 BART (PARK & RIDE) 6,776 - 0% 4,727 5% (4,727) 2,049 92,000 92,000 267 GENERAL PLAN UPDATE 1,604,618 54,100 - 0% 54,100 1,658,718 - 1,300,000 268 SB1 (RMRA) 1,688,832 183,331 27% - 0% 183,331 1,872,163 683,809 500,000 The General Fund serves as the backbone of the City's financial operations, providing a comprehensive account of all general revenues and expenditures. This vital fund is responsible for financing essential services that ensure the well-being and safety of the community. These include public safety initiatives like police services, street maintenance to keep transportation smooth, community services that enhance residents' quality of life, and the management of parks and recreational facilities for leisure and enjoyment. Additionally, it supports the administrative functions that keep the City running efficiently. The primary revenue sources sustaining the General Fund include various general taxes, such as sales tax, utility users tax, and property tax, which collectively enable the City to deliver these critical services.

Special revenue funds serve as dedicated accounts for revenues that are legally bound to be used for specific purposes. These funds play a crucial role in supporting essential services and projects, such as maintaining roads, funding libraries, or facilitating targeted grant programs. Unlike the general fund, which provides flexibility for a wide array of city expenditures, special revenue funds require separate accounting due to their restricted usage. This ensures transparency and accountability in how these funds are allocated and spent. Examples of special revenue funds include state gas tax revenues earmarked for street improvement projects, which help enhance transportation infrastructure, and federal grants designated for law enforcement initiatives aimed at improving community safety. These funds are vital for fulfilling community needs and advancing local priorities. 231
FY 25-26 Year to Date (YTD) Fund Balance Report - All Funds Through September 30, 2025
291 SOLID WASTE AND RECYCLING 786,070 - 0% 16,158 4% (16,158) 769,912 - 381,852 521 REGIONAL WATER QUALITY 57,747 - 0% - 0% - 57,747 - - 640 SUCCESSOR HOUSING AGENCY 6,188,900 - 0% 6,588 5% (6,588) 6,182,312 - 120,595 14,558,701 446,364 7% 994,840 12% (548,476) 14,010,225 6,368,653 8,494,714 Sewer Enterprise Funds
Unaudited Unaudited
Beginning
Balance
Revenues and
Transfers In
Expenditures and
Transfers Out Net Activities
Ending
Balance Revenue Expenditure
Fund Number Fund Name 7/1/25 9/30/25 % Collected 9/30/25 % Used 9/30/25 9/30/25 Estimate Budget 420 WASTEWATER - OPERATION 14,127,079 - 0% 875,246 9% (875,246) 13,251,833 6,505,000 10,080,152 14,127,079 - 0% 875,246 9% (875,246) 13,251,833 6,505,000 10,080,152 Internal Service Funds
Unaudited Unaudited
Beginning
Balance
Revenues and
Transfers In
Expenditures and
Transfers Out Net Activities
Ending
Balance Revenue Expenditure
Fund Number Fund Name 7/1/25 9/30/25 % Collected 9/30/25 % Used 9/30/25 9/30/25 Estimate Budget 450 VEHICLE REPLACEMENT FUND 279,651 40,750 25% - 40,750 320,401 163,000 - 460 IT OPERATING FUND 790,838 275,713 25% 541,980 38% (266,267) 524,571 1,102,852 1,441,997 470 FACILITY MAINTENANCE FUND 124,913 261,781 25% 287,112 24% (25,331) 99,582 1,047,125 1,201,184 480 IT REPLACEMENT FUND 360,895 - 0% 49,802 100% (49,802) 311,093 292,000 50,000 490 FACILITY REPLACEMENT FUND 247,669 - 0% - - 247,669 - - 1,803,966 578,244 22% 878,894 33% (300,650) 1,503,316 2,604,977 2,693,181 Debt Service Funds
Unaudited Unaudited
Beginning
Balance
Revenues and
Transfers In
Expenditures and
Transfers Out Net Activities
Ending
Balance Revenue Expenditure
Fund Number Fund Name 7/1/25 9/30/25 % Collected 9/30/25 % Used 9/30/25 9/30/25 Estimate Budget 672 2003B DEBT SERVICE PFA - - 0% - 0% - - 561,212 561,212 673 2009 DEBT SERVICE PFA - - 0% - 0% - - 906,578 906,578 388 EQUIPMENT LEASE - 245,079 100% 245,079 100% - - 245,079 245,079 - 245,079 14% 245,079 14% - - 1,712,869 1,712,869 This fund is specifically designated for the wastewater treatment services provided to the cities of Hercules and Pinole, as well as for the ongoing maintenance of the city's sewer lines and related facilities. It functions as a self-supporting initiative, delivering essential services on a user-charge basis to both residential and commercial stakeholders. This structured approach ensures the sustainability and reliability of our wastewater management system, facilitating efficient service delivery while promoting responsible consumption among users.

The Internal Service Fund (ISF) serves as a strategic framework for the effective management and accounting of various essential services and goods, including information technology support, fleet management, and facility maintenance. These services are provided by one city department to another on a cost-reimbursement basis. This approach not only enhances transparency in cost tracking but also promotes operational efficiency by ensuring that the departments utilizing these vital services contribute financially.

