Agenda packet — Lakeport City Council, April 16, 2024 (part 1 of 2)

City Council Agenda of April 16, 2024 Page 2
AGENDA

REGULAR MEETING OF THE LAKEPORT CITY COUNCIL
(ALSO MEETS AS THE CITY OF LAKEPORT MUNICIPAL SEWER DISTRICT, THE

LAKEPORT INDUSTRIAL DEVELOPMENT AUTHORITY, THE MUNICIPAL FINANCING AGENCY OF LAKEPORT and THE SUCCESSOR AGENCY TO THE FORMER LAKEPORT REDEVELOPMENT AGENCY)*
Tuesday, April 16, 2024, 6:00 p.m.

City Council Chambers, 225 Park Street, Lakeport, California 95453 *All references to “City Council” include those other agencies which are listed above The City Council may discuss and/or take action on any or all of the items listed on the agenda irrespective of how the agenda items are described. The council may establish and make appointments to a Council committee (made up of two Councilmembers) with respect to any item appearing on this agenda.

I. CALL TO ORDER & ROLL CALL: 6:00 p.m.

II. PLEDGE OF ALLEGIANCE:

III. ACCEPTANCE OF AGENDA/ URGENCY
ITEMS:

Move to accept agenda as posted or move to add or delete items.

To add item, Council is required to make a majority decision that an urgency exists (as defined in the Brown Act) and a 2/3rds determination that the need to take action arose subsequent to the agenda being posted.

IV. CONSENT AGENDA: The following Consent Agenda items are expected to be routine and noncontroversial. They will be acted upon by the Council at one time without any discussion. Any Council Member may request that any item be removed from the Consent Agenda for discussion under the regular Agenda. Removed items will be considered following the Consent Calendar portion of this agenda.

A. Ordinances: Waive reading except by title, of any ordinances under consideration at this meeting for either introduction or passage per Government Code Section 36934.

B. Minutes: Approve minutes of the City Council the special meeting of March 28, 2024 and the regular meeting of April 2, 2024.

C. Application 2024-016: Approve application 2024-016, with staff recommendations, for the Missing and Murdered Indigenous People Day walk.

D. Records Retention Schedule: Adopt the proposed resolution adopting a records retention schedule, and authorizing destruction of certain City records and rescinding Resolution No. 2908 (2023).

E. Notice of Completion: Adopt the resolution accepting construction of the Lakefront Park Project by Builder Solutions, Inc. and authorize the filing of the Notice of Completion.

V. PUBLIC PRESENTATIONS/REQUESTS:

A. Public Input: Any person may speak for 3 minutes about any subject within the authority of the City Council, provided that the subject is not already on tonight’s agenda. Per Government Code §54954.3(a), the City Council cannot take action or express a consensus of approval or disapproval on any public comments regarding matters which do not appear on the printed agenda.

B. Employee Introductions: Introduce new City employee Melissa Carpenter.

C. Proclamation: Present a proclamation designating April 2024 as Child Abuse Prevention Month.

D. Proclamation: Present a proclamation designating April 2024 as Sexual Assault Awareness Month VI. PUBLIC HEARINGS:

A. Fire Mitigation Fee: Introduce the proposed ordinance revising Lakeport Municipal Code Chapter 3.34, Fire Mitigation Fees and direct City staff to schedule a public hearing for the second reading of the ordinance for May 7, 2024. Additionally, Further, continue the public hearing accepting the fire mitigation fee nexus report and resolution setting revised City Council Agenda of April 16, 2024 Page 3
fire mitigation fees for the Lakeport Fire Protection District to the next regular City Council meeting of May 7, 2024.

VII. COUNCIL BUSINESS:

A. Community Development Director

1. Fair Housing Adopt a resolution Affirmatively Furthering Fair Housing (AFFH) in Lakeport.

B. Public Works Director

1. Contract Award: Approve the plans, specifications and working details and award a construction contract to T&T Paving, Inc. dba Valley Paving for the South Main Street Sidewalk Project and authorize the City Manager to execute the construction contract for the bid amount of $334,279.15.

VIII. CITY COUNCIL COMMUNICATIONS:

A. Travel, Calendar, and
Miscellaneous Reports, if any:

IX. ADJOURNMENT:

Materials related to an item on this Agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City Clerk’s Office at 225 Park Street, Lakeport, California, during normal business hours. Such documents are also available on the City of Lakeport’s website, www.cityoflakeport.com, subject to staff’s ability to post the documents before the meeting.

The City of Lakeport, in complying with the Americans with Disabilities Act (ADA), requests individuals who require special accommodations to access, attend and/or participate in the City meeting due to disability, to please contact the City Clerk’s Office, (707) 263-5615, 72 hours prior to the scheduled meeting to ensure reasonable accommodations are provided.
_______________________________________
Hilary Britton, Deputy City Clerk

1. Call to Order and
Roll Call:

Mayor Froio called the meeting to order at 6:00 p.m., with Council Members Costa, Disney, Mattina and Mayor Froio present, with Council Member Parlet absent.

2. Silveira
Community
Center ADA
Improvements:

The staff report was presented by Assistant City Manager Walker.

A motion was made by Council Member Mattina, seconded by Council Member Costa and unanimously passed by voice vote, with Council Member Parlet absent, to authorize the City Manager to sign the statement of assurances and submit an application for State Community Development Block Grant Disaster Recovery /Mitigation and Resiliency Infrastructure Program Set Aside (CDBG-DR/MIT-RIP).

Adjournment: Mayor Froio adjourned the meeting at 6:04 p.m. ____________________________________
Michael Froio, Mayor
Attest:
__________________________
Kelly Buendia, City Clerk

MINUTES

NOTICE AND CALL OF SPECIAL MEETING

OF THE LAKEPORT CITY COUNCIL
Thursday, March 28, 2024
6:00 p.m.

City Council Chambers, 225 Park Street, Lakeport, California 95453 City Council Minutes of April 2, 2024 Page 2

MINUTES

REGULAR MEETING OF THE LAKEPORT CITY COUNCIL
(ALSO MEETS AS THE CITY OF LAKEPORT MUNICIPAL SEWER DISTRICT, THE

LAKEPORT INDUSTRIAL DEVELOPMENT AUTHORITY, THE MUNICIPAL FINANCING AGENCY OF LAKEPORT and THE SUCCESSOR AGENCY TO THE FORMER LAKEPORT REDEVELOPMENT AGENCY)*
Tuesday, April 2, 2024, 6:00 p.m.

I. CALL TO ORDER & ROLL CALL: Mayor Froio called the meeting to order at 6:03 p.m., with Mayor Froio, Council Members Costa, Disney, Mattina, and Parlet present.

II. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Barbara Clark.

III. ACCEPTANCE OF AGENDA/ URGENCY
ITEMS:

City Clerk Buendia noted that item 5.B Employee Introductions would need to be pulled due to a scheduling conflict.

A motion was made by Council Member Mattina, seconded by Council Member Disney, and unanimously carried by voice vote 5-0-0-0 to accept agenda as amended with the removal of item 5.B.

A. Ordinances: Waive reading except by title, of any ordinances under consideration at this meeting for either introduction or passage per Government Code Section 36934.

B. Minutes: Approve minutes of the City Council the regular meeting of March 5, 2024.

C. Warrants: Approve the warrant register of March 22, 2024 D. Emergency Resolution: Approve the continuation of the proclamation declaring a Local State of Emergency due to severe weather conditions including heavy rain, and extreme wind.

E. Application 2024-013: Approve application 2024-013, with staff recommendations, for the 2024 Memorial Day Pancake Breakfast.

F. Application 2024-015: Approve application 2024-015, with staff recommendations for the 2024 Autism Advocacy and Awareness Spring Carnival.

G. Out of State Travel: Authorize Out-of-State Travel for two (2) utility staff members to attend the California Rural Water Association’s Annual Expo.

Vote on Consent Agenda: A motion was made by Council Member Disney, seconded by Council Member Parlet, and unanimously carried by voice vote 5-0-0-0 to adopt the Consent Agenda, items AG.

V. PUBLIC PRESENTATIONS/REQUESTS:

A. Public Input: Sandra Campos spoke on the dying retail in the downtown, requesting photo opportunity stops within the downtown or other ways to drive foot traffic downtown.

City Council Minutes of April 2, 2024 Page 3
Anita Sangervasi spoke regarding struggling small businesses in the downtown.

Laura McAndrews Sammal, CEO of the Lake County Chamber of Commerce noted the efforts that the Chamber is making to support local businesses, including hosting master mind groups.

B. Employee Introductions: This item was removed from the agenda.

C. Proclamation: Mayor Froio presented a proclamation designating April 2024 as Arts, Culture and Creativity Month to members Barbara Clark, Mike Adams, and Laura McAndrews Sammal of the Lake County Arts Council.

VI. PUBLIC HEARINGS:

VII. COUNCIL BUSINESS:

A. Assistant City Manager

1. Contract Award: The staff report was presented by Assistant City Manager Walker.

A motion was made by Council Member Costa, seconded by Council Member Disney, and unanimously carried by voice vote 5-0-0-0 to authorize the City Manager to execute a professional services agreement with Willdan Financial Services for a Comprehensive Citywide Cost of Service Fee Study in an amount not to exceed $28,000.

B. City Manager

1. FY 2024/25 Goals: A Strategic Planning Workshop for Fiscal Year 24/25 Citywide Departmental Goals was conducted with the City Manager presenting the City Council Priority Areas and department heads presenting departmental goals.

VIII. CITY COUNCIL COMMUNICATIONS:

A. Travel, Calendar, and
Miscellaneous Reports, if any:

City Attorney Ruderman had no report.

City Manager Ingram thanked Clearlake PD for helping Lakeport PD and covering services while LPD attended leadership training. He also reported on the business visits he made with Congressman Thompson this week. In addition, he announced the next Homelessness and Mental Health outreach event will take place on May 1st, with a Pathways to Stability presentation.

Police Chief Rasmussen had no report.

Public Works Director Ladd was absent.

Community Development Director Hejnowicz had no report.

Administrative Services Director Buendia had no report.

Assistant City Manager Walker had no report.

Utilities Director Harris had no report.

Council Member Parlet reported on the Caltrans sign on highway 20, and the restrooms are still not open in the County Park.

Council Member Costa met with City Manager Ingram to brainstorm ideas for applying for grant opportunities through Redwood Region RISE.

Council Member Disney attended the Lake County Recreation Agency meeting. They are working branding and community engagement.

City Council Minutes of April 2, 2024 Page 4
Council Member Mattina attended the Housing Community Economic Development Committee for the League of California Cities meeting and they reviewed legislation coming out of the State.

Mayor Froio had no report.

IX. ADJOURNMENT: Mayor Froio adjourned the meeting at 9:01 p.m. _______________________________________
Michael Froio, Mayor
Attest:
______________________________________
Kelly Buendia, City Clerk
04/08/2024 2024-016
04/16/2024

Memorandum
DATE: April 9, 2024
TO: Hilary Britton, Deputy City Clerk/Records Supervisor FROM: Pheakdey Preciado, Senior EHS
RE: May 8, 2024, MMIP Walk (Missing and Murdered
Indigenous Peoples)/SR0005458
APN: 025-601-07
The Lake County Chamber of Commerce (Sponsor) must apply and pay for a sponsor temporary permit for a community event at least two weeks prior to the event from the Lake County Environmental Health Division Office. The food vendors must apply and pay for the temporary permit for the community event from the Lake County Environmental Health Division Office at least two weeks prior to the event.

Please note: The temporary permit, once issued, is not transferable, and is only good for that specific community event only.

COUNTY OF LAKE
Health Services Department
Environmental Health Division
922 Bevins Court
Lakeport, California 95453-9739
Telephone 707/263-1164
FAX 707/263-1681
Noemi C. Doohan, M.D.; Ph.D.; M.P.H.

Public Health Officer
Craig Wetherbee
Environmental Health Director
Promoting an Optimal State of Wellness in Lake County
Meeting Date: 04/16/2024 Page 1 Agenda Item # IV.D.

CITY OF LAKEPORT
City Council
City of Lakeport Municipal Sewer District
Lakeport Redevelopment Successor Agency
Lakeport Industrial Development Agency
Municipal Financing Agency of Lakeport

STAFF REPORT
RE: Records Retention Schedule Update: Version 12.0 MEETING DATE: 04/16/2024 SUBMITTED BY: Kelly Buendia, Administrative Services Director PURPOSE OF REPORT: Information only Discussion Action Item WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

The City Council is being asked to adopt a resolution modifying its current Records Retention Schedule.

BACKGROUND/DISCUSSION:

The Administrative Services Director/City Clerk administers the City’s Records Management Program, including its records retention policies. A consultant, Gladwell Governmental Services, Inc., was brought in as an expert in local government records to assist with the Records Management Program.

The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City. The retention schedule is not intended to be a static document, but instead, should be updated periodically to reflect current laws and best practices.

The City adopted a retention schedule created by Gladwell Governmental Services for the records retention policy in 2015, and has subsequently amended the retention schedule annually to reflect changes in statutes that affect recommended retention periods. This is the legal update for 2022-23, version 11.0.

Ms. Gladwell recommended the City modify the retention period for several records series in order to be in alignment with current statutes (as of 2024), best practices of other cities, and in full compliance with law. In addition, the City Attorney’s office and appropriate department heads have also reviewed and approved the updates. These changes are incorporated as Exhibit A of the proposed resolution, and highlighted in strikethrough format as Attachment 1 to this staff report.

Notable among the proposed changes are as follows:

1. Housing:
• New Item: HOU-005.5: Preliminary Application Form (required for a housing development project that includes residential units; form is provided by California Department of Housing & Community Development – Retention: 5

2. Finance:
a. FIN-029 – W-2s – Retention Change from P to 5 years (PERS now requires each pay period be documented, and most agencies have now gone to 5 years for all payroll, because they don’t have the staff to provide this level of service to former employees.) Meeting Date: 04/16/2024 Page 2 Agenda Item # IV.D.

3. Police:
a. New item (change in statute of limitations): PD-044.5 - CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile and Ward Cases -(Childhood Sexual Assault Only) – Retention = Keep for the lifetime of the victim

4. Information Technology – New Retention Schedule
OPTIONS:

Adopt revised retention schedule or provide direction to staff.

FISCAL IMPACT:

None $ Budgeted Item? Yes No
Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $ Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other:

Comments: The City will realize significant savings both in labor and storage expenses; including the avoidance of future storage and/or construction costs.

COUNCIL PRIORITIES:
☐ Priority #1: Public Safety & Crisis Response
☐ Priority #2: Disaster Resiliency
☒ Priority #3: Good Governance & Fiscal Stability
☐ Priority #4: Capital Infrastructure Improvement
☐ Priority #5: Safe, Sustainable & Attractive Neighborhoods ☐ Priority #6: Economic Development
SUGGESTED MOTIONS:

Move to adopt the proposed resolution adopting a records retention schedule, and authorizing destruction of certain City records and rescinding Resolution No. 2908 (2023).

Attachments: 1. Proposed Resolution

2. Proposed Changes to Retention Schedule in Strike-Through Format RESOLUTION NO. XXXX (2024)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT

ADOPTING A RECORDS RETENTION SCHEDULE, AND

AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING RESOLUTION NO. 2908 (2023)
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Lakeport; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of Lakeport has adopted guidelines for retention period for various government records, which the City previously adopted pursuant to Resolution No. 2746 (2020);

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKEPORT DOES RESOLVE AS FOLLOWS:

Section 1. Resolution 2908 (2023) is hereby rescinded.

Section 2. The records of the City of Lakeport, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council of the City of Lakeport.

Section 3. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

Section 4. This resolution shall become effective immediately upon its passage and adoption.

The foregoing Resolution was passed and adopted at a regular meeting of the City Council on the 16th day of April, 2024, by the following vote:

AYES:

NOES:

ABSTAINING:

ABSENT:
___________________________________
MICHAEL FROIO, Mayor
ATTEST:
_______________________________
KELLY BUENDIA, City Clerk

HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained.

Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.

The term “records” shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the official (original) record for the prescribed length of time.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

Destruction of an official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually it is the department that originates the record.

Records Description: The record series (a group of like records).

Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.

Vital? = Those records that are needed for basic operations in the event of a disaster.

Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY ATTORNEY Page CA-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ADMINISTRATIVE SERVICES / CITY ATTORNEY
Lead Dept. CA-001 City Attorney Opinions
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Admin.

Services /
City Attorney
CA-002 Closed Session Material
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Some material may be required for reference, depending upon subject; GC §34090 Admin.

Services /
City Attorney
CA-003 Lawsuits / Litigation - Historical Cases Resolution P P Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After Settled Department Preference for historical purposes; CCP §§ 337 et seq.; GC §§ 34090, 34090.6; PC §832.5(b) Admin.

Services /
City Attorney
CA-004 Lawsuits / Litigation - Routine Cases Resolution 5 years Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After Settled Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 34090, 34090.6; PC §832.5(b) Admin.

Services /
City Attorney
CA-005 Subject / Project Files (Cable TV, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Some material may be required for reference, depending upon subject; GC §34090 LAKEPORT, CA. ©1998 - 2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ADMINISTRATIVE SERVICES / CITY CLERK
Lead Dept. CC-001
Affidavits of Publications / Legal Advertising / Affidavits of Posting 2 years 2 years Mag, Mfr, OD, Ppr
Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) Admin.

Services /
City Clerk
CC-002
Agendas (Face Sheets) - City Council, Redevelopment, Successor Agency, Oversight Board, Public Financing Authority, Housing Authority, Municipal Finance Authority, Industrial Development Authority 2 years 2 years Yes: Until After Meeting Mag, Mfr, OD, Ppr S No Department Preference; GC §34090 et seq.

Admin.

Services /
City Clerk
CC-003
Agenda Packets / Staff Reports
- City Council, Redevelopment, Successor Agency, Oversight Board, Public Financing Authority, Housing Authority, Municipal Finance Authority, Industrial Development Authority 10 years 10 years Yes: Until After Meeting Mag, Mfr, OD, Ppr S No Department Preference; GC §34090 et seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
City Clerk
CC-004
Agreements - ALL - Approved If Imaged, Infrastructure,
CIPs, DDAs, OPAs, MOUs, MOAs
Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) & Insurance CertificatesExamples of Infrastructure: Architects, CIPs (Capital Improvement Projects,) City Manager employment contracts, franchise agreements, subdivision improvement agreements, development, Joint Powers, MOUs, retirement, water rights, etc.

Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: Upon Completion Other contracts are maintained by the Lead Department managing the contract; Department Preference; All infrastructure, JPAs, & Mutual Aid contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §337 et. seq., GC §34090; Contractor has retention requirements in 48 CFR 4.703 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
City Clerk
CC-005
Agreements - ALL - Approved Non-Infrastructure that are NOT Imaged Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) & Insurance CertificatesExamples of NON-Infrastructure: Consulting, disposal, leases, loans, mutual aid, professional services, settlement, services, etc.

Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completion Other contracts are maintained by the Lead Department managing the contract; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Admin.

Services /
City Clerk
CC-006
Applications for Boards, Commissions or Committees - Successful Term of
Office + 2
years
Term of
Office + 2
years
Mag, Ppr Department preference; GC §34090
Admin.

Services /
City Clerk
CC-007
Applications for Boards, Commissions or Committees - Unsuccessful 2 years 2 years Mag, Ppr GC §34090
Admin.

Services /
City Clerk
CC-008
Committee Rosters / Boards,
Commissions and Committees (Maddy Act)
2 years 2 years Mag, Ppr GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
City Clerk
CC-009
Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years City maintains original statements; GC §81009(e)&(g); GC §81009(f)&(g); 2 CCR 18615(d) Admin.

Services /
City Clerk
CC-010
Ethics Training Certificates / Harassment Prevention Training Certificates 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year GC § §53235.2(b); 53237.2(b) Admin.

Services /
City Clerk
CC-011 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Mag, Ppr Must post on website; GC §81009e; GC §34090; Admin.

Services /
City
Manager
CC-012
FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years 7 years Mag, Ppr
Must post on website for 4 years; GC §81009€; GC §34090 Admin.

Services /
City Clerk
CC-013 FPPC Form 803 (Behested Payment Report) 7 years 7 years Mag, Ppr GC §81009e; GC §34090 Admin.

Services /
City Clerk
CC-014 FPPC Form 804 (Agenda Report of New Positions) P P Mag, Ppr FPPC Regulation 18734(c); GC §81009e; GC §34090 Admin.

Services /
City Clerk
CC-015 FPPC Form 805 (Agency Report of Consultants) P P Mag, Ppr FPPC Regulation 18734(c); GC §81009e; GC §34090 Admin.

Services /
City Clerk
CC-016
FPPC Form 806 (Agency Report of Public Official Appointments) 7 years 7 years Mag, Ppr
Must post on website; 2 CCR 18702.5; GC §34090; GC §81009(e) LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ELECTIONS - CONSOLIDATED
Admin.

Services /
City Clerk
CC-017
Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) 2 years P P Mag, Mfr, OD, Ppr S Yes: After 2 years
Effective 1/2021, statements must be posted on line within 72 hours of the applicable filing deadline, and remain on line for 4 years; Paper must be retained for at least 2 years; GC §81009(b)(g); 84616 Admin.

Services /
City Clerk
CC-018
Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years
Effective 1/2021, statements must be posted on line within 72 hours of the applicable filing deadline and remain on line for 4 years; Paper must be retained for at least 2 years; GC §81009(b)(g); 84616 Admin.

Services /
City Clerk
CC-019
Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years 4 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(b)(g) Admin.

Services /
City Clerk
CC-020
Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years 7 years Mag, Ppr
Effective 1/2021, statements must be posted on line within 72 hours of the applicable filing deadline and remain on line for 4 years; Paper must be retained for at least 2 years; GC §81009(c)(g); 84616 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
City Clerk
CC-021
Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications for vacancies on the Council, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, etc.) 2 years 2 years Mag, Ppr GC §34090
Admin.

Services /
City Clerk
CC-022 Elections - HISTORY Files (Sample Ballot, Results) PP Mag, Mfr, OD, Ppr S No Department preference; GC §34090 Admin.

Services /
City Clerk
CC-023 Elections - Petitions (Initiative, Recall or Referendum) Results + 8
months, or
Final
Examination
if No Election
+ 1 year after
petition
examination
if petition is
insufficient
Results + 8
months, or
Final
Examination
if No Election
+ 1 year after
petition
examination if
petition is
insufficient
Ppr
Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 (End of Elections Section)
Admin.

Services /
City Clerk
CC-039 Enterprise System Catalogue (posted on line) Minimum 2 years Minimum 2 years Mag GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
City Clerk
CC-024
Historical Records & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) PP Mag, Mfr, OD, Ppr S No
City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 Admin.

Services /
City Clerk
CC-025
Minutes - City Council, Redevelopment, Successor Agency, Oversight Board, etc.

P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090
Admin.

Services /
City Clerk
CC-026 Municipal Code Administration, Distribution, etc. When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Admin.

Services /
City Clerk
CC-027
Municipal Code and History File (always retain 1 supplement) 2 years P P Mag, Mfr, OD, Ppr S No GC §34090
Admin.

Services /
City Clerk
CC-028 Ordinances (City Council) P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 et. seq.

Admin.

Services /
City Clerk
CC-029
Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.)See Elections for Initiative, Recall or Referendum Petitions 1 year 1 year Ppr Law requires 1 year for petitions; GC §50115 Admin.

Services /
City Clerk
CC-038 Proclamations 2 years 2 years Mag, Ppr GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CC-030
Proof of Publication / Public Hearing Notices / Certificate of Posting / Legal Advertising (Usually kept with Project Files)
2 years 2 years Mag, Ppr
Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090 Admin.

Services /
City Clerk
CC-031
Real Property - Records that
Affect the Title to Real Property
(Deeds, Easements, Liens, Rights of Way, etc.)
2 years P P Mag, Mfr, OD, Ppr S / I No GC §34090
Admin.

Services /
City Clerk
CC-032
Recordings / Tapes of City Council Meetings - Audio Recordings 2 years 2 years Mag, OD
Department Preference; State law only requires for 30 days; GC §54953.5(b) Admin.

Services /
City Clerk
CC-033
Recordings / Tapes of City Council Meetings - Video Recordings / DVD-R 2 years 2 years Mag, OD
Department preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 Admin.

Services /
City Clerk
CC-034
Records Destruction Lists / Certificates of Records Destruction PP Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 et. seq.

Admin.

Services /
City Clerk
CC-035
Records Retention Schedules / Amendments to Records Retention Schedules 10 years P P Mag, Mfr, OD, Ppr I GC §34090 et. seq.

Admin.

Services /
City Clerk
CC-036 Request for Public Records 2 years 2 years Mag, Ppr GC §34090 Admin.

Services /
City Clerk
CC-037
Resolutions City Council, Redevelopment, Successor Agency, etc.

P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 et. seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK Page CC-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
City Clerk
CC-040
Secretary of State Statement of Facts - Registry of Public Agencies 2 years 2 years Mag, Ppr GC §34090 et seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY MANAGER Page CM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ADMINISTRATIVE SERVICES / CITY MANAGER
Admin.

Services /
City
Manager
CM-001
City Manager Correspondence (Interoffice, Citizens, Legislative Positions, Organizations, etc.) When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr GC §34090
Admin.

Services /
City
Manager
CM-002 Department Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC §34090
Admin.

Services /
City
Manager
CM-006 Grand Jury Reports & Responses regarding City Operations 5 years 5 years Mag, Ppr Department Preference; GC §34090 Admin.

Services /
City
Manager
CM-003
Projects, Programs, Events, Economic Development, Subject & Issues (Issues and/or projects will vary over time - e.g. Hotels, Developments, etc.) When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr GC §34090
Admin.

Services /
City
Manager
CM-004 Special Event Permits
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Before
Expiration
Mag, Ppr GC §34090
Lead Dept. CM-005 Speech Notes / PowerPoint Presentations When No Longer Required When No Longer Required Mag, Ppr Notes, drafts, or preliminary documents; GC §34090 et seq.

LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ADMINISTRATIVE SERVICES / HUMAN RESOURCES
Admin.

Services /
Human
Resources
HR-027
1095-C, 1094-C (EmployerProvided Health Insurance Offer and Coverage & Transmittal Form) 2 years 3 years 5 years Mag, Ppr
Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Admin.

Services /
Human
Resources
HR-001 Benefit Plan Documents (CalPERS, Optical, Dental, etc.) Duration of the Contract + 2 years Duration of the Contract + 2 years Yes: For Duration of Contract Mag, Ppr EEOC / ADEA (Age) requires 1 year after benefit plan termination; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 12960, 34090 Admin.

Services /
Human
Resources
HR-002
CalPERS Benefit Administration(Includes contract amendment, actuarial reports, service credit reports, annual employee listing, etc.) 6 years 6 years Mag, Ppr
Department Preference; 6 years for retirement benefits; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 12960, 3409 Admin.

Services /
Human
Resources
HR-003 CalPERS Reports - Annual Employer Statements 2 years 3 years 5 years Mag, Ppr Department Preference; Retained to match other auditing periods; GC §34090 LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Human
Resources
HR-004
Classification / Reorganization Studies (for employee classifications and department structures) When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
Mag, Ppr
Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 4090 Admin.

Services /
Human
Resources
HR-005 Classification Specifications
When No
Longer
Required -
Minimum 4 3
years
When No
Longer
Required -
Minimum 4 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years; retirement benefits is
6 years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Admin.

Services /
Human
Resources
HR-006 Compensation Surveys & Studies
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
Mag, Ppr
Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 Admin.

Services /
Human
Resources
HR-006.1
COVID-19 Notifications to Employees of potential COVID19 exposures 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Human
Resources
HR-007
California Civil Rights
Department (CRD) / Department
of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Final
Disposition +
3 years
Final
Disposition +
3 years
Mag, Ppr
All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed"; 2 CCR 11013(c); GC §§12946, 12960, 34090 Admin.

Services /
Human
Resources
HR-008 DMV Pull Notices
When
Superseded
or
Separated
When
Superseded
or
Separated
Mag Ppr
Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Admin.

Services /
Human
Resources
HR-009 Drug & Alcohol Test Results (All - Positives and Negatives) 2 years 3 years 5 years Mag Ppr D.O.T. Requires 5 years for positive tests, refusals, annual summaries, etc., 1 year for negative tests; EEOC / FLSA / ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Admin.

Services /
Human
Resources
HR-010
EEO-4 Reports and records required to generate EEO-4 report (Self-Identification Form, etc.) 3 years 3 years Mag, Ppr
29 CFR 1602.30; 29 CFR 1602.31, 29 CFR 1602.32; GC §34090 LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Human
Resources
HR-011 I-9s Separation + 3 years Separation + 3 years Mag, Ppr Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 Admin.

Services /
Human
Resources
HR-012
Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 5 years 5 years 10 years Mag, Ppr Department Preference; GC §34090 Admin.

Services /
Human
Resources
HR-013
Personnel Background Packet -
POLICE & OTHER EMPLOYEES - SUCCESSFUL Employees (Hired) Separation
+ 4 3 years
Separation
+ 4 3 years Mag, Ppr
Department Preference; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946, 12960, 34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Human
Resources
HR-014
Personnel Background Packet - POLICE & OTHER EMPLOYEES Unsuccessful (not hired) 4 3 years 4 3 years Mag, Ppr
Department Preference; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-015
Personnel Files - EmployeesIncludes Oaths of Office, and Disaster Service Workers Oaths Separation +
7 years
Separation +
7 years
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years; 29 CFR 1602.14,
1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090; 29 USC 1113, GC §3105; LC §1198.5 LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Human
Resources
HR-016
Personnel Files - Medical File (all
employees) Pre-employment Clearances, ADA Accommodations, Respiratory Fit Tests, Hearing Tests, Incidents / Accidents where no medical services were provided, etc.

Separation +
7 years
Whichever is
Longer:

Separation +
20 years;
OR
Termination
of Benefits +
5 years; OR
Death of
Employee +
5 years
Whichever is
Longer:

Separation +
30 years;
OR
Termination
of Benefits +
5 years; OR
Death of
Employee +
5 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Admin.

Services /
Human
Resources
HR-017
Recruitment and Testing File(Includes Advertisements, Applications for Unsuccessful Candidates, Job Brochures, Test Data, Testing Analysis & statistical Metric, Interview Notes, Job Analysis, Rating Sheets, Scantrons, Rater's Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc.) 4 years 4 years Mag, Ppr
Department Preference; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-018
Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
Mag, Ppr Department preference; GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Human
Resources
HR-018.5 Verifications of Employment, Child Support, etc. When No Longer Required When No Longer Required Mag Ppr Not an Agency record / Content does NOT relate in a substantive way to the conduct of the public's business; GC §34090 et seq Admin.

Services /
Human
Resources
HR-019 Workers Compensation Claim Runs 5 years 5 years Mag Ppr Meets auditing standards; GC §34090 Admin.

Services /
Human
Resources
HR-020 Workers Compensation Claims Separation + 10 years Whichever is
Longer:

Separation +
20 years;
OR
Termination
of Benefits +
5 years; OR
Death of
Employee +
5 years
Whichever is
Longer:

RISK MANAGEMENT
Admin.

Services /
Human
Resources
/ Risk
Manage.

HR-021 Accident, Incident, Injury Reports That do NOT Result in a Claim 2 years 2 years Mag, Ppr Department Preference; GC §34090 LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page HR-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Human
Resources
/ Risk
Manage.

HR-022 Actuarials 10 years 10 years Ppr Department preference; GC §34090 Admin.

Services /
Human
Resources
/ Risk
Manage.

HR-023 Claims (Liability Claims)
Final
Resolution +
5 years
Final
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S Yes: After QC & OD
Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5 Admin.

Services /
Human
Resources
/ Risk
Manage.

HR-024 Insurance Policy Applications / Policies (City-owned Policies) PP Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Admin.

Services /
Human
Resources
/ Risk
Manage.

HR-025 Loss Runs
When No
Longer
Required
When No
Longer
Required
Mag Ppr
Department Preference (the Claims Management System is the original); GC §34090 Admin.

Services /
Human
Resources
/ Risk
Manage.

HR-026 OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A 5 years 5 years Ppr Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33, 8 CCR §3203(b)(1), GC §34090; LC §6429c LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive
(Records
Manag. or
Imaged)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

INFORMATION TECHNOLOGY
Information
Technology IT-001
Backups (Computer Backups (ALL Disaster Recovery Computer Backups) When No
Longer
Required
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §34090 et seq.

Information
Technology IT-002 Network Configuration Maps & Plans When No Longer Required When No Longer Required Yes Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq.

Information
Technology IT-003
Software Licenses, Warrantees, Installation Media
When No
Longer Used
When No
Longer Used Mag. Department Preference; GC §34090 et seq.

Information
Technology IT-004
UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP / WORM / DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes P P OD
For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq LAKEPORT, CA ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved:

Ver. 12.0 RECORDS RETENTION SCHEDULE: COMM. DEV. / BUILDING & CODE ENFORCEMENT Page BLD-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY DEVELOPMENT / BUILDING & SAFETY
Comm.

Develop. /
Building
BL-001 Building Permit Database Indefinite - Permanent Indefinite - Permanent Yes (all) Mag Data is interrelated; Permits are
required for the Life of the Building or Activity, or Minimum 5 years; CFC §§ 104.6 – 104.6.4; GC §34090; H&S §19850
Comm.

Develop. /
Building
BL-002 Building Permits / Address Files P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Statewide guidelines propose permanent; CBC §106.4.2, GC §34090, H&S §19850 Comm.

Develop. /
Building
BL-003 Building Plans - Expired or Withdrawn P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Comm.

Develop. /
Building
BL-004
Building Plans and Construction Documents - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES 180 days 180 days Yes
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD
Law does not require plans to be filed for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMM. DEV. / BUILDING & CODE ENFORCEMENT Page BLD-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Develop. /
Building
BL-005
Building Plans and Construction Documents - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS (includes commercial structural plans, Hazardous Materials Questionnaire, etc.) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD
Department Preference; Law requires for the life of the building for commercial and common interest dwellings only; Statewide guidelines propose 2 years for blueprints & specifications; CBC 104.7 &
107.5, H&S§19850, GC §34090
Comm.

Develop. /
Building
BL-006 Certificates of Occupancy P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Department Preference; GC §34090
Comm.

Develop. /
Building
BL-007
Construction Notices / Inspection Notices(correction notices, compliance orders, stop work notices, etc.) Until Cleared
or Project
Completion
Until Cleared
or Project
Completion
Mag, Ppr Preliminary Drafts; GC §34090
Comm.

Develop. /
Building
BL-008 Private Land Developer Trust Accounts / Deposits Close + 5 years Close + 5 years Mag, Ppr Department Preference; (meets municipal government auditing standards); GC §34090 Comm.

Develop. /
Building
BL-009 Reports: Building Activity
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.

Comm.

Develop. /
Building
BL-010
Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years 2 years Mag, Ppr GC §34090 et seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMM. DEV. / BUILDING & CODE ENFORCEMENT Page BLD-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Develop. /
Building
BL-011 Uniform Building Codes / California Building Codes When Superseded When Superseded Mag, Ppr GC §50022.6

CODE ENFORCEMENT
Comm.

Develop. /
Code
Enforce.

CE-001 Citations / Notice of Violations 2 years 2 years Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
GC §34090
Comm.

Develop. /
Code
Enforce.

CE-002
Code Enforcement / Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: Until
Resolution Mag, Ppr
Department preference; Case is open until satisfactorily resolved (some cases are not resolved); GC §34090 Comm.

Develop. /
Code
Enforce.

CE-003 Liens P P Yes: Until Resolution Mag, Ppr GC §34090(a) LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / BUSINESS LICENSE Page BL-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY DEVELOPMENT / BUSINESS LICENSE
Comm.

Develop. /
Business
License
BL-001 Business License Applications and Renewals 2 years 3 years 5 years Mag, Ppr Department preference; Meets auditing standards; GC §34090 et seq.

Comm.

Develop. /
Business
License
BL-002 Business License Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090
Comm.

Develop. /
Business
License
BL-003 Collections / Collection Agency Statements 7 years 7 years Mag, Ppr Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq.

Comm.

Develop. /
Business
License
BL-004 Small Claims Court Judgments Judgment + 5 years Judgment + 5 years Mag, Ppr Department preference; Meets auditing standards; GC §34090 et seq.

LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING Page PL-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY DEVELOPMENT / PLANNING
Comm.

Develop. /
Planning
PL-001 Affidavits of Publications / Public Hearing Notices / Legal Advertising 2 years 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1) Comm.

Develop. /
Planning
PL-002 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Comm.

Develop. /
Planning
PL-003 Census, Demographics
When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau is OFR)
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING Page PL-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Develop. /
Planning
PL-003.1
Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project; related to a non-exempt CEQA action (Environmental Determinations: Environmental Impact Reports / EIRs, Negative Declarations, etc.) Project
Approval + 2
years
Project
Approval + 2
years
Mag, Ppr
Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (D076605, D076924, D076993) (4th Dist. 2020); PRC 21167,6; GC §34090 Comm.

Develop. /
Planning
PL-004
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc. ) Inside City boundaries PP
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD
Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Comm.

Develop. /
Planning
PL-005
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc. ) Outside City boundaries When No
Longer
Required
When No
Longer
Required
Ppr
Non-records; EIRs and Negative Declarations within the City Boundaries are with the project file LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING Page PL-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk PL-006 General Plan, Elements and Amendments Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD City Clerk Maintains all Agenda Packets Permanently; GC §34090.7 Comm.

Develop. /
Planning
PL-007
Master Plans, Specific Plans, Bikeway Plans, Landscaping Plans, Street Master Plans, etc.

When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Comm.

