Agenda packet — Lakeport City Council, April 1, 2025

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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, THE LAKEPORT GROUNDWATER SUSTAINABILITY AGENCY and THE SUCCESSOR AGENCY TO THE FORMER LAKEPORT

REDEVELOPMENT AGENCY)
Tuesday, April 1, 2025 6:00 p.m.

City Council Chambers, 225 Park Street, Lakeport, California 95453 See Teleconferencing Instructions Below
City Council Agenda of April 1, 2025 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, LAKEPORT GROUNDWATER SUSTAINABILITY AUTHORITY and THE SUCCESSOR AGENCY TO THE FORMER LAKEPORT REDEVELOPMENT AGENCY)*
Tuesday, April 1, 2025, 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 the minutes of the City Council regular meeting of March 18, 2025.

C. Application 2025-015: Approve application 2025-015, with staff recommendations, for the SafeRx Youth Summit event.

D. Application 2025-017: Approve application 2025-017, with staff recommendations, for the 2025 Health & Wellness Expo.

E. Application 2025-018: Approve application 2025-018, with staff recommendations, for the Abuelitia’s Kitchen Street Fair.

F. Application 2025-019:

G. Records Retention Schedule
Update:

Adopt the proposed resolution adopting a records retention schedule, and authorizing destruction of certain City records and rescinding Resolution No. 2943 (2024).

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. Proclamation: Present a proclamation designating April 2025 as Child Abuse Prevention Month C. Presentation: Presentation by the Lakeport Rotary Club VI. PUBLIC HEARINGS:

VII. COUNCIL BUSINESS:

City Council Agenda of April 1, 2025 Page 3
A. City Manager

1. Blue Ribbon Committee
for the Rehabilitation of
Clear Lake
The Blue Ribbon Committee for the Rehabilitation of Clear Lake will present a slideshow on their activities to the City Council.

B. Community Development Director

1. Parkside Final Parcel
Map:

Adopt a resolution approving the Parkside Final Parcel Map.

VIII. CITY COUNCIL COMMUNICATIONS:

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

CLOSED SESSION: 1. Conference with Legal Counsel; Existing Litigation (Gov. Code § 54956.9(d)(1))
The City Council finds, based on advice from legal counsel, that discussion in open session will prejudice the position of the local agency in the litigation.

Name of Case: City of Lakeport et al. v. Amerisourcebergen Drug Corporation et al.

Names of Parties: Plaintiff City of Lakeport. Defendants Amerisourcebergen Drug Corporation et al. Full list of Defendants available upon request with the City Clerk.

Case No.: NDO MDL 1:20-op-45242-DAP
REPORT OUT OF CLOSED SESSION:

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
City Council Minutes of March 18, 2025 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, LAKEPORT GROUNDWATER SUSTAINABILITY AUTHORITY and THE SUCCESSOR AGENCY TO THE FORMER LAKEPORT REDEVELOPMENT AGENCY)*
Tuesday, March 18, 2025, 6:00 p.m.

I. CALL TO ORDER & ROLL CALL: Mayor Costa called the meeting to order at 6.01 p.m., with Mayor Costa, Council Members Disney, Mattina, Parlet, and Price present, with Councilmember Price attending remotely via Zoom.

II. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Chief Stoebe.

III. ACCEPTANCE OF AGENDA/ URGENCY
ITEMS:

Prior to acceptance of the agenda, Assistant City Attorney Anderson stated that Councilmember Price would be participating in the meeting remotely under the “just cause” authority provided by Government Code section 54953(f)(2)(A)(i).

Councilmember Price notified the City of her need to participate remotely for just cause due to childcare responsibilities at the earliest opportunity possible.

Councilmember Price would be participating through both audio and visual technology. No individuals 18 years or older present were in the room with her.

A motion was made by Council Member Mattina, seconded by Council Member Parlet, and unanimously carried by voice vote 5-0-0-0 to accept agenda as posted.