The Debt Service Fund is a designated financial mechanism used to account for and service the City’s long-term debt, including instruments such as bonds. This fund is vital for the City’s financial management, as it aggregates resources from various income streams, including property taxes and transfers from other municipal funds. By ensuring that sufficient resources are available, the Debt Service Fund facilitates the punctual payment of both principal and interest obligations, thereby upholding the City’s creditworthiness and demonstrating prudent fiscal administration to stakeholders. 232
FY 25-26 Year to Date (YTD) Fund Balance Report - All Funds Through September 30, 2025
Capital Projects Funds
Unaudited Unaudited
Beginning
Balance
Revenues and
Transfers In
Expenditures and
Transfers Out Net Activities
Ending
Balance Revenue Expenditure
Fund Number Fund Name 7/1/25 9/30/25 % Collected 9/30/25 % Used 9/30/25 9/30/25 Estimate Budget 295 FEDERAL GRANTS - - 0% - 0% - - - -
296 STATE GRANTS - 646 0% 646 0% - - 190,500 190,500 300 CITY CAPITAL PROJ-SINGLE 2,460,930 2,935,520 100% 206,508 7% 2,729,012 5,189,942 2,923,720 2,923,720 387 WATER QUALITY RET BASIN 358,970 - 0% 1,311 3% (1,311) 357,659 63,000 49,000 2,819,900 2,936,166 208,465 2,727,701 5,547,601 3,177,220 3,163,220 Agency Funds
Unaudited Unaudited
Beginning
Balance
Revenues and
Transfers In
Expenditures and
Transfers Out Net Activities
Ending
Balance Revenue Expenditure
Fund Number Fund Name 7/1/25 9/30/25 % Collected 9/30/25 % Used 9/30/25 9/30/25 Estimate Budget 382 ASSMT DIST 05-01 DEBT SVC 378,812 - 0% 196,310 86% (196,310) 182,502 229,356 229,356 501 TAYLOR WOODROW MAINT LMOD 78,611 - 0% - 0% - 78,611 - - 511 GASB 45 OPEB LIABILITY 3,091,977 - 0% 13,087 11% (13,087) 3,078,890 144,000 115,800 3,549,400 - 209,397 (209,397) 3,340,003 373,356 345,156 Private Purpose Trust Funds
Unaudited Unaudited
Beginning
Balance
Revenues and
Transfers In
Expenditures and
Transfers Out Net Activities
Ending
Balance Revenue Expenditure
Fund Number Fund Name 7/1/25 9/30/25 % Collected 9/30/25 % Used 9/30/25 9/30/25 Estimate Budget 620 SUCCESSOR AGENCY 7,291,968 - 0% - 0% - 7,291,968 9,758,380 9,758,380 Agency fund accounts are financial instruments utilized by the City to manage assets on behalf of various entities without taking ownership of those assets. In this capacity, the City serves as a fiscal agent, committed to the efficient and responsible administration of funds. Typical examples of agency fund accounts include assessment districts, where properties are specially assessed to finance local public improvements such as roads, sewer lines, and landscaping, which provide direct benefits to those properties. Furthermore, these accounts may be employed for Other Post-Employment Benefits (OPEB), including retiree health benefits.

A private purpose trust fund for a successor redevelopment agency serves as a dedicated accounting and financial reporting mechanism for cities or counties managing the assets and liabilities of a dissolved agency. Its primary goal is to responsibly wind down the former agency's operations by fulfilling enforceable obligations as mandated by state law.