Develop. /
Planning
PL-008
Planning CommissionAGENDA PACKETS & AGENDAS
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Original Staff Reports are filed in the project file; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Comm.

Develop. /
Planning
PL-009
Planning CommissionAUDIO RECORDINGS of Meetings / Audio Tapes When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Tape
(Mag)
City preference; State law only requires for 30 days; GC §54953.5(b) Comm.

Develop. /
Planning
PL-010
Planning CommissionMINUTES RESOLUTIONS & BYLAWS
P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After 10 years GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING Page PL-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Develop. /
Planning
PL-011
Planning Project Files - Approved Permanent Entitlements, Approved & Unapproved Temporary Entitlements, Not Exercised / Expired:(Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) Examples: Conditional Use Permits (CUPs), Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. 5 years P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD
Department preferences; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 Comm.

Develop. /
Planning
PL-014 Preliminary Review File / Letters
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Department preference; Preliminary Documents (no application submitted); GC §34090 Comm.

Develop. /
Planning
PL-015 Project Log Index / Spreadsheet / Binders of Historic Actions P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; GC §34090 Comm.

Develop. /
Planning
PL-016
Project Review Board - Employees
ALL Records
2 years 2 years Tape (Mag) GC §54953.5(b)
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING Page PL-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Develop. /
Planning
PL-017 Special Studies
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC §34090
Comm.

Develop. /
Planning
PL-018 Zoning Administrator Notice of Determinations (NOD) P P Yes (all) Mag, Mfr, OD, Ppr S No Department Preference; GC §34090 Comm.

Develop. /
Planning
PL-019 Zoning Maps (Historically Significant) P P Yes (all) Mag, Mfr, OD, Ppr S No Department Preference; City Clerk Maintains originals of all documents that were presented to Council; GC §34090.7 Comm.

Develop. /
Planning
PL-020 Zoning Ordinance Amendments, Reclassifications / Zone Change P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (copies); GC §34090.7 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / ENVIRONMENTAL RESOURCES Page ER-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY DEVELOPMENT / ENVIRONMENT RESOURCES
Comm.

Develop. /
Environ.

Resources
ER-001 Lake Water Quality Tests 10 years P P Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq.

Comm.

Develop. /
Environ.

Resources
ER-002 NPDES Monitoring, Inspections, Violations - Stormwater 10 years 10 years Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq.

Comm.

Develop. /
Environ.

Resources
ER-003 NPDES Permits - Stormwater 10 years P P Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ECONOMIC DEVELOPMENT
Economic
Develop. ED-001 Economic Development Projects and Programs When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr GC §34090
Economic
Develop. ED-002 Economic Development Loans
Loan Pay-off
OR
Forgiveness
+ 5 years
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag, Ppr Department preference; Meets Auditing Standards, GC §34090 LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ENGINEERING
Engineering ENG-001 Abandonments / Vacations (Streets) / Survey File P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Finals are maintained by City Clerk; Department file may include correspondence; GC §34090 et seq.

Engineering ENG-002 Aerial Maps / Photographs - Analog or Digital & Index to Aerials PP Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090Engineering ENG-003 Assessment District / Community Facilities Districts / Maintenance District / Landscape & Lighting / Street Improvement District Projects / Underground Utility Districts (FORMATION, BOUNDARIES, ENGINEERS REPORTS, MAPS) PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; Statute of Limitations is 4 - 10 years (for Errors & Omissions); CCP §§337. 337.1(a), 337.15, 343; GC §34090.7 Engineering ENG-004 Benchmarks P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Department Preference; GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering ENG-005
Capital Improvement Projects (CIP): Administration File Project Administration, Certified Payrolls, Construction Manager's Logs, Daily Inspections, Insurance Certificates, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, etc.

Upon
Completion
1 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Yes: Until
Completed Mag, Ppr
Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Engineering ENG-006
Capital Improvement Projects (CIP): Permanent File
Plans, Specifications & Addenda, Agreement / Contract, Successful Proposal, Change Orders, EIRs, Negative Declarations, Categorical Exemptions, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soils Reports, Studies, Submittals, Surveys, etc.

Upon
Completion PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090
Lead Dept. ENG-007 Correspondence - Regulatory Agencies Minimum 2 years Minimum 2 years Yes: While Active Issues Mag, Mfr, OD, Ppr S Yes: After QC Department preference; Some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk ENG-008 Deeds, Easements, Liens P P Yes (all) Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD
Department preference; Finals are maintained by City Clerk; Department file may include correspondence; GC §34090 et seq.

Engineering ENG-009 Design & Construction Standards P P Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-010
Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Survey Record Maps, Capital Improvement Project "As-Builts" P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD
Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7 Public Works
/ Land
Develop.

ENG-011
Encroachment Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.) Expiration + 4
years
Expiration +
4 years
Yes: Until
Completion Mag, Ppr
Covers statute of limitations for contracts (4 years); Statewide guidelines propose Permanent; CCP § 337 et. Seq.; GC § 34090 Engineering ENG-012
Encroachments - Permanent (Permanent structures in the City's Right of Way) PP
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Department Preference; GC §34090
Engineering ENG-013
Engineering Studies / Surveys - Preliminary Studies / Project Assessments (Not Acquired or Developed) Minimum 10
years
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-014 Engineering Studies / Surveys (City Built Projects) PP Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering ENG-015
Geotechnical and Soils Reports; Hydrology Reports (Authored by the City or their contractors) PP
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Department Preference; GC §34090
Engineering ENG-016 Grading Plans P P
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Department Preference; GC §34090
Building ENG-017 Plan Checks for Building Permits
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts; GC §34090 et seq.

Engineering ENG-018
Private Land Development Bonds: Subdivision Bonds/ Letters of Credit Release of
Bond / Letter
of Credit
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S No
Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 Engineering ENG-019
Private Land Development Projects / Job Files: Administration File Construction Inspections, Photos, Private Lab Verifications, Testing Lab Final ReportsExamples: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts,. TPMs, TSMs Upon
Completion 10 years Completion + 10 years Yes: Until Completed Mag, Ppr Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering ENG-020
Private Land Development Projects / Job Files: Permanent Files Drainage, Driveway, Encroachments, Grading Plans, Rights of Way, Stormwater, etc.Dedications, Easements, Abandonments (City Clerk is OFR)Examples: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts, TPMs, TSMs Upon
Completion PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090
Engineering ENG-021
Reports: Geotechnical Reports, Soils Reports, Drainage, Special Studies P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Department Preference; GC §34090
Engineering ENG-022 Rights of Entry P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Department preference; GC §34090 et seq.

Engineering ENG-022.1
Solid Waste Reduction / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) 10 years 10 years Mag, Ppr
Department preference; SB 1383 compliance is required for 5 years; Low-Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995;.2 H&S §39730.7; GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

State of
California ENG-023 SWITRS - Statewide Integrated Traffic Records System When No Longer Required When No Longer Required Mag Ppr Non-Records (Sheriff) Engineering ENG-024 Traffic Complaints 2 years 2 years Mag, Ppr Department preference; GC §34090 Engineering ENG-025 Traffic Signal Inventory Superseded Superseded Yes Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Department preference; Drafts should be destroyed; GC §34090 Engineering ENG-026 Traffic Signal Locations P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Department preference; Drafts should be destroyed; GC §34090 Engineering ENG-027 Traffic Signal Timing Replaced + 5 years Replaced + 5 years Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Drafts should be destroyed; GC §34090Engineering ENG-028 Traffic Studies / Traffic Counts / Transportation Studies / Pavement Management When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Department preference; GC §34090
Engineering ENG-029 Transportation Master Plans / Traffic Master Plans P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Drafts should be destroyed; GC §34090 Lead Dept. ENG-030 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Ppr Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(f) & 4216.3(ed), 34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE / ADMINISTRATION
Finance /
Admin. FN-001
Assessment Districts / Community Facilities Districts, etc. - Financial Records / Assessor Rolls 2 years 3 years 5 years
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance /
Admin. FN-002
Audit Reports / Annual Comprehensive Financial Report (ACFR) and related Audit Opinions 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (copies); GC §34090.7 Finance /
Admin. FN-003 Audit Work Papers 2 years 3 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance /
Admin. FN-004 Budgets - Adjustments 5 years 5 years
Yes:

Current
Fiscal Year
Mag, Ppr
Department preference (Approved by the City Council); GC §34090 et seq.

Finance /
Admin. FN-005 Budgets - Adopted / Final 2 years P P
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year Department Preference; Must be filed with County Auditor; GC §34090.7, 40802, 53901 Finance /
Admin. FN-006 Budgets - Preliminary, Backup Documents When No Longer Required When No Longer Required Yes: Current Fiscal Year Mag, Ppr Preliminary drafts; GC §34090 Finance /
Admin. FN-007 Single Audits / Transportation Audits / PERS Audit, etc. 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (meets municipal government auditing standards); GC §34090 LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FN-008
1099's / 1096's / DE542 (California Report of Independent Contractors) 5 years 5 years Mag, Ppr
Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090, 29 USC 436 Finance /
General
Accounting
FN-009
Accounts Payable / Invoices and Backup (Excluding Grants)(Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 2 years 3 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance /
General
Accounting
FN-010 Actuarial Valuation Reports 10 years 10 years Mag, Ppr Department Preference; GC §34090 Finance /
General
Accounting
FN-011
Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 2 years 3 years 5 years Mag, Ppr
Department Preference; Published articles show 3 - 4
years; GC §34090, 26 CFR

31.6001-1
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
General
Accounting
FN-012
Bond Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure ReportsSee Bank Statements for statement retention.

Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336a(1) 337.5(a); 26 CFR 1.6001-1(e): GC §43900 et seq.

Finance /
General
Accounting
FN-013
Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports 2 years 3 years 5 years Mag, Ppr
Department Preference; Published articles show 3 - 4
years; GC §34090, 26 CFR

31.6001-1
Finance /
General
Accounting
FN-014 Checks / Warrant Register Report (issued) 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Accounting
FN-015 Checks / Warrants (Cashed) 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; meets municipal government auditing standards; GC §34090, CCP § 337 Finance /
General
Accounting
FN-016 Escheat (Unclaimed money / uncashed checks) 5 years 5 years Mag, Ppr Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
General
Accounting
FN-017 Financial Services Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090
Finance /
General
Accounting
FN-018 Investment Reports / Treasurer's Reports 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance /
General
Accounting
FN-019
Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years 5 years Yes: Until Paid Mag, Ppr
Department Preference; Meets auditing standards; Published articles show disposal + 7 years for security brokerage slips; statewide guidelines propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900
Finance /
General
Accounting
FN-020 Journal Entries / Journal Vouchers 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I No Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC
§34090, CCP § 337
Finance /
General
Accounting
FN-021
Reports / Finance Reports
created from Database: Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference (Financial System can re-create reports); GC §34090 LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
General
Accounting
FN-022
Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Fixed Charge Special Assessment Report, Public Self Insurer Report (SIP Report), Street Report, Jet Fuel Tax, Smog / Green Fee, etc. 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance /
General
Accounting
FN-023 Vehicle Titles ("Pink Slips") Sale or Disposal Sale or Disposal Mag, Ppr Department Preference; GC §34090 Finance /
General
Accounting
FN-023.1 W-9's
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Mag, Ppr Meets IRS auditing standards; GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PAYROLL
Finance /
Payroll FN-024
CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 2 years 3 years 5 years Mag, Ppr
Department Preference; Retained to match other auditing periods; GC §34090 Finance /
Payroll FN-025
DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 2 years 3 years 5 years Mag, Ppr
Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; 26 CFR §31.6001-1(e)(2),
R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 Finance /
Payroll FN-026 Deferred Compensation (City Statements) 2 years 3 years 5 years Mag, Ppr Produced by Deferred Comp. Provider; consistent with
proposed statewide guidelines; published articles for bank statements show 4 -7 years; GC §304090, 26 CFR 31.6001.1
Finance /
Payroll FN-028
Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.) 2 years 3 years 5 years Mag, Ppr Department preference; GC §34090 Finance /
Payroll FN-029 W-2's 2 years 3 years P 5 years P Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Payroll FN-039 W-4's
No Longer in
Effect + 4
years
No Longer in
Effect + 4
years
Mag, Ppr
IRS Regulation 31-6001-1 four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. GC §34090; 26 CFR 31.6001-1; GC §34090 Finance /
Purchasing FN-030 Purchase Orders & Backup 2 years 3 years 5 years Mag, Ppr Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Purchasing FN-031 Vendor List / Bidder List
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts; GC §34090 et seq.

Finance /
Revenue
Services
FN-032
Accounts Receivable / Utility
Billing - ALL Revenue - Transient Occupancy Tax (TOT) Applica+C33tions & Returns, Damage to Public Property, Invoices to Outside Entities, etc. 2 years 3 years 5 years Mag, Ppr
Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Revenue
Services
FN-033 Bankruptcies - NOT pursued
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the ordinary course of business; GC §34090 Finance /
Revenue
Services
FN-034 Bankruptcies - Where a claim is filed 2 years 3 years 5 years Mag, Ppr Department Preference (negative information remains on credit ratings for 7 years); GC §34090

UTILITY BILLING / REVENUE SERVICES

PURCHASING
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Revenue
Services
FN-035 Collections / Collection Agency Statements 7 years 7 years Mag, Ppr Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq.

Finance /
Revenue
Services
FN-036 Small Claims Court Judgments Judgment + 5 years Judgment + 5 years Mag, Ppr Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Revenue
Services
FN-036.1
Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final
Decision + 2
years
Final
Decision + 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Finance /
Revenue
Services
FN-036.2
Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) 2 years 2 years
Mag,
Ppr, Mfr,
OD
S Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Finance /
Revenue
Services
FN-036.3
Water Billing: NSF Checks / Adjustments to Customer accounts 2 years 2 years
Mag,
Ppr, Mfr,
OD
S Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Finance /
Revenue
Services
FN-036.4
Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc.

Expiration or
Completion of Payment
Plan + 2
years
Expiration or
Completion of Payment
Plan + 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116910 Finance /
Revenue
Services
FN-036.5
Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When
Superseded -
Minimum 2
years
When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After QC & OD Must post to Website; H&S §116906; GC §34090 Finance /
Revenue
Services
FN-036.6
Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2
years
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After QC & OD Must post to Website; H&S §116918; GC §34090

ELECTRIC SERVICES
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Electric
Services
FN-037 Utility Billing Database / Cashiering Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: HOUSING Page HOU-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HOUSING
Housing HOU-001 Bankruptcies - Housing Loans - NOT pursued When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Housing HOU-002 Bankruptcies - Housing Loans - Where a claim is filed 5 years 7 years Mag, Ppr Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Housing HOU-003
Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc.WITH a Recapture / Resale RestrictionDeeds are sent to City Clerk After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I
Yes:

When
Inactive
HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.333; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: HOUSING Page HOU-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Housing HOU-004
Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc.WITHOUT a Recapture / Resale RestrictionDeeds and Insurance are sent to City Clerk Loan Pay-off
OR
Forgiveness
+ 5 years
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
HUD requires 5 years after the agreement terminates; Consistent with Consolidated Plan Requirements; Required for 3-4 years from expenditure or performance report; 2 CFR 200.333; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Housing HOU-005
Loan Applications Rejected (First
Time Home Buyers, Life/Safety, Rehabilitation, HOME, etc.) 2 years 2 years Mag, Ppr GC §34090
Housing HOU-005.5
Preliminary Application Form (required for a housing development project that includes residential units; form is provided by California Department of Housing & Community Development 5 years 5 years Mag, Ppr
Various benchmarks are placed using the number of residential dwelling units on the project site within the last five years; GC §§34090, 66300.

Housing HOU-006 Site Clearance / Soils Remediation / Mitigation PP Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE / DISPATCH
Police /
Dispatch PD-001
Audio Recordings or Tapes - (CAD/RMS) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) 180 days 180 days Mag
Department Preference; Statewide guidelines propose
180 days (legally mandated for
100 days); (may be discoverable or made public in some circumstances), GC §§34090, 34090.6 Police /
Dispatch PD-002 Vehicle Repossession Notifications (Call for Service) When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts; GC§ 34090 et seq.

DETECTIVES / INVESTIGATIONS
Police /
Investigat. PD-002.5 Drone (Unmanned Aerial Vehicle) Recordings When No Longer Required When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, Police /
Investigat. PD-003
Detectives Investigation Files and Arrest Files - Crimes Other Than Homicide When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Final reports and records are transferred to the case file stored in Records; GC §34090 et seq.

Police /
Investigat. PD-004 Detectives Investigation Files and Arrest Files - Homicide PP Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Final reports and records are transferred to the case file stored in Records; GC §34090 et seq.

Police /
Investigat. PD-005 Informant Files 5 years 5 years Mag, Ppr Informant information; Does not contain criminal intelligence information concerning individuals; Department preference GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Investigat. PD-006 Intelligence Files (Criminal Intelligence Files) No Longer than 5 years No Longer than 5 years Mag, Mfr, OD, Ppr S / I Yes: When Superseded Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal conduct or activity and the information is relevant to that criminal conduct or activity.Misleading, obsolete or unreliable information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 Police /
Investigat. PD-007 Investigation Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: When Superseded Department preference (Not Intelligence files); GC §34090 Police /
Investigat. PD-008 Pawn Slips 2 years 2 years Mag, Ppr
Department Preference to provide information to other agencies; Non-records used for investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Investigat. PD-009 Registrants: Arson - Adults 5 years P P Mag, Mfr, OD, Ppr S/M/I Yes: After 5 years Department preference; Pursuant to PC §457.1 et seq.; required to register for life; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police /
Investigat. PD-010
Registrants: Arson - Juveniles released from California Youth Authority Age 25 or
Sealing Date
+ 5 years
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Pursuant to PC §457.1 et seq.; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police /
Investigat. PD-011 Registrants: Sex Offenders - Adults PP Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.

Police /
Investigat. PD-012 Registrants: Sex Offenders - Juveniles P
or Sealing
Date + 5
years (or
Court Order)
P
or Sealing
Date + 5
years (or
Court Order)
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.; W&I §781; Police /
Investigat. PD-013
Veterans Advisory CommissionAGENDA PACKETS & AGENDAS
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk PD-014
Veterans Advisory CommissionMINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes Mag, Mfr, OD, Ppr S Yes: After 10 years Send originals to the City Clerk; GC §34090.7 PATROL
Police /
Patrol PD-015
Canine (Police Dogs) Program Files / Training Files: Animal Files Separation +
3 years
Separation +
3 years Mag, Ppr
3 years is required for animal care / treatment records; FA §32003(e), PC §597.1(d); GC §34090 et seq.

Police /
Patrol PD-016
Canine (Police Dogs) Program
Files: Action Reports, Monthly Reports
5 years 5 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Patrol PD-017 PAS Device Calibration Logs 5 years 5 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Patrol PD-018 Patrol Ride-A-Long Waiver Form 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol PD-019 Pursuit Critiques 2 years 2 years Mag, Ppr GC § 34090 et seq.

Police /
Patrol PD-020 Special Events / Ops Plan
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC §34090 et seq.