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 the minutes of the City Council regular meeting of March 4, 2025.

C. Application 2025-009: Approve application 2025-009, with staff recommendations, for the Missing & Murdered Indigenous People Day event.

D. Application 2025-012: Approve application 2025-012, with staff recommendations, for the 2025 Lake County Fair Parade.

E. Application 2025-013: Approve application 2025-013, with staff recommendations, for the Memorial Day Pancake Breakfast.

F. Terminate Local Emergency: Adopt the proposed resolution terminating the Local State of Emergency declared on February 7, 2024, and ratified by the City Council on February 13, 2024, due to severe weather conditions, including heavy rain and extreme wind.

Vote on Consent Agenda: A motion was made by Council Member Disney, seconded by Council Member Parlet, and unanimously carried by roll call vote 5-0-0-0 to approve the Consent Agenda items A – F, as posted. (Costa, Disney, Mattina, Parlet and Price in favor).

City Council Minutes of March 18, 2025 Page 3
V. PUBLIC PRESENTATIONS/REQUESTS:

A. Public Input: Marie Schraeder of Discover LakeportCA reported that her website had 1,000 views in its first month. Her recent social media efforts have included a Shop Lakeport campaign and featuring women-owned businesses in Lakeport in honor of Women’s History Month.

Teresa Jolin addressed the City Council, expressing concerns about recent development decisions, particularly regarding the Parkside project and Martin Street housing. She concluded by urging the City Council to prioritize the well-being of residents, children, and the future of Lakeport over developer incentives.

VI. PUBLIC HEARINGS:

VII. COUNCIL BUSINESS:

A. Community Development Director

1. Housing Element: The staff report was presented by Associate Planner Victor Fernandez on the 2024 Housing Element Annual Progress Report.

Carl Porter asked how the City can achieve these requirements when land is privately owned.

B. City Manager

1. FY 2025/26 Goals: A Strategic Planning Workshop for Fiscal Year 25/26 Citywide Departmental Goals was conducted with the City Manager presenting the City Council Priority Areas and department heads presenting departmental goals.

1. Administrative Services Director Buendia presented department goals.

2. Community Development Director Hejnowicz presented the department goals. **Council Member Price was forced to leave the meeting at 7:32 pm due to a family emergency.

Danny Wind recommended that the City consider utilizing the Strong Town toolkit ahead of General Plan updates to strengthen the Housing Program.

3. Economic Development Goals were presented by City Manager Ingram. **Recess** A ten minute break was observed around 8:00 p.m.

4. Finance Department Goals were presented by City Manager Ingram.

JB Cisneros, Housing Director for Big Valley Band of Pomo Indians, recommended the use of GrantVantage software for grant management.

5. Police Chief Stoebe presented department goals.

Danny Wind stated he would like to see a stronger volunteer program for parking enforcement.

6. Public Works Director Ladd presented department goals.

7. Utilities Director Harris presented department goals.

8. City Manager Ingram presented the City Manager’s goals.

VIII. CITY COUNCIL COMMUNICATIONS:

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

Assistant City Attorney Anderson had no report.

City Manager Ingram reported that CalCities had a briefing on new legislation and provided a synopsis of the League’s position on the legislation. The City Manager will present this to the Council soon.

Police Chief Stoebe had no report.

Public Works Director Ladd had no report.

Community Development Director Hejnowicz had no report.

Administrative Services Director Buendia had no report.

City Council Minutes of March 18, 2025 Page 4
Utilities Director Harris reported that the Utilities Department will be hosting an Open House at the Water Treatment Plant on April 30, 2025.

Council Member Price had no report.

Council Member Parlet had no report.

Council Member Disney attended the Redwood Division meeting in Willits on Friday, with City Council Member Mattina and City Manager Ingram. He enjoyed the networking opportunity. He also attended the LCRA meeting and advised that the County will be holding a mini summer camp at Xabatin Park this summer. He is also working with the CLHS Environmental Impact Club on a spring-cleaning event in Lakeport.