The Capital Projects Fund is an essential financial vehicle dedicated to the acquisition, construction, and major improvements of a City's long-term assets, which encompass critical infrastructure and public facilities. This fund operates independently from the City's operating budget, ensuring that resources are specifically allocated for significant projects. It is financed through various revenue sources, including bond proceeds, grants, and taxes, which contribute to a robust funding base. The Capital Projects Fund is instrumental in advancing key initiatives, such as the development of essential roadways, efficient sewer systems, inviting parks, and vital public buildings, all of which play a crucial role in enhancing the community's quality of life. 233
City of Hercules
FY 25-26 Year-to-date Capital Project Report Through
September 30, 2025
As of 09/30/25 % Expensed
Project
Number Project Description Previous Years
Adopted Budget
FY 25-26
Year-to-Date
Total Previous Years As of 09/30/25
Year-to-Date
Total
Outstanding
Encumbrances
Remaining
Budget
and
Encumbered
63047 2021 REHAB PROJ SYCAMORE 2,073,287 - 2,073,287 1,063,541 - 1,063,541 106,326 903,420 56% 63049 UPPER SEWER TRUNK LINE 100,000 100,000 200,000 103,705 - 103,705 - 96,295 52% 63052 BAYWOOD TREE REPLACEMENT 162,000 - 162,000 140,000 - 140,000 - 22,000 86% 63054 POLICE DEPT EXPANSION 160,000 - 160,000 5,089 - 5,089 - 154,911 3% 63056 HERCULES HUB 2,563,462 2,909,500 5,472,962 1,119,541 18,362 1,137,903 844,549 3,490,510 36% 63058 COUNCIL CHAMBER IMPROV 50,000 - 50,000 - - - - 50,000 0% 63060 CORP YARD DRAIN IMPROV 25,000 - 25,000 - - - - 25,000 0% 63061 PARK IMPROVEMENTS PROJECT 700,000 - 700,000 143,901 1,019 144,920 11,206 543,875 22% 63062 LUPINE HILL STABILIZATION 100,000 - 100,000 - - - 100,000 0% 63063 BEECHNUT PARK 254,000 340,500 594,500 48,437 646 49,083 8,212 537,205 10% 63064 HERCULES POLICE LOBBY 374,918 - 374,918 46,587 4,292 50,879 10,784 313,255 16% 63065 CITY HALL RENOVATION 137,170 337,700 474,870 25,684 - 25,684 14,302 434,884 8% 63066 SENIOR CENTER RENOVATION 22,715 19,250 41,965 941 - 941 4,475 36,549 13% 63067 COMMUNITY CENTER RENOVATION 132,638 100,000 232,638 9,149 - 9,149 223,489 - 100% 63068 TEEN CENTER RENOVATION 20,460 11,000 31,460 848 - 848 - 30,612 3% 63069 HANNA RANCH RENOVATION 6,820 34,650 41,470 283 - 283 - 41,187 1% 63070 LUPINE KIDS CENTER RENOVATION 17,380 - 17,380 720 - 720 - 16,660 4% 63071 PW MAINTANANCE YARD RENOVATION 30,000 - 30,000 21,350 - 21,350 - 8,650 71% 63072 OHLONE COMMUNITY CENTER RENOVATION 113,905 24,552 138,457 4,720 - 4,720 43,120 90,617 35% 63073 FOXBORO COMMUNITY CENTER RENOVATION 9,735 13,068 22,803 403 - 403 22,400 - 100% 63074 FALCON WAY STREET MAINTENANCE 1,650,000 - 1,650,000 57,987 22,675 80,662 28 1,569,310 5% 63075 FOXBORO STREET MAINTENANCE 150,000 550,000 700,000 - - - - 700,000 0% 63077 COUNTYWIDE SMART SIGNALS 65,100 - 65,100 65,091 - 65,091 - 9 100% 63078 FIRE STATION RE-ROOFING 93,401 - 93,401 93,401 - 93,401 - - 100% 63079 REFUGIO LAKE DREDGING 143,901 120,000 263,901 49,097 16,397 65,494 110,148 88,259 67% 63080 LEILA'S BY THE BAY ROOF - 30,000 30,000 - - - - 30,000 0% 63081 HERCULES BY THE BAY - 150,000 150,000 - - - - 150,000 0% 63082 GREEN INFRASTRUCTURE PROJECT - 150,000 150,000 - - - - 150,000 0% 63083 ANNUAL STREET PROJECT FY 26 - 500,000 500,000 - - - 26,491 473,509 5% 63084 JOHN MUIR PARKWAY TRAFFIC CALMING - 258,000 258,000 - - - 32,840 225,160 13% 63085 PROMENADE LIFT STATION - 185,000 185,000 - - - - 185,000 0% 63086 SEWER LINES SR-4/WILLOW - 200,000 200,000 - - - - 200,000 0% 63087 LOWER SYCAMORE PIPELINE - 151,680 151,680 - - - - 151,680 0% 63088 FOXBORO PLAYGROUND - 600,000 600,000 - 142,600 142,600 - 457,400 24% 63089 REFUGIO TENNIS COURT - 55,000 55,000 - - - - 55,000 0% ARP213 REFUGIO TENNIS COURT TREE 6,000 - 6,000 - - - - 6,000 0% ARP214 SIDEWALK & SAFE WALKWAYS 100,000 - 100,000 100,000 - 100,000 - - 100% ARP215 CMMTY SWIM CTR FENCE REPL 100,000 - 100,000 91,987 - 91,987 - 8,013 92% BR2207 TRAFFIC CALMING VILLAGE P 122,000 - 122,000 88,147 - 88,147 - 33,853 72% LLD231 REFURNISH GAZEBBO/RAILING 55,000 - 55,000 - - - - 55,000 0% LLD232 OHLONE DOG PK TREE REM/PR 85,000 - 85,000 - - - - 85,000 0% LLD233 TREE PLANTING/REM OPEN SP 110,000 - 110,000 61,650 - 61,650 - 48,350 56% LLD234 AERATOR REF VALLEY PARKS 60,000 - 60,000 42,744 2,474 45,218 - 14,782 75 % LLD242 TREE MITIGATION REPL PROG 150,000 - 150,000 98,920 - 98,920 - 51,080 66% PW0004 REPAIR LEAK IN LIBRARY 122,000 - 122,000 14,027 - 14,027 16,369 91,604 25% 10,065,892 6,839,900 16,905,792 3,497,950 208,465 3,706,415 1,474,739 11,724,639 31% Budget Actual Expenditures
234

Hercules City CouncilNovember 12, 2025

Hercules City Council
November 12, 2025