Police /
Patrol PD-021 Traffic Control: Radar Calibration Records Life of the Equipment + 2 years Life of the Equipment + 2 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Patrol PD-022 Use of Force Review (Involving Employees) Incident + 5 years Incident + 5 years Mag, Ppr Department preference; GC §§12946, 12960, 34090

PROPERTY & EVIDENCE / LABORATORY
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Property &
Evidence
PD-023 Crime Report Photos
Follows the
Retention
Period of the
Evidence
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year Department Preference; GC §34090 Police /
Property &
Evidence
PD-024 Forfeiture Notification 5 years 5 years Mag, Ppr Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090 Police /
Property &
Evidence
PD-025 Gun and Narcotics Destruction Log (Documents related to) 10 years 10 years Mag, Ppr Department Preference; GC §34090 Police /
Property &
Evidence
PD-026 Latent Print File
Follows the
Retention
Period of the
Evidence
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year Department Preference; GC §34090 Police /
Property &
Evidence
PD-027 Lost & Found Property (Documents related to) 2 years 2 years Mag, Ppr GC §34090

RECORDS
Police /
Records PD-028
Backgrounds (Excludes Employees) - Local Criminal History Review 2 years 2 years Mag, Ppr GC §34090
Police /
Records PD-029 Citations - Moving Violations, Marijuana / Cannabis, Parking 2 years 2 years Mag, Ppr Department preference (the Statute of Limitation for collections is 5 years from the date of the last violation); CVC 40222(b); GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-070
Citations - Payment Plans for outstanding parking citations received by indigent persons Fully Paid,
Written off,
or Forgiven
+ 5 years
Fully Paid,
Written off,
or Forgiven
+ 5 years
Mag, Ppr
Department preference (the Statute of Limitation for collections is 5 years from the date of the last violation); CVC 40222(b); GC §34090 Police /
Records PD-030
Crime Statistics / National
Incident-Based Reporting System (NIBRS) / Uniform Crime Reports (UCR) - Summaries (BCS) 2 years 2 years Mag, Ppr GC §34090
Police /
Records PD-031 Field Investigation Cards (FI's) - After Entry into to RMS When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts; GC§ 34090 et seq.

Police /
Records PD-032 Field Investigation Cards (FI's) - NOT entered into to RMS 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-033 NCIC Validation 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-034
Personnel Background Packet - POLICE EMPLOYEES or CADETS Unsuccessful (NOT hired) Send To
Human
Resources
Send To
Human
Resources
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ 1 year
Department preference; EEOC / FLSA / ADEA (Age) requires 3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14 et seq.; 8 CCR §11040.7(7)(C) ; GC §§12946, 12960, 34090 Police /
Records PD-035 Pitchess Motion Files
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr Department preference; GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-036
POLICE REPORTS / INCIDENT REPORTS: Firearms entered into CLETS (if not Permanent Retention) - Found / Recovered Firearms Firearm
Found or
Recovered
Firearm
Found or
Recovered
Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC PC§ 11108.2(b); GC§ 34090 Police /
Records PD-037
POLICE REPORTS / INCIDENT REPORTS: Misdemeanor or Infraction - Adult Marijuana / Cannabis - H&S §11357(b)(c)(d)(e) or H&S §11360(b) (with procedure in H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms 2 years 2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD ("Shall" Destroy); H&S §11361.5; GC §34090 Police /
Records PD-038
POLICE REPORTS / INCIDENT REPORTS: ALL, Except Those Specifically Mentioned in the Schedulee.g., 5150, Detention Reports, etc. 5 years 5 years Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Provided there are no outstanding warrants, unrecovered identifiable items, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-039
POLICE REPORTS / INCIDENT REPORTS: Capital Crimes / Homicides / Major Crimes / Serious Felonies / Sex Crimes / Child Abuse / Felony DNA (Crimes Subject to the Death Penalty), Sex Crimes, Substantiated Child Abuse or Severe Neglect (Adults Only) (PC §288, 290, WIC 707(b)), PC 803(h) P P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; No limitations on commencement of action; Courts keep permanently PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, 290, 799, 803(h), 11169 et seq.; 11170(a); WIC 707(b) Police /
Records PD-040
POLICE REPORTS / INCIDENT REPORTS: Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearms Date of
Arrest + 3
years
Date of
Arrest + 3
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a) Police /
Records PD-065
POLICE REPORTS / INCIDENT REPORTS: Juvenile Child Abuse or Severe Neglect Date of
Incident + 10
years,
If No
Subsequent
Reports
Date of
Incident + 10
years,
If No
Subsequent
Reports
Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC PC §§11169(i); 11170(a); GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-041
POLICE REPORTS / INCIDENT REPORTS: Misdemeanor or Infraction - Juvenile Marijuana / Cannabis -H&S §11357 - Except those with outstanding stolen property, including firearms, or lost firearms Conviction
or Arrest (if
No
Conviction)
+ 2 years
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD (Courts and other Agencies "Shall" Destroy); H&S §11361.5; GC §34090 Police /
Records PD-042
POLICE REPORTS / INCIDENT REPORTS: Misdemeanor or Infraction Marijuana / Cannabis §11357(d) - Juvenile on School Grounds during School Hours (with procedure in H&S §11361.5) Offender is
18 Years
Old
Offender is
18 Years
Old
Yes Mag, Ppr
(Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(d) Police /
Records PD-043
POLICE REPORTS / INCIDENT REPORTS: Missing Persons (Returned) Until CLETS
Entry No
Longer
Exists -
Minimum 2
years
Until CLETS
Entry No
Longer
Exists -
Minimum 2
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-044
POLICE REPORTS / INCIDENT REPORTS: Sealed Juvenile and Ward Cases - Except Childhood Sexual Assault Child Abuse or
Severe Neglect, (Substantiated),, those with outstanding stolen property, including firearms, or lost firearms Sealing Date
+ 5 years
(Or Court
Order)
Sealing Date
+ 5 years (or
Court Order)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Statute of Limitations runs up to age of majority + 22 years, or within five years of date of discovery of injury / illness; sealed records for juveniles and wards of the Court must be destroyed 5 years after sealing date; CCP §§340.1, GC §34090; W&I §§389(a), 781(d) Police /
Records PD-044.1
POLICE REPORTS / INCIDENT REPORTS: Sealed Juvenile and Ward Cases - Childhood Sexual Assault Keep for
Life of Victim
Keep for
Life of Victim
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD CCP §§340.1, GC §34090 Police /
Records PD-044.5
POLICE REPORTS / INCIDENT REPORTS: Vacatur Relief Granted by Court - Victim of Human Trafficking (Nonviolent Crimes) Upon Court
Order, Not
to Exceed 1
year
Upon Court
Order, Not
to Exceed 1
year
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Individual petitions Court ("Shall" Destroy); PC §§236.14(k) Police /
Records PD-045 Public Information Requests 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-045.5 Registrants: Gang Adults Minimum 5 years Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.30(a)); GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-045.6 Registrants: Gang Juveniles Sealing Date + 5 years Sealing Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.30(a)); Records are destroyed pursuant to W&I §781;GC §34090 Police /
Records PD-046 Registrants: Narcotic 5 years 5 years Mag, Ppr Department Preference; Registration is required for 5 years; GC §34090, H&S §11590 et seq., H&S §11594(a) Police /
Records PD-047 RMS Database
Indefinite -
Follows
Retention of
the Crime
Report
Indefinite -
Follows
Retention of
the Crime
Report
Yes Mag Data Fields / Records are interrelated; GC §34090 Police /
Records PD-047.5
STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years 3 years Mag, Ppr 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police /
Records PD-048 Subpoenas (Police Civil Personal Appearance) 2 years 2 years Mag, Ppr GC §34090

TEMPORARY HOLDING FACILITY
Police /
Temp.

Holding
Facility
PD-049 Booking Folders (Property, Medical, etc.) 2 years 2 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Temp.

Holding
Facility
PD-050 Booking Log 2 years 2 years Mag, Ppr Department preference; GC §34090 et seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Temp.

Holding
Facility
PD-051 Cell Checks / Cell Log / Sergeant's Log 2 years 2 years Mag, Ppr Department preference; GC §34090 et seq.

TRAINING / PROFESSIONAL STANDARDS
Police /
Training /
Profess.

Standards
PD-052 CCW (Carry Concealed Weapon) Permits - Approved Expiration + 2 years Expiration + 2 years Yes Mag, Ppr Department Preference; GC § 34090 et seq.

Police /
Training /
Profess.

Standards
PD-053 CCW (Carry Concealed Weapon) Permits - Denied 2 years 2 years Yes Mag, Ppr GC § 34090 et seq.

Police /
Training /
Profess.

Standards
PD-054
Department Policies & Procedures / Operation Directives / General Orders / Lexipol (Department Policies and Procedures) When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After superseded Department Preference; GC § 34090 et seq.

Police /
Operations PD-066
Officer Recordings: Body-Worn Cameras – LOGS of Access or Deletion of Data P P Mag PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Operations PD-067
Officer Recordings: Body-Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Operations PD-068
Officer Recordings: Body-Worn Cameras - that are NOT evidence 60 days 60 days Mag PC§ 832.18(b)(5)(A); GC §34090.6 et seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-069
Officer Recordings: Mobile Audio Video (MAV) Recordings (Mobile in-Car Video) that are not evidence 2 years 2 years Mag
Consistent with Lexipol Section 446.10.1& LPD Policy 425.10; Those segments of videos that are determined to be evidence are copied onto a different tape and retained for the same length of time as the crime report (see crime reports for legal citations); GC §34090.6 et seq.

Police /
Training /
Profess.

Standards
PD-056
Personnel Discipline File -
Internal Affairs Investigations / Complaints: CIVILIAN -GENERATED COMPLAINTS - WITHOUT Sustained Finding of Misconduct as defined in PC §832.7(May include criminal acts, moral turpitude, complaints generated from a citizen) Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
Consistent with Lexipol Policy; State requires for at least 5 years for Civilian's complaints; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; PC §§832.5, 832.7, 801.5, 803(c); EVC § 1045(b)(1), GC §§12946, 12960, 34090; VC §2547 Police /
Training /
Profess.

Standards
PD-056.1
Personnel Discipline File -
Internal Affairs Investigations / Complaints: CIVILIAN - GENERATED COMPLAINTS - WITH Sustained Finding of Misconduct as defined in PC §832.7
Final
Disposition +
15 years
Final
Disposition +
15 years
Mag, Ppr PC §§832.5, 832.7; GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Training /
Profess.

Standards
PD-057
Personnel Discipline File -
Internal Affairs Investigations / Complaints: INTERNAL COMPLAINTS Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
Exceeds with Lexipol Policy; Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14 et seq. 2 CCR 7287.0(c)(2), GC §§12946, 12960, 34090 Police /
Training /
Profess.

Standards
PD-058
Personnel Files - Police Department Employees or CadetsIncludes Evaluations, Commendations, etc.

Send to
Human
Resources
Upon
Separation
Send to
Human
Resources
Upon
Separation
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ 1 year
Department preference; Statewide guidelines propose 7
years; Calif. Labor Division is
required to keep their records 7 years; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Training /
Profess.

Standards
PD-059
Personnel Files - Training FileIncludes Training Certificates, etc.

Standards
PD-071
Report of data regarding the number, type, or disposition of complaints made against its officers (optional) 2 years 2 years Mag, Ppr
Reports not otherwise falling under another category, e.g., PD056 (example DOJ annual statistics); GC §34090 et seq.

Police /
Training /
Profess.

Standards
PD-072
Report to the State Commission on Peace Officer Standards and Training (POST Commission) pursuant to §PC 13510.9 Disposition
Reported to
POST + 2
years
Disposition
Reported to
POST + 2
years
Mag, Ppr PC §13510.9; GC § 34090 et seq.

Police /
Training /
Profess.

Standards
PD-060
Reports and Studies regarding Police operations (not historical - staffing, overtime, etc.) When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC § 34090 et seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Training /
Profess.

Standards
PD-061
Training - COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Use of Force training, safety training, etc.) 5 years 5 years Mag, Ppr
Department preference; Rosters are sent to POST; Statewide guidelines propose 7 years; Calif.

Labor Division is required to keep their records 7 years; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Police /
Training /
Profess.

Standards
PD-062 Volunteer Background Packet
Send to
Human
Resources
Upon
Separation
Send to
Human
Resources
Upon
Separation
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ 1 year
Department preference; EEOC / FLSA / ADEA (Age) requires 3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14 et seq GC §§12946, 12960, 34090 Police /
Training /
Profess.

Standards
PD-063 Volunteer Personnel Files (CERT, etc.)
Send to
Human
Resources
Upon
Separation
Send to
Human
Resources
Upon
Separation
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ 1 year
Department preference; EEOC / FLSA / ADEA (Age) requires 3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14 et seq GC §§12946, 12960, 34090 Police /
Training /
Profess.

Standards
PD-064
Weapons Database / Department Weapons (Department-issued Weapons) Indefinite -
Permanent
Indefinite -
Permanent Yes Mag Data Fields / Records are interrelated; GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / PARKS & BUILDING MAINT. Page P&BM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / PARKS & BUILDING MAINTENANCE
Public Works
/ Parks &
Building
Maint.

P&BM-001 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr Department Preference; GC §34090; 40 CFR 70.6 Public Works
/ Parks &
Building
Maint.

P&BM-002
Generator Operation Logs (for fixed / stationary generators) / Inspections 3 years 3 years Mag, Ppr
Department Preference (2 years is required by AQMD); GC §34090 Public Works
/ Parks &
Building
Maint.

P&BM-003 Hazardous Waste Manifests / Certificates of Disposal 5 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (test results for hazardous waste generators are required for 3 years); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Public Works
/ Parks &
Building
Maint.

P&BM-004 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq.

Public Works
/ Parks &
Building
Maint.

P&BM-005 Playground Inspections 2 years 2 years Ppr GC §34090 Lead Dept. P&BM-006
Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 2 years Ppr GC §34090; 13 CCR 1234(3)
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / PARKS & BUILDING MAINT. Page P&BM-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Parks &
Building
Maint.

P&BM-007
Underground Service Alerts (USA's) / Dig Alerts- Our Locate and Marks Only 3 years 3 years Mag, Ppr
Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(f) & 4216.3(ed), 34090
Public Works
/ Parks &
Building
Maint.

P&BM-008 Used Oil Disposal 3 years 3 years Mag, Ppr
22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works
/ Parks &
Building
Maint.

P&BM-009 Vehicle & Equipment Database
Indefinite -
Disposal of
Vehicle or
Equipment +
2 years
Indefinite -
Disposal of
Vehicle or
Equipment +
2 years
Yes Mag Data Fields / Records are interrelated; GC §34090 Public Works
/ Parks &
Building
Maint.

P&BM-010
Vehicle & Equipment History FilesMaintenance, Smog Certificates, Registrations Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §34090 Division
Providing
Service /
Work
P&BM-011
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / PARKS & BUILDING MAINT. Page P&BM-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Division
Providing
Service /
Work
P&BM-012
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
When No
Longer
Required
Mag Ppr
Preliminary drafts (the database is the original); GC §34090 Division
Providing
Service /
Work
P&BM-013
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr
City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / POOL Page POOL-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / POOL
Public Works
/ Pool POOL-001 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq.

Public Works
/ Pool POOL-002 Pool Chemical Additions 30 years 30 years Mag, Ppr Department preference; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Public Works
/ Pool POOL-003 Pool Chemical Readings 5 years 5 years Mag, Ppr Health Department regulations; GC §34090 Division
Providing
Service /
Work
POOL-004
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
POOL-005
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
When No
Longer
Required
Mag Ppr
Preliminary drafts (the database is the original); GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / POOL Page POOL-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Division
Providing
Service /
Work
POOL-006
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr
City Preference; CCP §§338 et seq., 340 et seq., 342; GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / SEWER Page SEW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / SEWER
Public Works
/ Sewer SEW-001
CCTV Collection Line Inspection Tapes / Video Inspections / Video Tapes or Digital Recordings 5 years 5 years Mag Department Preference; GC §34090 et seq.

Public Works
/ Sewer SEW-002 Community Outreach / Notification of Projects 2 years 2 years Mag, Ppr Department Preference; GC §34090 Public Works
/ Sewer SEW-003 Complaints 2 years 2 years Mag, Ppr Department Preference; GC §34090 Public Works
/ Sewer SEW-004 Confined Space Entries 2 years 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Public Works
/ Sewer SEW-005 Correspondence - Regulatory Agencies Minimum 10 years Minimum 10 years Yes: While Active Issues Mag, Ppr Department Preference; Some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §34090 Lead Dept. SEW-006 Emergency Call Out Logs / Storm Call Out Logs / 5 years 5 years Mag, Ppr Department preference (used for FEMA / OES reimbursements); GC §34090 Public Works
/ Sewer SEW-007
Equipment History Files(See Fleet for Vehicles)
Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Mag, Ppr Department Preference; GC §34090
Public Works
/ Sewer SEW-019 FOG (Fats, Oil & Grease) / Source Control 3 years 3 years Mag, Ppr Department Preference; POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 Public Works
/ Sewer SEW-020 Generator Operation Logs (for Portable /Emergency Generators) 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions, GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / SEWER Page SEW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Sewer SEW-008
Generator Operation Logs (for Fixed / Stationary Generators) / Inspections 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090
Public Works
/ Sewer SEW-009
Lift Station - Inspections, Maintenance, Repairs, Service Requests, Alarm Recording, Logs, Charts, Flow Monitoring, Voltage Readings, Permits Minimum 2
years
Minimum 2
years Mag, Ppr
Department Preference WC §13263.2(b) et seq.; 40 CFR 122.41(j)(2)GC §34090 Public Works
/ Sewer SEW-010
Maintenance, Cleaning, Repairs, Stoppage Calls, Spills, Line Replacement Minimum 3
years
Minimum 3
years Mag, Ppr
Department Policy; WC §13263.2(b) et seq.; 40 CFR 122.41(j)(2)GC §34090 Lead Dept. SEW-011 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq.

Public Works
/ Sewer SEW-012 Sanitary Spills and Overflows (SSOs) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; SWRCB Order 2002- 0103-DWQ & 2006-03; 40 CFR 122.41(j)(2); GC §34090 Public Works
/ Sewer &
Water
SEW-013 SCADA Database / Historian
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated; GC §34090 Public Works
/ Sewer SEW-014
Sewer System Management Plans (SSMP) and Audits / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan PP
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; SSMPs are required to be updated every 6 5 years; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB General Order 2006-03; & 2022-0103-DWQ; GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / SEWER Page SEW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. SEW-015 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Ppr Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(f) & 4216.3(ed), 34090
Division
Providing
Service /
Work
SEW-016
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
SEW-017
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
When No
Longer
Required
Mag Ppr
Preliminary drafts (the database is the original); GC §34090 Division
Providing
Service /
Work
SEW-018
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr
City Preference; CCP §§338 et seq., 340 et seq., 342; GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / STREETS Page ST-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / STREETS
Lead Dept. ST-001
Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. ST-002 Street Sweeping Logs 3 years 3 years Mag, Ppr Department Preference; NPDES Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq.