Council Member Mattina attended the Redwood Division meeting in Willits on Friday with City Manager Ingram and Council Member Disney. She also advised that LAFCo is tomorrow, and she will attend the CalCities Housing & Economic Development committee meeting later this week.

Mayor Costa attended the Rotary meeting presentation on Human Trafficking and is interested in their efforts in raising awareness of the issue.

ADJOURNMENT: Mayor Costa adjourned the meeting at 9:24 p.m. _______________________________________
Kim Costa, Mayor
Attest:
____________________________
Kelly Buendia, City Clerk
03/10/2025 2025-015
04/01/2025
06/13/2025
X_______________________ ______

Pop Up Vendors
Pop Up Vendors
Vendors + Food Trucks
Maintain 5 feet wide Path of Travel
Skatepark
Ninja Gym
Basketball Court
Splash Pad
Lawn Area
Lawn Area
Gazebo
Restrooms + SnackShack
Covered Tables
Covered Tables
Covered Tables
Outdoor Cooking Area
Clear Lake
Source: Esri, Maxar, Earthstar Geographics, and the GIS User Community
Xabatin
Community Park
Map Prepared by City of Lakeport
Public Works Department
[email protected]

5.22.2024
μ
Legend
Vendors + Food Trucks
PopUp Vendors
Xabatin Park structures
Play Areas
Xabatin Park Lawn Areas
Public Parking
$"Silveira Community Center
Memorandum
DATE: March 26, 2025
TO: Hillary Britton, Deputy City Clerk/Records Supervisor FROM: Cheryl Bennett, Senior EHS
RE: Application No. 2025-015 – County of Lake- Health
Services– SafeRx Youth Summit
APN: 025-601-07
Environmental Health Division is requiring:

1. If there are more than two food vendors, then sponsor must apply and pay for a sponsor Temporary Event application two weeks before the event takes place. Please have the sponsor provide a list of all the food vendors (this includes beer and wine booths).

2. The food vendors must apply and pay for a vendor Temporary Event application one week before the event takes place.

3. If the sponsor is going to have a food booth as well, then the sponsor needs to apply and pay for a vendor Temporary Event application one week before the event takes place.

COUNTY OF LAKE
Health Services Department
Environmental Health Division
922 Bevins Court
Lakeport, California 95453-9739
Telephone 707/263-1090
FAX 707/263-4395
Craig Wetherbee
Environmental Health Director
Promoting an Optimal State of Wellness in Lake County
Outlook
RE: Application 2025-015 - Lake Co Health Dept - SafeRx Youth Summit From Dale Stoebe <[email protected]>
Date Tue 3/11/2025 10:52 AM
To Hilary Britton <[email protected]>; Amanda Frazell <[email protected]>; Johnnie Lindsey <[email protected]>; Lisa Davey-Bates <[email protected]>; Lori Price <[email protected]>; Pheakdey Preciado <[email protected]>; Ron Ladd <[email protected]>; Sheriff's Dept <[email protected]>; Victor Fernandez <[email protected]>; Bethany Moss <[email protected]>; Katie Carpenter <[email protected]>; Kelly Buendia <[email protected]>; [email protected] <[email protected]>; Patrick Reitz <[email protected]>; Jim Kennedy <[email protected]>; Linda Sobieraj <[email protected]>; Matt Hartzog <[email protected]>; Michelle Humphrey <[email protected]>; Ryan Cooley <[email protected]>; Ky Ramsey <[email protected]> The Police Department has no issues with this event.

Thank you,

DALE D STOEBE
Chief of Police

LAKEPORT POLICE DEPARTMENT
CONFIDENTIALITY NOTICE: This communication with its contents may contain confidential and/or legally privileged information.