Division
Providing
Service /
Work
ST-003
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
ST-004
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
When No
Longer
Required
Mag Ppr
Preliminary drafts (the database is the original); GC §34090 Division
Providing
Service /
Work
ST-005
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr
City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / UNDERGROUND UTILITY Page UU-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / UNDERGROUND UTILITY
Public Works
/ Under.

Utility
Construct. &
Maint.

UU-001
Capital Improvement Projects (CIP): Administration File Project Administration, Certified Payrolls, Construction Manager's Logs, Daily Inspections, Project Schedules, Progress meetings, Real Estate Appraisals, RFIs & Responses, etc.

Utility
Construct. &
Maint.

UU-002
Capital Improvement Projects (CIP): Permanent File
Plans, Specifications & Addenda, Agreement / Contract, Successful Proposal, Change Orders, EIRs, Negative Declarations, Categorical Exemptions, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Insurance Certificates, Hazardous Materials Plans, Notice of Completion, Photos, Soils Reports, Studies, Submittals, Surveys, etc.

Upon
Completion PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / UNDERGROUND UTILITY Page UU-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Division
Providing
Service /
Work
UU-003
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
UU-004
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
When No
Longer
Required
Mag Ppr
Preliminary drafts (the database is the original); GC §34090 Division
Providing
Service /
Work
UU-005
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr
City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WATER Page WTR-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / WATER
Public Works
/ Water WTR-001 Backflow Test Results / Backflow Assembly Test Reports 5 years 5 years Mag, Ppr Department preference; 17 CCR 7605(f); GC §34090 Lead Depart. WTR-002 Confined Space Entries 2 years 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6);GC §34090 Public Works
/ Water WTR-003 Conservation Programs / Rebate Programs / Check Requests 5 years 5 years Mag, Ppr Department Preference (meets auditing standards); GC §34090 Public Works
/ Water WTR-004
Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints about Potable Water (Correspondence) 5 years 5 years Mag, Ppr
5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470(a) Public Works
/ Water WTR-005
Environmental Agencies / Regulatory Agencies
(EPA, DHS, etc.)
Minimum 10
years
Minimum 10
years Mag, Ppr Department Preference; GC §34090
Public Works
/ Water WTR-006
Fire Hydrant Flow Tests (Development or Maintenance) - Paper Minimum 10
years
Minimum 10
years Mag, Ppr Department Preference; GC §34090
Public Works
/ Water WTR-007 Lab Reports & Chains of Custody: Bacteriological and Organics 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD 40 CFR 141.33(a) and (b)(1); 22 CCR §64470 Public Works
/ Water WTR-008
Lab Reports & Chains of Custody: Chemical (Includes Chlorine Residuals) 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After QC & OD State law requires 10 years, Federal 10 years; 40 CFR 141.33(a) LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WATER Page WTR-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Water WTR-009 Lab Reports & Chains of Custody: Lead & Copper 18 years 18 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Required for 12 years or 2 compliance cycles; ); 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 22 CCR 64690.80; 40 CFR 141.91 Public Works
/ Water WTR-010 Log Book (Pump Houses) 7 years 7 years Mag Ppr Department Preference; GC §34090 Lead Dept. WTR-011 Operations & Maintenance Manuals / O & M Manuals Disposal of Equipment Disposal of Equipment Mag, Ppr Department preference; GC §34090 Lead Dept. WTR-012
Pre-Trip Inspections / DOT Program / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 2 years Ppr 13 CCR 1234(c); GC§34090
Public Works
/ Water WTR-013
SCADA Database (Water) (Supervisory Control and Data Acquisition) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7 Public Works
/ Water WTR-014 Surveys of Water System 10 years 10 years Mag, Ppr 40 CFR 141.33(c) Lead Dept. WTR-015 Underground Service Alerts (USA's) / Dig Alerts 5 years 5 years Mag, Ppr Department Preference (the warrantee period for work done is 5 years); GC §34090 Public Works
/ Water WTR-016 Urban Water Management Plans (UWMP) P P Yes Mag, Mfr, OD, Ppr S Yes: After 10 years Department Preference (copies) GC §34090.7 Public Works
/ Water WTR-017 Videos - Water Wells, Repairs, Reservoirs, Tanks, etc. P P Mag Department preference; GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WATER Page WTR-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Water WTR-018
Vulnerability Assessment / Emergency Response Plan / Risk & Resiliency Assessment / Hazard Mitigation Plan When
Superseded
Minimum 2
years
When
Superseded -
Minimum 2
years
Mag, Ppr Confidential; 42 USC 300i- 2(dc); GC §34090 et seq.

Public Works
/ Water WTR-019
Water Forecasts / Urban Water Management Forecast / Future Developments, etc. 5 years 5 years Mag, Ppr Department Preference (copies) GC §34090.7 Public Works
/ Water WTR-020 Water Production Reads / Reports (to State DPH & DWR) 5 years 5 years Mag, Ppr Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Public Works
/ Water WTR-021 Water Quality Reports / Consumer Confidence Reports 12 years P P Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department preference; State law requires 12 years, federal 10 years; 40 CFR 141.33(a); 22 CCR 64470; 22 CCR §64483; GC §34090 Public Works
/ Water WTR-022
Water Resources Planning Historical Reports / Water Assessments P P
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 City Clerk WTR-023 Water Supply Agreements
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S No GC §34090.7
Public Works
/ Water WTR-024 Water Transactions - Annual Summary 5 years 5 years Mag, Ppr Department Preference; GC §34090 Public Works
/ Water WTR-025 Well Records (includes Destroyed or Abandoned Wells) PP Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WATER Page WTR-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Division
Providing
Service /
Work
WTR-026
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
WTR-027
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
When No
Longer
Required
Mag Ppr
Preliminary drafts (the database is the original); GC §34090 Division
Providing
Service /
Work
WTR-028
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr
City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 2/7/2023 Meeting Date: 04/16/2024 Page 1 Agenda Item # IV.E.

CITY OF LAKEPORT
City Council
City of Lakeport Municipal Sewer District
Lakeport Redevelopment Successor Agency
Lakeport Industrial Development Agency
Municipal Financing Agency of Lakeport

STAFF REPORT
RE: Notice of Completion for Lakefront Park Project, Bid No 21-04 MEETING DATE: 04/16/2024 SUBMITTED BY: Ron Ladd, Public Works Director
PURPOSE OF REPORT: Information only Discussion Action Item WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

The City Council is being asked to adopt a resolution accepting the Lakefront Park Project, Bid No 21-04, as complete and authorize the City Manager to file a Notice of Completion.

BACKGROUND/DISCUSSION:

On August 16, 2022, the City Council awarded a Construction Contract to Builder Solutions, Inc., for the Lakefront Park Project, Bid No 21-04, in the amount of $4,399,381.00.

The project created a 6.9 acre park at 800-810 North Main Street. In a ceremony and grand opening event held October 26, 2023, the park was officially named Xabatin Park. The project included construction of a basketball court, splash pad, skate park, concession building with restrooms, shade structures, picnic areas, fitness equipment, a pavilion, lighting, irrigation, and landscaping.

The City of Lakeport Public Works Department has reviewed the project and determined that it has been completed in substantial compliance with the project plans and specifications. Through various change orders totaling $135,509.14 the total cost of the construction contract came out to $4,534,890.14.

OPTIONS:

No other options recommended
FISCAL IMPACT:

None $ Budgeted Item? Yes No
Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $ Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other:

Comments:

Meeting Date: 04/16/2024 Page 2 Agenda Item # IV.E.

COUNCIL PRIORITIES:
☐ Priority #1: Public Safety & Crisis Response
☐ Priority #2: Disaster Resiliency
☐ Priority #3: Good Governance & Fiscal Stability
☒ Priority #4: Capital Infrastructure Improvement
☒ Priority #5: Safe, Sustainable & Attractive Neighborhoods ☒ Priority #6: Economic Development
SUGGESTED MOTIONS:

Move to adopt the resolution accepting construction of the Lakefront Park Project by Builder Solutions, Inc. and authorize the filing of the Notice of Completion.

Attachments: 1. Resolution

2. Notice of Completion
RESOLUTION NO. XXX___ ( 2024 )

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT ACCEPTING CONSTRUCTION OF THE LAKEFRONT PARK PROJECT, BID NO 21-04, AND AUTHORIZINGTHE

FILING OF THE NOTICE OF COMPLETION
WHEREAS, the final inspection of the Lakefront Park Project, Bid No 21-04, was made by the City of Lakeport’s Public Works Department; and
WHEREAS, it was determined that the work for this project has been completed in substantial compliance with the project plans and specifications.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LAKEPORT AS FOLLOWS:

1. The City Council hereby accepts the work as completed on the Lakefront Park Project, Bid No 21-

04. 2. The City Manager is authorized and directed to execute the Notice of Completion to be filed with the County of Lake.

The foregoing Resolution was adopted at a regular meeting of the City Council of the City of Lakeport held on the on the 16th day of April, 2024 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

APPROVED:
_______________________________
Michael Froio, Mayor
City of Lakeport
ATTEST:
_________________________________
Kelly Buendia, City Clerk
City of Lakeport
4E.2 Notice of Completion

RECORDING REQUESTED BY
City of lakeport

AND WHEN RECORDED MAIL THIS DEED,
UNLESS OTHERWISE SHOWN BELOW.

MAIL TAX STATEMENTS TO:

City of Lakeport Attn: Olivia Grupp
225 Park Street
Lakeport, CA 95453
Complimentary recording request pursuant to
government code § 27383
SPACE ABOVE THIS LINE FOR RECORDER’S USE
Parcel: 025-601-07
Notice of Completion
NOTICE is hereby given that:

1. The Undersigned is owner of the interest stated below in the property hereinafter described:

2. The NAME (including that of the undersigned), ADDRESS and NATURE OF TITLE of every person owning any interest in such property is as follows:

City of Lakeport 225 Park St, Lakeport, CA 95453 Fee Simple (NAME OF UNDERSIGNED)

3. The names and addresses of the transferors of the undersigned owner: (to be shown if the undersigned is a successor in interest of the owner who caused the improvement to be constructed, etc.)

4. A work of improvement on the property hereinafter described was COMPLETED ON 4/1/2024

5. The name of the CONTRACTOR for such work of improvement was Builder Solutions, Inc. (If no Contractor, insert “NONE”

6. The property on which said work of improvement was completed is in the City of Lakeport , county of Lake State of California, and is described as follows:

Construction of 6.9 acre park including basketball court, splash pad, skate park, concession building with restrooms, shade structures, picnic areas, fitness equipment, a pavilion, lighting, irrigation, and landscaping.

7. The street address of said property is: 800-810 North Main Street, Lakeport, CA Dated:

Signature of
Owner or Owners }
Kevin Ingram, City Manager
Verification for NON-INDIVIDUAL owner: I, the undersigned, declare under penalty of perjury under the laws of the State of California that I am the City Manager of the aforesaid interest or estate in (“PRESIDENT, PARTNER, MANAGER, AGENT, ETC.”
the property described in the above notice; that I have read the said notice, that I know and understand the contents thereof, and that the facts stated therein are true and correct.

Date and Place (Signature of person signing on behalf of owner)) Proclamation DESIGNATING THE MONTH OF APRIL 2024 AS

CHILD ABUSE PREVENTION MONTH IN THE CITY OF LAKEPORT
WHEREAS, in the past year, Lake County Child Welfare Services received approximately 1500 reports of abuse or neglect. Currently, 72 children/youth from Lake County are placed outside their parent's home because of abuse or neglect; and
WHEREAS, child abuse prevention is a community problem. All citizens should become more aware of the effects of child abuse and its prevention; and
WHEREAS, communities must make every effort to promote programs and activities that create strong and thriving children and families; and
WHEREAS, effective child abuse prevention programs succeed because of partnerships created among social service agencies, schools, religious and civic organizations, law enforcement agencies, the business community and supporting parents in raising their children in safe and nurturing environments; and WHEREAS, current local initiatives to prevent child abuse include: the Lake County Children's Council-Building Resilient Lake County a countywide collaboration, Nurturing Families Program, Family PRO-Differential Response, Prop 64 Family WRAP, RCS Wrap Around Services, Motherwise, PIP Positive Indian Parenting, Abriendo Puertas, MI Motivational Interviewing, and the Strengthening Families Protective Factors Framework; and WHEREAS, events scheduled for the month of April include the month long pinwheel garden challenge, the Children's Festivals on April 13th at Lakeport Library Park and April 27th at Austin Park in Clearlake, the Children's Memorial Flag Raising event, the LISA Project Exhibit, Motivational interviewing training, SOS Stamp Out Shame webinar, child abuse prevention education through various social media, and a children's art contest where winning art is displayed on placemats and shared through different food businesses in support of child abuse prevention month.

NOW, THEREFORE, BE IT PROCLAIMED, that the City Council of the City of Lakeport does hereby designate April 2024 as
Child Abuse Prevention Month
in the City of Lakeport, and calls upon its citizens, community agencies, religious organizations, medical facilities, and businesses to increase their participation in our efforts to prevent child abuse, thereby strengthening the community in which we live.

I have hereunto set my hand and caused the Seal of the City of Lakeport to be affixed this 16th day of April 2024.
_________________________________
MICHAEL FROIO, Mayor
Proclamation DESIGNATING THE MONTH OF APRIL 2024 AS

SEXUAL ASSAULT AWARENESS MONTH IN THE CITY OF LAKEPORT
WHEREAS, in 2023, Lake County agencies responded to the needs of 390 sexual assault victims and their significant others and/or family members, and
WHEREAS no one person, organization, agency or community can eliminate sexual assault on their own and the partnership between public and private Lake County agencies is invaluable, and WHEREAS child sexual abuse prevention must be a priority to confront the reality that children are being abused, one in six boys and one in four girls will experience a sexual assault before the age of 18, and WHEREAS, Lake Family Resource Center has been instrumental in leading the way in the County of Lake in addressing sexual assault by providing 24-hour hotline services, continuing support, advocacy and accompaniment to victims/survivors and their significant others, and WHEREAS, ending sexual assault in Lake County must include active public and private efforts to Speak Out Against Sexual Violence; and it is time for all of us to start conversations, take appropriate action and support one another to create a safer environment for all residents, and WHEREAS staff and volunteers of the Lake Family Resource Center Rape Crisis Center work year-round to encourage every person to Speak Out Against Sexual Violence and to support survivors by providing prevention education and survivor empowerment information, and
WHEREAS, Lake Family Resource Center and the District Attorney’s office, Victim-Witness Division, local law enforcement agencies, hospitals and schools have set an important example of how forging collaborative relationships improves the quality of service for those impacted by sexual violence.

NOW, THEREFORE, BE IT PROCLAIMED, that the City Council of the City of Lakeport does hereby designate April 2024 as
Sexual Assault Awareness Month
in the City of Lakeport, and urges all local governments, schools, businesses and community members to participate in the sponsored events this month to increase awareness and public support for creating communities free from violence and exploitation.

I have hereunto set my hand and caused the Seal of the City of Lakeport to be affixed this 16th day of April, 2024.
_________________________________
Michael Froio, Mayor
Meeting Date: 04/16/2024 Page 1 Agenda Item #VI.A.

CITY OF LAKEPORT
City Council
City of Lakeport Municipal Sewer District
Lakeport Industrial Development Authority
Municipal Financing Agency of Lakeport

STAFF REPORT
RE: Consideration of Updates to Lakeport Municipal Code Section

3.34, Fire Mitigation Fees and Adopt Modifications to the Lakeport Fire Protection District Fire Mitigation Fees
MEETING DATE: 04/16/2024
SUBMITTED BY: Kevin M. Ingram, City Manager
PURPOSE OF REPORT: Information only Discussion Action Item WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

The City Council is being asked to:
a) Initiate proceedings and set a public hearing for the consideration of a proposed ordinance revising Lakeport Municipal Code Chapter 3.34, Fire Mitigation Fees. b) Conduct a public hearing to accept the fire mitigation fee nexus report and consider a resolution setting revised fire mitigation fees for the Lakeport Fire Protection District.

BACKGROUND/DISCUSSION:

The current mitigation fee ordinance was adopted in April 2005 (Ordinance 842), establishing a fee of $0.46 per square foot of construction for all covered roof area and $0.23 per square foot for buildings containing a fire sprinkler system. In 2007, the City of Lakeport took action to increase the fee to match the Lake County amount of $1.00 per square foot of construction for all covered roof area and $0.50 per square for buildings containing a fire sprinkler system, through the adoption of Lakeport Fire Protection District Resolution 0708-2.

Since the adoption of the previous Fire Mitigation Fee amount in 1992, there have been significant changes to both the range of services provided and the cost of said services by the Fire District. Some examples include:
• Addition of EMS services
• Fire station construction costs have increased from $64-70 per square foot to $600+ • Class A Engine / Pumper costs have increased from $200-350k to $700k • Water Tender costs have increased from $110-125k to $400-550k.

The Fire District conducted a revised Fire Mitigation Fee Nexus Study in December of 2023 recommending an increase to the existing fire mitigation fees. Table 1 from the report provides an overview of the proposed fee increase.

Meeting Date: 04/16/2024 Page 2 Agenda Item #VI.A.

TABLE 1
Lakeport Fire Protection District
Proposed Fire Mitigation Fee (2023$)
Description
Amount / Sq. Ft.

Residential Nonresidential *High Impact
Surcharge
Base Fee per sq. ft. $1.96 $2.40 $0.49
Administrative Surcharge 2% $0.04 $0.05 $0.01
Total Fee Amount $2.00 $2.45 $0.50
*A high impact surcharge is imposed for buildings of three (3) stories and above and for nonresidential buildings with a footprint of 15,500 sq. ft. or more.

As noted in the nexus study, the fee is based on cost estimates in 2023 dollars. To account for inflationary impacts, it is recommended that the Fee be automatically adjusted annually without further action by the District Board, the City Council for incorporated areas and the Lake County Board of Supervisors for unincorporated areas at the beginning of each fiscal year (July 1), by the previous calendar year percentage change in the Engineering New-Record Construction Cost Index (20-City Average), or its successor publication.

Since the existing fee amounts are based upon the previously conducted analysis in 1992, the proposed Fee increase is significant, as it captures over two decades of inflation and takes into consideration the expansion of the District services to include emergency medical response. In addition, the nexus study recommends an Meeting Date: 04/16/2024 Page 3 Agenda Item #VI.A.
administrative surcharge of 2%. Table 2 of the nexus study compares the existing and proposed Fee amounts for different development types.