It is solely for the use of the intended recipient(s). Unauthorized interception, review, use or disclosure is prohibited and may violate applicable laws including the Electronic Communications Privacy Act. If you are not the intended recipient, please contact the sender and destroy all copies of the communication.

From: Hilary Britton <[email protected]>
Sent: Monday, March 10, 2025 12:59 PM
To: Amanda Frazell <[email protected]>; Johnnie Lindsey <[email protected]>; Lisa Davey-Bates <[email protected]>; Lori Price <[email protected]>; Pheakdey Preciado <[email protected]>; Ron Ladd <[email protected]>; Sheriff's Dept <[email protected]>; Dale Stoebe <[email protected]>; Victor Fernandez <[email protected]>; Bethany Moss <[email protected]>; Katie Carpenter <[email protected]>; Kelly Buendia <[email protected]>; [email protected]; Patrick Reitz <[email protected]>; Jim Kennedy <[email protected]>; Linda Sobieraj <[email protected]>; Matt Hartzog <[email protected]>; Michelle Humphrey <[email protected]>; Ryan Cooley <[email protected]>; Ky Ramsey <[email protected]> Subject: Application 2025-015 - Lake Co Health Dept - SafeRx Youth Summit Good afternoon,
Please find attached application 2025-015 for the SafeRx Youth Summit for your review and comments.

We would like to submit this for City Council approval at the 04/01/2025 Council meeting, so please have your comments back to me by 03/25/2025.

Lieutenant Rich Ward
Lake County Sheriff’s Office
1220 Martin St.

P.O. Box 489
Lakeport, Ca. 95453
(707) 262-4081 Desk
(707) 262-4220 Fax
(707) 262-4200 Administration
[email protected]
www.lakesheriff.com
CONFIDENTIALITY NOTICE: This communication with its contents may contain confidential and/or legally privileged information. It is solely for the use of the intended recipient(s). Unauthorized interception, review, use or disclosure is prohibited and may violate applicable laws including the Electronic Communications Privacy Act. If you are not the intended recipient, please contact the sender and destroy all copies of the communication.

From: Lake County Sheriff - Records <[email protected]> Sent: Monday, March 10, 2025 1:08 PM
To: Richard Ward <[email protected]>
Subject: FW: Application 2025-015 - Lake Co Health Dept - SafeRx Youth Summit Sierra Baker
Senior Records Technician
www.lakesheriff.com P: 707-262-4200
1220 Martin St F:707-262-4204
Lakeport, CA 95453 Dispatch: 707-263-2690
From: Hilary Britton <[email protected]>
Sent: Monday, March 10, 2025 12:59 PM
To: Dean Eichelmann <[email protected]>; Johnnie Lindsey <[email protected]>; Lisa Davey-Bates <[email protected]>; Lori Price <[email protected]>; Pheakdey Preciado <[email protected]>; Ron Ladd <[email protected]>; Lake County Sheriff - Records <[email protected]>; Dale Stoebe <[email protected]>; Victor Fernandez <[email protected]>; Bethany Moss <[email protected]>; Katie Carpenter <[email protected]>; Kelly Buendia <[email protected]>; [email protected]; Patrick Reitz <[email protected]>; Jim Kennedy <[email protected]>; Linda Sobieraj <[email protected]>; Matt Hartzog <[email protected]>; Michelle Humphrey <[email protected]>; Ryan Cooley <[email protected]>; Ky Ramsey <[email protected]> Subject: [EXTERNAL] Application 2025-015 - Lake Co Health Dept - SafeRx Youth Summit Good afternoon,
Please find attached application 2025-015 for the SafeRx Youth Summit for your review and comments.

We would like to submit this for City Council approval at the 04/01/2025 Council meeting, so please have your comments back to me by 03/25/2025.