TABLE 2
Lakeport Fire Protection District
Comparison of Existing and Proposed Fees
Development Type Existing Fee Proposed Fee Difference Percentage Difference
County Area
Residential $1.00 $2.00 $1.00 100%
Nonresidential $1.00 $2.45 $1.45 145%
City Area
Residential unsprinklered $1.00 $2.00 $1.00 100%
Residential sprinklered $0.50 $2.00 $1.50 300%
Nonresidential unsprinklered $1.00 $2.45 $1.45 145%
Nonresidential sprinklered $0.50 $2.45 $1.95 390%
In addition to the proposed fee increase, the following Fee Program Changes are also being requested:
• Eliminate different fee levels for sprinklered and unsprinklered development. • Create different Fee levels for residential and nonresidential development. • Implement surcharge for all development of 3 stories and higher and for nonresidential development with footprint of 15,500 sq. ft. or more.
• Eliminate Fee ceiling.
• Establish an automatic annual inflation adjustment.

The complete nexus study is provided as part of this staff report as Attachment 2.

Unlike the City, the Fire District does not have the ability to independently adopt a mitigation impact fee. The Health and Safety Code governs the ability of Fire Districts to fund improvements. Specifically, this section reads:
13916. (a) A district board may charge a fee to cover the cost of any service which the district provides or the cost of enforcing any regulation for which the fee is charged. No fee shall exceed the costs reasonably borne by the district in providing the service or enforcing the regulation for which the fee is charged. A district board shall not charge a fee on new construction or development for the construction of public improvements or facilities or the acquisition of equipment. [emphasis added] The last sentence of this section specifically precludes Fire Districts from adopting fees to fund capital improvements. This is 'at odds' with section 66000 of the California Government Code governing how these types of fees should be adopted:
66000. As used in this chapter:
(a) "Development project" means any project undertaken for the purpose of development. "Development project" includes a project involving the issuance of a permit for construction or reconstruction, but not a permit to operate. (b) "Fee" means a monetary exaction other than a tax or special assessment, whether established for a broad class of projects by legislation of general applicability or imposed on a specific project on an ad hoc basis, that is charged by a local agency to the applicant in connection with approval of a development project for the purpose of defraying all or a Meeting Date: 04/16/2024 Page 4 Agenda Item #VI.A.
portion of the cost of public facilities related to the development project, but does not include fees specified in Section 66477, fees for processing applications for governmental regulatory actions or approvals, fees collected under development agreements adopted pursuant to Article 2.5 (commencing with Section 65864) of Chapter 4, or fees collected pursuant to agreements with redevelopment agencies which provide for the redevelopment of property in furtherance or for the benefit of a redevelopment project for which a redevelopment plan has been adopted pursuant to the Community Redevelopment Law (Part 1 (commencing with Section 33000) of Division 24 of the Health and Safety Code.
(c) "Local agency" means a county, city, whether general law or chartered, city and county, school district, special district, authority, agency, any other municipal public corporation or district, or other political subdivision of the state. [emphasis added]
(d) "Public facilities" includes public improvements, public services and community amenities.

In August of 1990, the Attorney General determined that regardless of how Section 66000 reads, Fire Districts could not adopt their own impact fees as the ability to charge a fee comes from the police powers of the City. As a result, a fire mitigation fee needs to be adopted by an agency with police powers, in this case the City of Lakeport.

The Lakeport Fire Protection District held a public hearing on January 9, 2024 and adopted Lakeport Fire Protect District RESOLUTION No. 23/24-07 (Attachment 5), requesting City Council adopt and implement revised Fire Mitigation Impact Fees based on the completed Lakeport Fire Protection District Fire Mitigation Fee Nexus Study of December 2023, prepared by Ridgeline Municipal Strategies (Attachment 2). The Lakeport Fire Protection District is also in the process of requesting that the Lake County Board of Supervisors adopt their fee for collection in unincorporated areas.

As the adoption of ordinance revisions requires two readings, City staff recommends that upon the completion of the public hearing that City Council introduce the proposed ordinance revising Lakeport Municipal Code Chapter 3.34, Fire Mitigation Fees (Attachment 3) and continue the Fire Mitigation Fee public hearing to the next regular City Council meeting of May 7, 2024 allowing for the required minimum ten (10) day legal notice of the proposed ordinance revision. At the May 7, 2024 public hearing, the City Council will be asked to adopt the proposed ordinance revising Lakeport Municipal Code Chapter 3.34, Fire Mitigation Fees and consider a proposed Resolution establishing revised fire mitigation fees (Attachment 4).

OPTIONS:

1. Conduct a public hearing for the Lakeport Fire Protection District Fire Mitigation Fee Nexus Study of December 2023, prepared by Ridgeline Municipal Strategies and introduce the proposed ordinance revising Lakeport Municipal Code Chapter 3.34, Fire Mitigation Fees. Continue the public hearing to the next regular City Council meeting of May 7, 2024 for the consideration and adoption of the proposed Ord for the proposed ordinance revising Lakeport Municipal Code Chapter 3.34, Fire Mitigation Fees and consider a proposed Resolution establishing revised fire mitigation fees.

2. Take no action.

3. Or alternatively, the Council may provide staff alternative direction.

FISCAL IMPACT:

None $ Budgeted Item? Yes No
Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $ Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other:

Comments: No direct fiscal impact to the Lakeport budget. Proposed Fire Mitigation fees are paid by building permit applicants at the time of building permit issuance.

Meeting Date: 04/16/2024 Page 5 Agenda Item #VI.A.

COUNCIL PRIORITIES:
☒ Priority #1: Public Safety & Crisis Response
☒ Priority #2: Disaster Resiliency
☐ Priority #3: Good Governance & Fiscal Stability
☐ Priority #4: Capital Infrastructure Improvement
☒ Priority #5: Safe, Sustainable & Attractive Neighborhoods ☐ Priority #6: Economic Development
SUGGESTED MOTIONS:

Move to introduce the proposed ordinance revising Lakeport Municipal Code Chapter 3.34, Fire Mitigation Fees and direct City staff to schedule a public hearing for the second reading of the ordinance for May 7, 2024.

Additionally, Further, continue the public hearing accepting the fire mitigation fee nexus report and resolution setting revised fire mitigation fees for the Lakeport Fire Protection District to the next regular City Council meeting of May 7, 2024.

Attachments: 1. Lakeport FPD Fire Mitigation Fee Nexus Study Slide Presentation

2. Lakeport Fire Protection District Fire Mitigation Fee Nexus Study, Final Report December 2023

3. Draft Ordinance, Amending Chapter 3.34 of the Lakeport Municipal Code Establishing the Rate for the Fire Mitigation Fees

4. Draft Resolution, Adopting Revised Fire Mitigation Impact Fees

5. Lakeport Fire Protection District Resolution No. 23/24-07 (1/9/24)

Lakeport FPD
Fire Mitigation Fee
Nexus Study
Public Hearing
April 16, 2024
Municipal Advisory | Pension Optimization | Revenue Generation | Quantitative Strategies City of Lakeport 04/16/2024 2 - Lakeport Fire Protection District Fire Mitigation Fee Nexus Study Public Hearing What is a Mitigation Fee?
• A mitigation fee (aka development impact fee) is:
• a one-time fee
• imposed on new development as a condition of approval • to pay for public facilities needed to serve new development • Mitigation fees are one of the ways that the California law put in place to fund public facilities
City of Lakeport 04/16/2024 3 - Lakeport Fire Protection District Fire Mitigation Fee Nexus Study Public Hearing Definitions and Use
• Public Facilities:
• fire station and other facilities
• apparatus and vehicles
• equipment
• Development is:
• All new private residential and nonresidential buildings • Excludes public buildings and ADUs smaller than 750 sq.ft. • Mitigation fees CAN be used to expand the District’s facilities to serve new development • Mitigation fees CANNOT be used for maintenance, deficiencies, or operations City of Lakeport 04/16/2024 4 - Lakeport Fire Protection District Fire Mitigation Fee Nexus Study Public Hearing Fire Mitigation Fees in the City of Lakeport
• The mitigation fee ordinance was adopted in April 2005 • Modeled after the Lake County Ordinance
• No significant updates to the fee program have been done since then (31 years) • In 2007, City of Lakeport increased the fee to match the Lake County amount • Program set fee ceiling of $1.00 psf and did not include inflation adjustment provision • What changed since the program was implemented:
• The District added EMS
• Fire station construction costs went from $64-70 psf to $600+ psf • Class A Engine / Pumper cost went from $200-350k to $700k • Water Tender cost went up from $110-125k to $400-550k City of Lakeport 04/16/2024 5 - Lakeport Fire Protection District Fire Mitigation Fee Nexus Study Public Hearing Legal Framework
• US Supreme Court decisions require “Nexus” to support mitigation fees
• Three Nexus components:
• Development must create a NEED for facilities funded by the fee • Development must receive BENEFIT from facilities funded by the fee • Fees must be PROPORTIONAL to impact created by development City of Lakeport 04/16/2024 6 - Lakeport Fire Protection District Fire Mitigation Fee Nexus Study Public Hearing Legal Framework – California Law
• The Mitigation Fee Act requires the following nexus findings:
• Identify PURPOSE of the fee
• Identify USE of the fee
• Demonstrate reasonable relationship between:
• Use of the fee and type of development on which the fee is imposed (Benefit) • Need for facility and type of development on which the fee is imposed (Need) • Amount of the fee and facility cost allocated to development paying the fee (Proportionality)
City of Lakeport 04/16/2024 7 - Lakeport Fire Protection District Fire Mitigation Fee Nexus Study Public Hearing Mitigation Fee Adoption Process
• Fees are imposed as a condition of development approval by land use authority • Special districts lack land use authority
• Cities may impose mitigation fees that benefit special districts • District Board: approved nexus study and forwarded it to the City • Lakeport City Council: adopts the fee on behalf of the District for the City area City of Lakeport 04/16/2024 8 - Lakeport Fire Protection District Fire Mitigation Fee Nexus Study Public Hearing Nexus Findings
• PURPOSE: for new development to contribute its fair share of existing and future one-time public facility costs
• USE: to fund expansion of and addition to District’s public facilities • NEED: new development within District’s service area increases the need for fire protection and emergency medical response public facilities • BENEFIT: new development within District’s service area benefits from availability of fire protection and emergency medical response public facilities • PROPORTIONALITY: Fire mitigation fee allocates to new development its proportionate share of the District’s existing and future public facilities costs City of Lakeport 04/16/2024 9 - Lakeport Fire Protection District Fire Mitigation Fee Nexus Study Public Hearing Fire Mitigation Fee Methodology
• Fee is based on future development’s share of existing and future public facility costs:
• 10.8 million sf of existing development within the District • 1.1 million sf of new development projected in the next 18 years • 11.8 million sf of total development projected by 2040 • $34.7 million of total cost / value of District’s existing and planned facilities • $480,000 in District’s mitigation fee fund
• $34.2 million is the net cost of District’s facilities to be allocated to all development • $2.89 is the net cost allocation per sf of all development City of Lakeport 04/16/2024 10 - Lakeport Fire Protection District Fire Mitigation Fee Nexus Study Public Hearing Fire Mitigation Fee Survey
• All fee programs updated in 2021-23
• All fee programs have automatic
inflation adjustment
• All fee programs have administrative
surcharge (2-4%)
Agency Name County Fee Amount
(psf)
Esparto FPD Yolo $1.48
Willow Oaks PFD Yolo $1.69
City of Yreka Siskiyou $2.03
Anderson Valley CSD Mendocino
Single Family $2.13
Multi-Family $2.54
Retail / Commercial $2.14
Office $2.87
Sonoma County FPD Sonoma
Single Family $1.75
Multi-Family $2.31
Retail / Commercial $1.95
Office $3.20
Sonoma Valley FPD Sonoma
Single Family $1.72
Multi-Family $2.91
Retail / Commercial $1.95
Office $3.23
City of Lakeport 04/16/2024 11 - Lakeport Fire Protection District Fire Mitigation Fee Nexus Study Public Hearing Proposed Fire Mitigation Fees in Lake Co
• All Districts included 2% Admin Surcharge
• All Districts included automatic annual inflation adjustment Res Nonres Surcharge
Lakeport FPD $2.00 $2.45 $0.50
Kelseyville FPD $1.50 $1.50 n/a
Lake Co FPD $1.93 $2.41 $0.50
Northshore FPD $2.02 $2.02 n/a
South Lake County FPD $2.00 $2.61 n/a
District Fee PSF
City of Lakeport 04/16/2024 12 - Lakeport Fire Protection District Fire Mitigation Fee Nexus Study Public Hearing Proposed Fire Mitigation Fee
• 2% Admin Surcharge covers Mitigation Fee Act compliance costs (nexus studies, recordkeeping, reporting, etc.)
• Fee applies to all new development
• Includes automatic annual inflation adjustment
Residential Nonresidential High Impact
Surcharge
Base Fee per Sq. Ft. $1.96 $2.40 $0.49
Administrative Surcharge 2% $0.04 $0.05 $0.01
Total Fee Amount $2.00 $2.45 $0.50
Amount / Sq.Ft.

Description
City of Lakeport 04/16/2024 13 - Lakeport Fire Protection District Fire Mitigation Fee Nexus Study Public Hearing Projected Fee Revenue
• Projected fire mitigation fee revenue: $2.3 million over 18 years • Planned facilities costs: $24.7 million
• Available mitigation fee funds: $480k
• Funding needed from other sources: $22 million
01/09/2024 14
Questions?
Dmitry Semenov
Ridgeline Municipal Strategies, LLC
(916) 250-1590
[email protected]
RidgelineMuni.com
Lakeport Fire Protection District
Fire Mitigation Fee Nexus Study
December 22, 2023
Final Report
Ridgeline Project # 23003
Prepared for:

TABLE OF CONTENTS
EXECUTIVE SUMMARY ................................................................................................................................. 1 Fee Program Update Overview .................................................................................................. 1 Proposed and Current Fee ........................................................................................................... 2 Proposed Fee Program Changes ................................................................................................. 3 Implementation ............................................................................................................................. 4 Report Organization ..................................................................................................................... 4 I. INTRODUCTION AND BACKGROUND INFORMATION ................................................................... 5 Introduction ................................................................................................................................... 5 District Overview .......................................................................................................................... 6 The Mitigation Fee Act ................................................................................................................. 6 Nexus Study Purpose ................................................................................................................... 7 Mitigation Fee Calculation Methodology .................................................................................. 9 Current Fees ................................................................................................................................. 11 II. EXISTING AND PROJECTED DEVELOPMENT ................................................................................. 13 Service Area ................................................................................................................................. 13 Types of Development ............................................................................................................... 14 New Development Projections ................................................................................................. 15 III. DISTRICT FACILITIES INVENTORY ................................................................................................ 19 Land, Buildings, and Improvements ........................................................................................ 20 Fire Apparatus, Ambulances, and Other Vehicles ................................................................. 21 Equipment .................................................................................................................................... 23 Facility Financing Costs ............................................................................................................. 23 Facilities Summary ...................................................................................................................... 24 IV. FACILITY COST ALLOCATION AND FEE CALCULATION ............................................................. 26 Cost Allocation and Methodology............................................................................................ 26 Service Demand Variable ........................................................................................................... 26 Net Facility Costs ........................................................................................................................27 Net Facility Costs Allocation.....................................................................................................28 Fee Calculation Per Square Foot...............................................................................................28 Projected Fee Revenue................................................................................................................30 V. NEXUS FINDINGS ..........................................................................................................................32 VI. IMPLEMENTATION ........................................................................................................................34 Authority to Impose Mitigation Fees .......................................................................................34 Fee Adoption Process .................................................................................................................34 Fee Program Administration.....................................................................................................38 Capital Improvement Plan and Annual Updates...................................................................42 Annual Automatic Inflation Adjustment ................................................................................42 Fee Updates..................................................................................................................................42 Transparency Requirements......................................................................................................43 Training and Public Information ..............................................................................................43 APPENDICES:

Appendix A: Development Analysis Supporting Data
Appendix B: District Facility Supporting Data
Lakeport Fire Protection District
Fire Mitigation Fee Nexus Study Final Report – 12/22/2023

Page 1 ends

EXECUTIVE SUMMARY
This Fire Mitigation Fee Nexus Study (the “Nexus Study”) was prepared by Ridgeline Municipal Strategies, LLC (“Ridgeline”) for the Lakeport Fire Protection District (the “District”) to update the District’s Fire Mitigation Fee (the “Fee”). The Fee is collected on all new development within the District to fund the one-time costs of public facilities used to provide fire protection and emergency medical response services.

The methodology of the Nexus Study satisfies the legal requirements of the Constitution of the United States of America, the Constitution of the State of California, and the California Mitigation Fee Act (the “Act”).

The District’s service area covers the City of Lakeport, CA (the “City”) and the surrounding unincorporated portion of the County of Lake (the “County”). The current version of the District’s Fire Mitigation Fee Program (the “Fee Program”) was last updated in 1992 by the County and in 2007 by the City. The Nexus Study provides an update to the existing Fee based on new development projections through 2040 and recommends certain revisions to the Fee Program.

The Fee Program is designed to help the District provide fire protection and emergency medical response services to new development in a fiscally responsible manner. The Fee revenues can only be used to expand the District’s public facilities (buildings and structures, apparatus and vehicles, and equipment) to serve new development, including reimbursements to the District for facilities that have been upsized to accommodate new development. The Fee revenues cannot be spent on operations, maintenance or to address existing public facility deficiencies.

FEE PROGRAM UPDATE OVERVIEW
The demand for the District’s services and associated public facilities is driven by the building structures that the District protects. The District assesses the Fee on all new residential and nonresidential development within its service area, including additions to existing structures.

The Fee is calculated based on building square footage. Different Fee amounts per square foot are proposed for residential and nonresidential development. Additionally, a surcharge is proposed for all building of 3 or more stories and for nonresidential buildings with footprint of 15,500 sq. ft. or more.

Accessory dwelling units (“ADUs”) smaller than 750 sq. ft. are currently exempt from the Fee by the State law. A change in the law could result in such ADUs to no longer be exempt.

Buildings and structures owned and used by government entities, including, but not limited to, schools, city hall, administration buildings, fire and police stations, corporate yards, etc., are not subject to the Fee.

Lakeport Fire Protection District
Fire Mitigation Fee Nexus Study Final Report – 12/22/2023

Page 2 ends

The existing development within the District consists of approximately 10.8 million building sq. ft. It is estimated to grow by approximately ten percent (1.1 million sq. ft.) by 2040, with the bulk of the growth (67 percent) happening on the residential side.

PROPOSED AND CURRENT FEE
Table 1 shows the proposed Fee amounts. The Fee is collected on a per square foot basis for all development types and includes a 2% administrative surcharge. A high impact surcharge is proposed for buildings of 3 stories and above and for nonresidential buildings with a footprint of 15,500 sq. ft. or more.

The Fee is based on cost estimates in 2023 dollars. To account for inflationary impacts, it is recommended that the Fee be automatically adjusted annually without further action by the District Board, the City Council, and the County Board of Supervisors on the first day of each fiscal year, starting July 1, 2024, by the previous calendar year percentage change in the Engineering News-Record Construction Cost Index (20-City Average), or its successor publication.

Since the Fee amount has not been updated since 1992 for the County area and since 2007 for the City area, the proposed Fee increase is significant, as it captures over two decades of inflation and takes into consideration the expansion of the District services to include emergency medical response. Table 2 compares the existing and proposed Fee amounts for different development types.

Residential Nonresidential High Impact
Surcharge
Base Fee per Sq. Ft. $1.96 $2.40 $0.49
Administrative Surcharge 2% $0.04 $0.05 $0.01
Total Fee Amount $2.00 $2.45 $0.50
Source: Lakeport Fire Protection District and Ridgeline Table 1
Amount / Sq.Ft.

Lakeport Fire Protection District
Proposed Fire Mitigation Fee (2023$)
Description
Lakeport Fire Protection District
Fire Mitigation Fee Nexus Study Final Report – 12/22/2023

Page 3 ends

PROPOSED FEE PROGRAM CHANGES
The following changes are proposed to the Fee Program with this update.

County Area:
• Create different Fee levels for residential and nonresidential development. • Implement surcharge for all development of 3 stories and higher and for nonresidential development with footprint of 15,500 sq. ft. or more.
• Eliminate Fee ceiling.
• Establish an automatic annual inflation adjustment.
• Make the Fee specific to the District service area of the County, with other fire protection districts setting their own fee amounts.

City Area:
• Eliminate different fee levels for sprinklered and unsprinklered development. • Create different Fee levels for residential and nonresidential development. • Implement surcharge for all development of 3 stories and higher and for nonresidential development with footprint of 15,500 sq. ft. or more.
• Eliminate Fee ceiling.

Development Type Existing
Fee
Proposed
Fee Difference Percentage Difference
County Area
Residential $1.00 $2.00 $1.00 100%
Nonresidential $1.00 $2.45 $1.45 145%
City Area
Residential unsprinklered $1.00 $2.00 $1.00 100%
Residential sprinklered $0.50 $2.00 $1.50 300%
Nonresidential unsprinklered $1.00 $2.45 $1.45 145%
Nonresidential sprinklered $0.50 $2.45 $1.95 390%
Source: Lakeport Fire Protection District and Ridgeline Table 2
Lakeport Fire Protection District
Comparison of Existing and Proposed Fee
Lakeport Fire Protection District
Fire Mitigation Fee Nexus Study Final Report – 12/22/2023

Page 4 ends

• Establish an automatic annual inflation adjustment.

IMPLEMENTATION
The District’s Board of Directors, assisted by the District staff, should review and evaluate the Nexus Study for accuracy and alignment with the District’s operational and financial framework.

Once the Board of Directors is satisfied that the legislative requirements of the Mitigation Fee Act are met and the Fee update recommendations are valid, it will need to approve the Nexus Study and forward it to the County and the City with the recommendation for adoption on behalf of the District by the County Board of Supervisors and the City Council per the requirements of the Mitigation Fee Act.

Upon receipt of the Nexus Study and receiving public input, the County Board of Supervisors and the City Council will vote to approve findings and a resolution to adopt the updated Fee Program. If approved, the Fee will be imposed pursuant to the County’s and City’s development “police powers” under Article XI, section 7, of the California Constitution.

REPORT ORGANIZATION
Chapter I of this Nexus Study provides an overview of the District, the legal framework for the Fee, the Nexus Study’s purpose, the Fee calculation methodology, and the current Fee amounts.

Chapter II contains the data on existing development and documents future development projections within the District.

Chapter III lists the existing and planned public facilities of the District.

Chapter IV contains the calculations for the public facility cost allocation across existing and future development and the proposed Fee amount.

Chapter V documents the nexus findings that address the requirements of the Mitigation Fee Act.

Chapter VI provides recommendations for adopting and implementing the Fee.

Lakeport Fire Protection District
Fire Mitigation Fee Nexus Study Final Report – 12/22/2023

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I. INTRODUCTION AND BACKGROUND INFORMATION

INTRODUCTION
The Lake County Fire Chief’s Association, on behalf of its member districts, retained Ridgeline Municipal Strategies, LLC to prepare fire mitigation fee nexus studies for each of the districts.

This Nexus Study pertains to the Fee collected by the Lakeport Fire Protection District (the “District”).

The City of Lakeport (the “City”) and the County of Lake (the “County”), on behalf of the District, impose the Fire Mitigation Fee (the “Fee”) on new development within the District’s service area.

The Fee funds one-time public facility costs attributable to new development to allow the District to accommodate such new development and maintain its level of service.

The existing Fee was adopted as follows:
• On October 10, 1992, the Board of Supervisors of the County adopted a Fire Mitigation Fee Ordinance that established the Fee for all unincorporated areas of the County.1 • On April 19, 2005, the City Council of the City adopted a Fire Mitigation Fee Ordinance, updating the City’s Municipal Code and establishing the Fee within the City boundary.

There have not been any substantial updates to the District’s Fire Mitigation Fee Program (the “Fee Program”) since then, with the exception of the City increasing the Fee ceiling to match the County in 2007.

This Fee Program update is intended to address the public facilities necessary to accommodate the expected growth within the District through 2040.

The Nexus Study provides the legal and policy basis for the calculation and imposition of the Fee on all new development within the District. The study evaluates the existing Fee Program, considers the development changes that have occurred within the District, analyzes the impact of recent and future development on the District facilities, and documents the need for a Fee adjustment due to the amount of new development within the District, inflation and increasing public facility costs, and a wider scope of services provided by the District.

This chapter provides an overview of the District, the legal framework for the Fee, the Nexus Study purpose, the Fee calculation methodology, and the current Fee amounts. 1 The County Fire Mitigation Fee Ordinance established a uniform fee for the entire County area, which is currently serviced by five fire protection districts (Kelseyville, Lake County, Lakeport, Northshore, and South Lake County).

With this update of the Fee Program, each district will have its own fee program and fee amount reflecting its unique development pattern and public facility needs.

Lakeport Fire Protection District
Fire Mitigation Fee Nexus Study Final Report – 12/22/2023

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DISTRICT OVERVIEW
The Lakeport Fire Protection District is an independent special district located in Lakeport, CA.

The District provides a full range of fire protection, fire suppression, fire safety, emergency medical response, rescue and extrication, containment and mitigation of hazardous materials exposure, and other life safety services (the “Services”) on the western shore of Clear Lake, including the City of Lakeport and the surrounding unincorporated portion of the County of Lake. The District’s service area covers approximately 42.5 square miles and has approximately 14,000 residents.

The District is governed by a five-member Board of Directors (the “Board”) and a career Fire Chief. The Board and Fire Chief are responsible for strategic planning, policy development, and approval of capital expenditures. The District employs 16 full-time equivalent employees and has 18 volunteer staff members based at three fire stations.

In 2022, the District responded to 2,444 calls, including structure and wildland fires, vehicle accidents, technical rescue, hazardous materials, and medical aid.

THE MITIGATION FEE ACT
The passage of Proposition 13 in 1978, Proposition 218 in 1996, and other State fiscal measures have limited the revenue availability for local public agencies. Local funding sources, such as property and sales taxes, are now mostly used for operations and maintenance and are often insufficient to fund public facilities and capital improvements. State and federal funding are not keeping up with the rising costs. The decline of popular support for bond measures has further restricted the local governments’ ability to develop infrastructure and facilities for the next generation of residents and businesses.

These funding limitations have led to declining service levels, accelerated physical deterioration, lower efficiency, and increasing maintenance and operating costs of public facilities. They have also resulted in an increasing need to use mitigation fees (also known as development impact fees, or simply impact fees) to fund new public facilities.

California’s mitigation fee statute originated in AB 1600, which went into effect in 1989. The bill added several sections to the Government Code (Sections 66000 through 66025), which are now officially known as the “Mitigation Fee Act” (the “Act”).

The Act sets forth requirements for establishing, increasing, and imposing mitigation fees, contains provisions concerning their collection, expenditure, and administration, and mandates periodic accounting, reporting, and re-evaluation of fee programs. The implementation and administration requirements mandated by the Act are covered in Chapter VI of the Nexus Study.

The fees (the term used throughout the Act) are defined as “a monetary exaction, other than a tax or special assessment… charged by a local agency to the applicant in connection with approval of a development project for the purpose of defraying all or a portion of the cost of public facilities Lakeport Fire Protection District
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related to the development project…”2 The Nexus Study uses the term “mitigation fees” to mean such fees.

The Act broadly defines public facilities to include "public improvements, public services and community amenities3." The Act limits mitigation fees to an amount that “does not exceed the estimated reasonable cost of providing the service or facility for which the fee… is imposed”4 and prohibits the levy, collection, or imposition of mitigation fees for general revenue purposes. The case law and Gov’t Code § 65913.8 stipulate that mitigation fees may not be used for operating or maintenance costs. The Act does not limit the types of facilities for which mitigation fees may be imposed, but does require that the collected fees be used for their intended purposes.

The Act specifies that mitigation fees “shall not include the costs attributable to existing deficiencies in public facilities but may include the costs attributable to the increased demand for public facilities reasonably related to the development project in order to refurbish existing facilities to maintain the existing level of service or achieve an adopted level of service that is consistent with the general plan.”5 As such, mitigation fees may be used to recover costs of existing facilities to the extent that such facilities are needed to serve new development and have the capacity to do so.

NEXUS STUDY PURPOSE
This Fire Mitigation Fee Nexus Study (the “Nexus Study”) was prepared to satisfy the legal requirements governing mitigation fees, including provisions of the U. S. Constitution, the California Constitution, and the California Mitigation Fee Act.

The purpose of the Nexus Study is to establish the legal and policy basis for the continued imposition and update of the Fee within the District’s service area by analyzing the impacts of new development on the need for fire protection and emergency medical response public facilities.

For purposes of this Nexus Study, the terms “public facility,” “capital facility,” and “facility” refer to:
• land, buildings, and improvements (including fire stations, administration buildings, and other building structures);
• fire apparatus, ambulances, and other vehicles; and
• equipment
used by the District to provide the Services.
2 Gov’t Code § 66000(b)
3 Gov’t Code § 66000(d)
4 Gov’t Code § 66005(a)
5 Gov’t Code § 66001(g)
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The terms “development project” and “new development” refer to any residential or nonresidential project undertaken for the purpose of development that requires issuance of a permit for construction or reconstruction.

To update and impose the Fee, the Nexus Study demonstrates that a reasonable relationship, or “nexus,” exists between new development that occurs within the District and the need for public facilities. It is generally accepted that the concept of nexus encompasses the following three standards.
• Need / Impact: To be subject to mitigation fees, development has to create an impact and/or generate a need for public facilities to be funded by such fees. As a recipient of public services, new development results in additional demand for some or all public facilities.

Absent a facility capacity increase to address the additional demand, the quality and/or availability of public services will deteriorate for the entire community. Mitigation fees may be used to recover public facility costs, but only to the extent that the need for such facilities is related to the development project paying the fees. The courts have held that development exactions can only be used to mitigate impacts of the projects upon which they are imposed. This Nexus Study quantifies and allocates development impacts on facility needs in terms of the total cost per square foot and contains the calculations necessary to document compliance with the need / impact standard. • Benefit: Development must also benefit from the public facilities funded by the mitigation fees that it paid. In other words, the facilities funded by the fees have to be available to serve the development paying the fees. Moreover, the mitigation fee revenues must be segregated from other funds and used in a timely manner to fund the facilities for which they were collected. There is no legal requirement that facilities paid for with mitigation fee revenues can only be available to the development projects paying the fees. Unspent fees must be refunded. These requirements are put in place to ensure that new development benefits from the mitigation fees it is required to pay. This Nexus Study contains implementation provisions necessary to guide the District in compliance with the benefit standard.
• Proportionality: Finally, mitigation fees must be proportional to the impact created by development projects paying the fees. Proportionality is ensured through proper documentation of applicable facility costs and fee calculations that allocate these costs based on the impact created by different development types. The fee calculation methodology used in this Nexus Study is designed to ensure compliance with the proportionality standard.

The Act stipulates that any mitigation fee program must meet and document five nexus findings.6 Chapter V of this Nexus Study addresses this requirement. 6 Gov’t Code § 66001
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MITIGATION FEE CALCULATION METHODOLOGY
There are several accepted mitigation fee calculation methodologies. The methodology selection is usually determined by the types of services provided, types of public facilities required, development patterns, and availability of data. Regardless of the selected methodology, the facility cost allocation must be done in proportion to the need created by new development.

New development’s impact can be quantified by selecting a variable that best reflects such impact and corresponds to the type of services required, such as added square footage, population, employment, vehicle trips, call volume, etc. AB 2668, which amended the Act, states that any “nexus study adopted after July 1, 2022, shall calculate a fee imposed on a housing development project proportionately to the square footage of proposed units of the development,”7 unless certain conditions are met and properly documented.
• The Plan-Based Methodology is utilized when there are clearly defined capital improvement or facility plans prepared for new development. The facilities needed to serve the new development are identified and their costs are allocated to each development category in proportion to the generated service demand. The total required facility cost is divided by the total additional demand units to calculate a cost per demand unit (e.g., a cost per square foot of new construction). This methodology is most often used to set fees for large development projects requiring its own public facilities. • The Capacity-Based Methodology is utilized when a facility’s capacity can only accommodate a known level of development. The total facility cost is proportionately allocated to each unit of development within the facility’s service area. If incremental facility costs can be allocated to an incremental development unit, this approach provides sufficient flexibility to accommodate changing development patterns.
• The Standard-Based Methodology is based on a specified service standard required for each unit of development. The standard can be established as a matter of policy or be based on the service level that is being provided to existing development. Once the standard for each development unit is established, a cost to achieve the standard can be allocated proportionately.

Under each methodology type, the agency can utilize the mechanism of buy-in fees to recover a portion of the existing facility costs, provided the facilities have capacity available to serve additional development.

The general order to calculate mitigation fees is as follows:

1. Quantify existing development units and prepare new development projections.

2. Develop capital improvements or facilities plan, identify facility service capacity, and/or establish a service standard.
7 Gov’t Code § 66016.5(5)(A)
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3. Determine the amount and cost of facilities required to accommodate new development.

4. Calculate mitigation fee by allocating the total facility costs per unit of development (usually on a square foot basis).

Proper methodology allocates public facility costs to new development fairly and ensures that new development is not required to fund existing service deficiencies, while existing development is not subsidizing facilities for new development.

Given the fixed service area of the District, the coverage and response times provided by the existing fire stations, and the limited anticipated development growth pattern, the capacity-based methodology will be utilized in this Nexus Study.

During the preparation of the Nexus Study, the District determined the scope of facilities needed to ensure that they can accommodate the anticipated new development. The Nexus Study uses the District’s current and planned facilities as the facilities standard. The existing facilities serve the current population and have the capacity to serve new development. However, as future growth occurs, some facility expansion will be necessary. Additionally, the main fire station and District headquarters building dates back to 1894 and will need to be completely rebuilt.

To mitigate its impact on the District’s service level, new development is required to pay mitigation fees to cover its proportionate fair share of the one-time facility costs.

The District has the flexibility to revise the list of necessary facilities shown in this report as conditions change. If the cost of facilities necessary to serve the anticipated growth materially changes, the District should update the Fee Program accordingly.

The current service standard is based on the District’s ratio of existing facilities to the square footage of existing development. Existing development refers to the current residential and nonresidential development within the District’s service area. However, the existing facilities have been upsized to accommodate additional development.

The Act requires that in establishing a mitigation fee program, the facilities funded by the fee must be identified. This Nexus Study contains a detailed list of facilities and the associated costs and replacement values.

The District’s facilities form a comprehensive fire protection and emergency medical response system benefiting the District’s entire service area. The resources of one station are not limited to the use of nearby properties, but are used to provide coverage to the entire service area as needed.

Responding to service calls often requires resources from multiple stations. Similarly, new development will be served by all of the District facilities, not just by those of the nearest station.

The terms “standard” and “level of service” will be used throughout the Nexus Study (at times interchangeably) to describe the level of public facility investment needed to serve the community.

A standard is defined as the benchmark that the District plans to achieve for any particular facility.

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A level of service is the actual level of benefit experienced by the existing development. Level of service may be different from the standard for a given facility.

When the existing level of service is less than the standard, or the facility is over capacity relative to the standard, a deficiency exists, and new development is not expected to cover that deficiency.

If the opposite is the case and there is a capacity surplus, the District may recover a portion of its investment in that facility that is available to serve new development.

If there is no established standard for a given facility, the existing level of service becomes the de facto “current standard,” and the two terms may be interchangeable.

By policy, the District can adopt its own reasonable facility standards to reduce, maintain, or increase the existing standard. However, basing the Fee on a standard that is higher than the existing level of service is fair to new development only if the District uses alternative funds to increase the capacity of facilities benefiting the existing development.

The District’s existing three fire stations will continue to provide services to the existing and future development. As such, new development is required to contribute its fair share of the existing facility costs.

The main fire station is scheduled for a rebuild and an expansion. The District also anticipates that another fire station will need to be expanded and upgraded and four additional vehicles (a water tender, an ambulance, an SUV, and a utility truck) will need to be acquired to properly address the community needs. Additionally, the District is planning to develop a training facility to ensure proper training for its personnel. As such, new development is required to contribute its fair share of funding for these new facilities in proportion to the benefit it receives from such facilities.

CURRENT FEES
The current Fee programs and Fee amount are different within the City and County service areas of the District.

CURRENT FEE IN THE CITY AREA
The Fee within the City area was adopted in 2005 and updated in 2007 based upon the analysis performed by the District. The Fee was adopted prior to the building code amendment requiring all new construction to have fire sprinklers and has different Fee levels for sprinklered and unsprinklered properties. The Fee ceiling was set at $1.00 for unsprinklered properties and $0.50 for sprinklered properties, regardless of the development type. The Fee is currently being charged at the ceiling level. The Fee does not include an inflation adjustment provision. The Fee ordinance provides for a 2% administrative surcharge.

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CURRENT FEE IN THE COUNTY AREA
The current Fee within the County area was adopted in 1992 based upon the analysis performed by the Lakeshore Fire Protection District, a nearby agency within the County. The Fee ceiling was set at $1.00 per sq. ft. The Fee was adopted before the District started providing the emergency medical response services. The Fee has not been updated since its adoption and does not include an inflation adjustment provision. The Fee ordinance provides for a 2% administrative surcharge.

The Fee is currently being charged at the ceiling level.

When the Fee was first adopted and/or last updated, the following assumptions were utilized:
• The fire protection services were provided by two separate agencies, Lakeport Fire Protection District and the City of Lakeport Fire Department, which subsequently merged to form the District.
• The District served a smaller population and required less facilities. • Facility costs were significantly lower than they are now. For instance, o Fire station construction costs were estimated at $64-70 per sq. ft. (compared to $600 per sq. ft. currently).
o Class A Engine / Pumper cost was estimated at $200,000 to $350,000 (compared to $700,000 currently).
o Water Tender cost was estimated at $110,000 to $125,000 (compared to $400,000 - $550,000 currently).
o Ambulance cost was estimated at $130,000 (compared to $245,000 currently).