Outlook
RE: Application 2025-017 - Lake County Health & Wellness Expo From Dale Stoebe <[email protected]>
Date Tue 3/18/2025 9:20 AM
To Hilary Britton <[email protected]>; Amanda Frazell <[email protected]>; Johnnie Lindsey <[email protected]>; Lisa Davey-Bates <[email protected]>; Lori Price <[email protected]>; Pheakdey Preciado <[email protected]>; Ron Ladd <[email protected]>; Sheriff's Dept <[email protected]>; Victor Fernandez <[email protected]>; Bethany Moss <[email protected]>; Katie Carpenter <[email protected]>; Kelly Buendia <[email protected]>; [email protected] <[email protected]>; Patrick Reitz <[email protected]>; Jim Kennedy <[email protected]>; Linda Sobieraj <[email protected]>; Matt Hartzog <[email protected]>; Michelle Humphrey <[email protected]>; Ryan Cooley <[email protected]>; Ky Ramsey <[email protected]>
Lakeport PD has no issues with this event.

Dale D Stoebe
Chief of Police
Lakeport Police Department
CONFIDENTIALITY NOTICE: This communication with its contents may contain confidential and/or legally privileged information. It is solely for the use of the intended recipient(s).

Unauthorized interception, review, use or disclosure is prohibited and may violate applicable laws including the Electronic Communications Privacy Act. If you are not the intended recipient, please contact the sender and destroy all copies of the communication.

From: Hilary Britton <[email protected]>
Sent: Tuesday, March 18, 2025 9:15 AM
To: Amanda Frazell <[email protected]>; Johnnie Lindsey <[email protected]>; Lisa DaveyBates <[email protected]>; Lori Price <[email protected]>; Pheakdey Preciado <[email protected]>; Ron Ladd <[email protected]>; Sheriff's Dept <[email protected]>; Dale Stoebe <[email protected]>; Victor Fernandez <[email protected]>; Bethany Moss <[email protected]>; Katie Carpenter <[email protected]>; Kelly Buendia <[email protected]>; [email protected]; Patrick Reitz <[email protected]>; Jim Kennedy <[email protected]>; Linda Sobieraj <[email protected]>; Matt Hartzog <[email protected]>; Michelle Humphrey <[email protected]>; Ryan Cooley <[email protected]>; Ky Ramsey <[email protected]> Subject: Application 2025-017 - Lake County Health & Wellness Expo Good Morning,
Please find attached application 2025-017 for the annual Health & Wellness Expo for your review and comments.

We would like to submit this for City Council approval at the 04/01/2025 Council meeting, so please have your comments back to me by 03/26/2025.

Thank you for your input.

Hilary Britton
Deputy City Clerk/Records Supervisor
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102
[email protected]
E-mail correspondence and attachments with the City of Lakeport may be subject to the California Public Records Act, and as such may therefore be subject to public disclosure unless otherwise exempt under the Act. *For Public Records Act requests, please visit our online public records request system Book time to meet with me
Outlook
RE: Application 2025-017 - Lake County Health & Wellness Expo From Lori Price <[email protected]>
Date Tue 3/18/2025 10:00 AM
To Hilary Britton <[email protected]>
Good morning Hilary,
I have reviewed the above subject application and it appears this will not impact County roadways. Lake County Public Works has not comments or conditions to add to your permit.

Sincerely,
Lori Price
Staff Services Analyst
Lake County Department of Public Works
255 N. Forbes Street, Rm 309
Lakeport, CA 95453
(707) 263-2341
[email protected]
From: Hilary Britton <[email protected]>
Sent: Tuesday, March 18, 2025 9:15 AM
To: Dean Eichelmann <[email protected]>; Johnnie Lindsey <[email protected]>; Lisa DaveyBates <[email protected]>; Lori Price <[email protected]>; Pheakdey Preciado <[email protected]>; Ron Ladd <[email protected]>; Lake County Sheriff - Records <[email protected]>; Dale Stoebe <[email protected]>; Victor Fernandez <[email protected]>; Bethany Moss <[email protected]>; Katie Carpenter <[email protected]>; Kelly Buendia <[email protected]>; [email protected]; Patrick Reitz <[email protected]>; Jim Kennedy <[email protected]>; Linda Sobieraj <[email protected]>; Matt Hartzog <[email protected]>; Michelle Humphrey <[email protected]>; Ryan Cooley <[email protected]>; Ky Ramsey <[email protected]> Subject: [EXTERNAL] Application 2025-017 - Lake County Health & Wellness Expo Good Morning,
Please find attached application 2025-017 for the annual Health & Wellness Expo for your review and comments.