For the most recent 4-year period (fiscal years 2020-2023), the District collected Fee revenue of $270,090.50.

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II. EXISTING AND PROJECTED DEVELOPMENT
To develop growth projections for this Fee Program update, Ridgeline analyzed existing development and recent building permit data for the District service area. The growth projections reflect recent residential and nonresidential development trends and known proposed projects.

To ensure that new development contributes its fair share of facility funding, the growth projections and the associated public facility costs are estimated through 2040.

The existing and projected development data provided in this chapter will be used to establish levels of service, analyze facility needs, allocate facility cost between existing and future development, and calculate the updated Fee amount.

SERVICE AREA
The District boundary constitutes the service area analyzed in this Nexus Study. It encompasses the entire City of Lakeport and the adjacent unincorporated portion of the County of Lake, as shown on Figure 1.

Figure 1
Lakeport Fire Protection District
Service Area Map
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The District is responsible for the protection of a variety of geographical areas, ranging from residential neighborhoods, commercial and industrial buildings, rural areas, and agricultural and public lands. The District covers approximately 42.5 square miles and serves a population of approximately 14,000 residents.

In 2021-2022 calendar years, the District responded to approximately 5,000 service calls. Rescue and EMS calls constituted 68% of all calls, as shown in Table 3. On average, the District received approximately 2,480 service calls per year over the past two years.

TYPES OF DEVELOPMENT
The demand for the District’s Services and the associated public facilities is driven by the residential and nonresidential building structures within the service area. Therefore, the District assesses the Fee on all new residential and nonresidential development within its service area, including additions to existing structures.

The District currently charges a uniform fee per building square foot regardless of development type, with the exception of the lower fee for sprinklered properties within the City area. The uniform Fee structure is supported by the following observations:
• The recent revision of the Act (AB 2668) stipulates that a fee per square foot should be the default method for setting mitigation fees for housing development,8 which inherently incorporates service demand differences between various residential development types. 8 Gov’t Code § 66016.5(5)(A)
2021 2022 Total
Fire 85 72 157 3.16%
Rescue & Emergency Medical Service 1,682 1,667 3,349 67.51% Hazardous Conditions (No Fire) 65 57 122 2.46%
Service Call 178 229 407 8.20%
Good Intent Call 451 367 818 16.49%
False Alarm / False Call 49 52 101 2.04%
Special Incident / Other 7 0 7 0.14%
TOTAL 2,517 2,444 4,961 100.00%
Source: Lakeport Fire Protection District
Table 3
Lakeport Fire Protection District
Service Calls Detail - 2021-2022
Incident Type % Incidents
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• Nonresidential development within the District is fragmented and lacks major dominant categories. Significant growth in nonresidential development is not anticipated. • The current building code mandates all new buildings to be sprinklered.

With this Fee Program update, the District has elected to offer a reduced Fee to residential development to help keep housing costs lower and to have the residential Fee amount to be more in line with other jurisdictions in Northern California.

Additionally, the District proposes to implement a surcharge to the Fee for all buildings of 3 stories or higher and nonresidential buildings with footprint of 15,500 sq. ft. or more to help cover a portion of the additional facility costs related to this type of development.

Recent legislation (SB 13) requires that mitigation fees for accessory dwelling units (“ADUs”) must be proportional to the relationship between the square footage of the ADU and the square footage of the primary unit. With the Fee being calculated on a square foot basis for both the primary unit and the ADU, the proportionality requirement is maintained. The Fee may not be imposed on an ADU smaller than 750 sq. ft. under the current State Law.

NEW DEVELOPMENT PROJECTIONS
Development projections are an important input for the Nexus Study. The Fee is calculated by allocating the total cost of all facilities needed throughout the District by 2040 across all residential and nonresidential development expected to be in place by that time, and then using that allocation to calculate the Fee for new development.

EXISTING DEVELOPMENT SUMMARY
As shown in Table 4, the existing residential and nonresidential development within the District makes up approximately 10.8 million sq. ft.

Existing Development Calculation Methodology
To prepare the existing development summary, we analyzed the 2022 parcel data set that was provided to the District by the County (the “2022 Parcel Data”), as well as the Fee collections data for the past 5 years provided by the District.

The 2022 Parcel Data was missing building square footage data for manufactured homes, so we made the following assumptions, which were added to the data set:
• An average single-wide manufactured home was assumed to be 960 sq. ft. • An average double-wide manufactured home was assumed to be 1,600 sq. ft.

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• For manufactured home communities, a home count was performed utilizing Google Maps imagery.

The supporting data for the manufactured home communities is summarized in Table A-1 in Appendix A.

The typical manufactured home sizes are based on the information from MHVillage9:
• single-wide homes range from 480 to 1,440 sq. ft., with a midpoint of 960 sq. ft. • double-wide homes range from 640 to 2,560 sq. ft., with a midpoint of 1,600 sq. ft.

We also updated the 2022 Parcel Data to include all development that paid mitigation fees in 2020-2023 fiscal years.

Finally, we reviewed the 2022 Parcel Data to identify all parcels with building assessed value of $50,000 or more and no building square footage data. For such parcels, we manually estimated the building size using Google Earth or other available information.

DEVELOPMENT PROJECTIONS
To prepare future development projections through 2040, we utilized the following approach:
9 https://www.mhvillage.com/resources/buyers/explore/mobile-home-sizes-guide Development Type
Parcels
with
Structures
Total Sq. Ft. Avg. Sq. Ft. /
Parcel
Residential
Residential Parcels 4,212 7,493,476 1,779
MHC Sites [1] 576 796,160 1,382
Subtotal: Residential 4,788 8,289,636 1,731
Nonresidential
Nonresidential Parcels 617 2,475,695
Subtotal: Nonresidential 617 2,475,695
TOTAL 5,405 10,765,331
Source: County of Lake, Lakeport Fire Protection District, Ridgeline [1] See Table A-1.

Table 4
Lakeport Fire Protection District
Existing Development Summary
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• Residential Development – New Homes: Based on the mitigation fee collections data for the past four fiscal years, an average of 13 new homes totaling approximately 21,300 sq. ft. were built within the District each year. We assume that this trend will continue unchanged through 2040.
• Residential Development – Additions: Based on the mitigation fee collections data for the past four fiscal years, an average of 3,300 sq. ft. of existing home additions took place within the District each year. We assume that this trend will continue unchanged through 2040.
• Residential Development – Multi-Family: Only one significant multi-family residential development took place within the District in the last 4 fiscal years, an apartment complex consisting of 60,884 sq. ft. We assume that an average of 15,200 sq. ft. of new multi-family residential development will be taking place on average per year within the District through 2040.
• Nonresidential Development: Based on the mitigation fee collections data for the past four fiscal years, an average of approximately 27,700 sq. ft. of nonresidential development took place within the District each year, but the average amount was heavily impact by the self-storage facility construction in 2021. We assume that going forward an average of 20,000 sq. ft. of nonresidential development will be taking place within the District each year through 2040.

The new development activity details for the past four fiscal years are provided in Tables A-2 and A-3 in Appendix A.

As shown in Table 5, new development within the District is estimated to add approximately 1.1 million building sq. ft. through 2040, based on the assumptions identified above. Most of that growth (67%) is expected to be on the residential side.

Development Type Source Units /
Yr Sq.Ft. / Yr Total Sq.Ft. Thru 2040
Residential - New Homes Table A-2 13 21,300 383,400
Residential - Additions Table A-3 3,300 59,400
Residential - Multi-Family 15,200 273,600
Nonresidential Table A-3 20,000 360,000
Total 13 59,800 1,076,400
Source: Lakeport Fire Protection District, Ridgeline
Table 5
Lakeport Fire Protection District
Future Development Projections - 2023-2040
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As shown in Table 6, the total development within the District is projected to reach approximately 11.8 million sq. ft. by 2040. This development estimate assumes the continuation of the recent growth rates and does not constitute the buildout calculation for the District.

Description Sq. Ft.

Residential Development
Existing Development 8,289,600
Projected Future Development 716,400
Subtotal: Residential Development 9,006,000
Nonresidential Development
Existing Development 2,475,700
Projected Future Development 360,000
Subtotal: Nonresidential Development 2,835,700
Total Development
Existing Development 10,765,300
Projected Future Development 1,076,400
Total Development 11,841,700
Source: County of Lake, Lakeport Fire Protection District, Ridgeline Existing Dev't and Growth Projections Summary (2022 - 2040) Table 6
Lakeport Fire Protection District
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III. DISTRICT FACILITIES INVENTORY
To provide its Services, the District relies on a system of public facilities (administrative office, fire stations, apparatus, and equipment). Anticipated new development occurring through 2040, as well as the existing development’s service demand, require rebuilding and expansion of the District’s headquarters and main station, expansion and upgrade of another station, development of a training facility, procurement of additional vehicles and equipment, and other capital facility projects so that the District can continue providing timely responses to calls for fire, medical, and other emergencies. Planned facility needs are determined by the District based on response time requirements and overall Services demand.

This chapter provides an inventory of the District’s existing and planned facilities and their replacement and estimated costs.

The terms “public facility,” “capital facility,” and “facility” in this Nexus Study refer to:
• Land, buildings, and improvements (including fire stations, administration buildings, and other building structures);
• Fire apparatus, ambulances, and other vehicles; and
• Equipment
used by the District to provide its Services.

The District provided inventories and replacement cost estimates for the existing facilities. One of the existing engines was funded through debt financing, and the associated remaining financing costs are included in the existing facility cost estimates.

The District also provided inventories and cost estimates for planned facilities needed to serve existing and future development through 2040. It is assumed that all major future fire station and training facility capital projects and all of the additional and replacement apparatus and ambulances will be financed. The estimated financing costs are included in the planned facility cost estimates.

All replacement value and cost estimates are expressed in 2023 dollars and based on the best currently available information. The District will conduct periodic facility cost and development pattern reviews and make Fee adjustments if this information materially changes or if other funding sources become available.

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LAND, BUILDINGS, AND IMPROVEMENTS

EXISTING FIRE STATIONS AND STRUCTURES
The District presently operates three fire stations and a headquarters facility. Table 7 offers details about these structures, their construction years, site areas and building sizes, and estimated replacement costs.

The replacement cost includes the land value and building replacement cost. The land value is the greater of (a) the actual cost paid by the District or (b) the current market comparable. The current land value estimate based on market comparables is provided in Table B-1 in Appendix B. The replacement cost of the buildings is based on their insured value as determined by the District’s insurance company.

The District’s headquarters and Station 50 are currently owned by the City and will need to be rebuilt by the District. Its building insured value is excluded from the table above, but the estimated project cost is included in the planned facility cost estimate below.

Facility Name / Address Year
Built
Site Area
(acres) Bldg Sq.Ft. Land Value [1], [2]
Building Insured
Value [2]
Total Replacement
Cost
District Headquarters / Station 50
445 N. Main Street [3] 1894 0.35 7,492 $0 $0 $0
420 N. Forbes Street 0.13 0 $70,000 $0 $70,000
Lakeport, CA 95453
Station 52
3600 Hill Rd. E 1991 0.93 3,452 $90,493 $452,886 $543,379 Lakeport, CA 95453
Station 51
1948 Big Valley Rd 1973 0.12 2,280 $30,383 $173,815 $204,198 Finley, CA 95435
Future Station Site
901 Larrecou Ln 4.49 0 $635,000 $0 $635,000
Lakeport, CA 95453
TOTAL 6.02 13,224 $825,876 $626,701 $1,452,577
Source: Lakeport Fire Protection District and Ridgeline [2] Actual land cost and building insured value is provided by the District. [3] The 445 N. Main St. property is currently owned by the City of Lakeport.

Table 7
Lakeport Fire Protection District
Existing Fire Stations & Structures (2023 $)
[1] Land value is the greater of (a) actual cost or (b) current market comparables. Current market value of land is estimated at $150,000 per acre.

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PLANNED FIRE STATIONS AND STRUCTURES
To continue providing proper level of Services to its existing and future development, the District plans to rebuild its headquarters and Station 50, upgrade and expand Station 52, and add a training facility, as shown in Table 8.

The District has not acquired the site for the training facility at this time. The site cost is estimated based on the current market comparables, as shown in Table B-1 in Appendix B. The construction cost is estimated by the District based on interviews with other fire districts that are in the process of building new fire stations. The timing of the capital improvement projects will depend on funding availability.

FIRE APPARATUS, AMBULANCES, AND OTHER VEHICLES

EXISTING FLEET
Table 9 details the District’s current fleet of firefighting apparatus, ambulances, and other vehicles. The replacement cost estimate was provided by the District and is based on the current market prices of comparable vehicles. These vehicles constitute an essential capital investment needed to provide the Services and have at least a five-year service life. me / Address
Site
Area
(acres)
Bldg
Sq.Ft.

Site Cost
[1]
Construction
Cost [2]
Total
Estimated
Cost
District Headquarters / Station 50 Rebuild
445 N. Main Street 0.00 16,500 $0 $9,900,000 $9,900,000 Lakeport, CA 95453
Station 52 Expansion and Upgrade
3600 Hill Rd. E 0.00 2,455 $0 $1,823,000 $1,823,000
Lakeport, CA 95453
Training Facility
TBD 1.00 TBD $150,000 $2,750,000 $2,900,000
TOTAL 1.00 18,955 $150,000 $14,473,000 $14,623,000
Source: Lakeport Fire Protection District and Ridgeline [1] Land cost estimate is based on current market comparables of $150,000 per acre. [2] Total cost estimate provided by the District at $600 per sq. ft. for building structures.

Station 52 includes $350k for existing structure upgrades.

Planned Fire Stations and Structures (2023 $)
Table 8
Lakeport Fire Protection District
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PLANNED FLEET EXPANSION
To maintain adequate service levels and response times, the District plans to expand its fleet by adding a water tender, an ambulance, and SUV, and a utility truck. Table 10 details these planned additions, along with the cost estimates based on current market prices of comparable vehicles.

Description Model
Year Qty Replacement Cost
Seagrave Ladder Truck 1999 1 $1,400,000
Pierce Enforcer Fire Engine 2021 1 $1,000,000
Spartan Fire Pumper 2001 1 $1,000,000
Pierce Dash Fire Engine 2003 1 $1,000,000
International/Spartan Brush Truck 2011 1 $750,000
International Brush Truck 1998 1 $750,000
Kenworth Water Tender 1984 1 $650,000
Braun/Northstar Ambulance 2015 1 $245,000
Braun/Northstar Ambulance 2014 1 $245,000
F-250 Truck 2015 1 $85,000
Dodge Ram 1500 2008 1 $55,000
Jet Ski 2 $50,000
Jet Ski Trailer 1 $3,500
TOTAL 14 $7,233,500
Source: Lakeport Fire Protection District
Table 9
Lakeport Fire Protection District
Existing Fire Apparatus and Vehicles Inventory (2023 $) Description Qty Cost per Unit
Water Tender 1 $650,000
Ambulance 1 $245,000
SUV 1 $85,000
Utility Truck 1 $45,000
TOTAL $1,025,000
Source: Lakeport Fire Protection District
Planned Fire Apparatus and Vehicles (2023 $)
Table 10
Lakeport Fire Protection District
Lakeport Fire Protection District
Fire Mitigation Fee Nexus Study Final Report – 12/22/2023

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EQUIPMENT

EXISTING EQUIPMENT INVENTORY
Fire protection and emergency medical response is an equipment-intensive service. The District’s facilities, vehicles, and personnel are equipped with and utilize various types of machinery, tools, gear, and technology valued at approximately $1.2 million, as documented in Table B-2 in Appendix B. The replacement cost estimate was provided by the District and is based on the recent prices paid and current market prices of comparable equipment. This equipment constitutes an essential capital investment needed to provide the Services and all items listed have at least a five-year service life.

PLANNED ADDITIONAL EQUIPMENT
With the Station 50 rebuild and Station 52 expansion, the District needs to expand its equipment inventory to maintain service levels. The total cost of the additional equipment is estimated at approximately $260,000, as shown in Table B-3 in Appendix B. The cost estimate is based on recent prices paid, current market prices for comparable equipment, and third party estimates.

FACILITY FINANCING COSTS
Financing plays a vital role in ensuring generational equity and facility costs allocation to the service population benefiting most from the facility rather than requiring existing development to pay for facilities for future residents.

The District currently has one loan outstanding. The loan financed a pumper engine and is scheduled to be repaid in 2030. The financing costs associated with this loan are the remaining interest payments and are shown in Table 11.

The District expects to finance the headquarters and Station 50 rebuild, Station 52 expansion, and the training center construction projects with bonds or bank loans. The additional water tender and ambulance will also be financed.

The District plans to finance the existing fleet replacement costs for the vehicles costing $245,000 or more. All vehicle financing is expected to be done through municipal equipment leases, which Description Amount
Pumper Lease $54,700
Total Existing Financing Costs $54,700
Source: Lakeport Fire Protection District
Table 11
Lakeport Fire Protection District
Existing Financing Costs (rounded)
Lakeport Fire Protection District
Fire Mitigation Fee Nexus Study Final Report – 12/22/2023

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work like loans (the District pays off the entire financed amount over the term of the lease and keeps the vehicle once the lease is fully paid off).

All equipment is expected to be paid for with cash.

The financing costs include the costs of issuance and interest on the bonds, loans, and leases.

Table 12 shows the expected future financing costs.

FACILITIES SUMMARY
Table 13 summarizes the replacement values for the existing facilities and the estimated costs for the planned facilities. The total cost estimate of $34.7 million includes approximately $10 million for existing facilities and $24.7 million for planned facilities and financing costs.

Description Financed
Amount
Financing
Term
(yrs)
Interest
Rate
Total
Payments Interest Cost Cost of Issuance
Total
Financing
Cost
Station 50 Rebuild $9,900,000 20 4.00% $14,569,187 $4,669,187 $150,000 $4,819,187 Station 52 Expansion $1,823,000 20 4.00% $2,682,791 $859,791 $90,000 $949,791 Training Facility $2,900,000 20 4.00% $4,267,742 $1,367,742 $120,000 $1,487,742 Water Tender $650,000 10 4.35% $815,415 $165,415 $6,000 $171,415 Ambulance $245,000 7 4.35% $289,442 $44,442 $3,000 $47,442 Apparatus Replacement [1] $7,040,000 7 4.35% $8,317,041 $1,277,041 $70,400 $1,347,441 Total (Rounded) $22,558,000 $30,942,000 $8,384,000 $439,000 $8,823,000 Source: Lakeport Fire Protection District and Ridgeline [1] Assumes that all replacement appraratus costing $245,000 and over is financed with average term of 7 years.

Table 12
Lakeport Fire Protection District
Planned Facilities Financing Costs (2023 $)
Lakeport Fire Protection District
Fire Mitigation Fee Nexus Study Final Report – 12/22/2023

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Lakeport City CouncilApril 16, 2024

Lakeport City Council
April 16, 2024