We would like to submit this for City Council approval at the 04/01/2025 Council meeting, so please have your comments back to me by 03/26/2025.

Thank you for your input.

Hilary Britton
Deputy City Clerk/Records Supervisor
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102
[email protected]
E-mail correspondence and attachments with the City of Lakeport may be subject to the California Public Records Act, and as such may therefore be subject to public disclosure unless otherwise exempt under the Act. *For Public Records Act requests, please visit our online public records request system Book time to meet with me
Outlook
FW: Application 2025-017 - Lake County Health & Wellness Expo From Lake County Sheriff - Records <[email protected]> Date Wed 3/19/2025 8:19 AM
To Hilary Britton <[email protected]>
From: Richard Ward <[email protected]>
Sent: Tuesday, March 18, 2025 3:12 PM
To: Lake County Sheriff - Records <[email protected]> Subject: RE: Application 2025-017 - Lake County Health & Wellness Expo No concerns from the Sheriff’s Office.

Lieutenant Rich Ward
Lake County Sheriff’s Office
1220 Martin St.

From: Lake County Sheriff - Records <[email protected]> Sent: Tuesday, March 18, 2025 9:23 AM
To: Richard Ward <[email protected]>
Subject: FW: Application 2025-017 - Lake County Health & Wellness Expo Sierra Baker
Senior Records Technician
www.lakesheriff.com P: 707-262-4200
1220 Martin St F:707-262-4204
Lakeport, CA 95453 Dispatch: 707-263-2690
From: Hilary Britton <[email protected]>
Sent: Tuesday, March 18, 2025 9:15 AM
To: Dean Eichelmann <[email protected]>; Johnnie Lindsey <[email protected]>; Lisa DaveyBates <[email protected]>; Lori Price <[email protected]>; Pheakdey Preciado <[email protected]>; Ron Ladd <[email protected]>; Lake County Sheriff - Records <[email protected]>; Dale Stoebe <[email protected]>; Victor Fernandez <[email protected]>; Bethany Moss <[email protected]>; Katie Carpenter <[email protected]>; Kelly Buendia <[email protected]>; [email protected]; Patrick Reitz <[email protected]>; Jim Kennedy <[email protected]>; Linda Sobieraj <[email protected]>; Matt Hartzog <[email protected]>; Michelle Humphrey <[email protected]>; Ryan Cooley <[email protected]>; Ky Ramsey <[email protected]> Subject: [EXTERNAL] Application 2025-017 - Lake County Health & Wellness Expo Good Morning,
Please find attached application 2025-017 for the annual Health & Wellness Expo for your review and comments.

We would like to submit this for City Council approval at the 04/01/2025 Council meeting, so please have your comments back to me by 03/26/2025.

Thank you for your input.

Map data ©2025 50 ft
Museum Square Map
Proposed Closure
Memorandum
DATE: March 26, 2025
TO: Hillary Britton, Deputy City Clerk/Records Supervisor FROM: Cheryl Bennett, Senior EHS
RE: Application No. 2025-018 – Museums of Lake County
– Abuelita’s Kitchen Street Fair
APN: 025-402-01
Environmental Health Division is requiring:

2. The food vendors must apply and pay for a vendor Temporary Event application one week before the event takes place.

3. If the sponsor is going to have a food booth as well, then the sponsor needs to apply and pay for a vendor Temporary Event application one week before the event takes place.

COUNTY OF LAKE
Health Services Department
Environmental Health Division
922 Bevins Court
Lakeport, California 95453-9739
Telephone 707/263-1090
FAX 707/263-4395
Craig Wetherbee
Environmental Health Director
Promoting an Optimal State of Wellness in Lake County
Outlook
RE: Application 2025-018 - Abuelita's Kitchen Street Fair From Dale Stoebe <[email protected]>
Date Mon 3/24/2025 12:52 PM
To Hilary Britton <[email protected]>; Amanda Frazell <[email protected]>; Johnnie Lindsey <[email protected]>; Lisa Davey-Bates <[email protected]>; Lori Price <[email protected]>; Pheakdey Preciado <[email protected]>; Ron Ladd <[email protected]>; Sheriff's Dept <[email protected]>; Victor Fernandez <[email protected]>; Bethany Moss <[email protected]>; Katie Carpenter <[email protected]>; Kelly Buendia <[email protected]>; [email protected] <[email protected]>; Patrick Reitz <[email protected]>; Jim Kennedy <[email protected]>; Linda Sobieraj <[email protected]>; Matt Hartzog <[email protected]>; Michelle Humphrey <[email protected]>; Ryan Cooley <[email protected]>; Ky Ramsey <[email protected]>
Police Department has no issues with this event.

From: Hilary Britton <[email protected]>
Sent: Thursday, March 20, 2025 1:32 PM
To: Amanda Frazell <[email protected]>; Johnnie Lindsey <[email protected]>; Lisa DaveyBates <[email protected]>; Lori Price <[email protected]>; Pheakdey Preciado <[email protected]>; Ron Ladd <[email protected]>; Sheriff's Dept <[email protected]>; Dale Stoebe <[email protected]>; Victor Fernandez <[email protected]>; Bethany Moss <[email protected]>; Katie Carpenter <[email protected]>; Kelly Buendia <[email protected]>; [email protected]; Patrick Reitz <[email protected]>; Jim Kennedy <[email protected]>; Linda Sobieraj <[email protected]>; Matt Hartzog <[email protected]>; Michelle Humphrey <[email protected]>; Ryan Cooley <[email protected]>; Ky Ramsey <[email protected]> Subject: Application 2025-018 - Abuelita's Kitchen Street Fair Good Afternoon,
Please find attached application 2025-018 for the Abuelita's Kitchen Street Fair for your review and comments
We would like to submit this for City Council approval at the 04/01/2025 Council meeting, so please have your comments back to me by 03/27/2025.

Thank you for your input.

Outlook
RE: Application 2025-019 - Memorial Day Parade
From Bethany Moss <[email protected]>
Date Fri 3/21/2025 8:48 AM
To Hilary Britton <[email protected]>
Thank you, Hilary. No comments from the Building Division.

Bethany Moss Childers, CBO
Chief Building Official, City of Lakeport
225 Park Street Lakeport, Ca 95453
P: 707-263-5615 x202 F: 707-263-8584
Online: Building / Land Use / Encroachment Permits, Business Licensing and Code Enforcement Complaint Portal: lakeportca.portal.opengov.com From: Hilary Britton <[email protected]>
Sent: Thursday, March 20, 2025 1:44 PM
To: Amanda Frazell <[email protected]>; Johnnie Lindsey <[email protected]>; Lisa DaveyBates <[email protected]>; Lori Price <[email protected]>; Pheakdey Preciado <[email protected]>; Ron Ladd <[email protected]>; Sheriff's Dept <[email protected]>; Dale Stoebe <[email protected]>; Victor Fernandez <[email protected]>; Bethany Moss <[email protected]>; Katie Carpenter <[email protected]>; Kelly Buendia <[email protected]>; [email protected]; Patrick Reitz <[email protected]>; Jim Kennedy <[email protected]>; Linda Sobieraj <[email protected]>; Matt Hartzog <[email protected]>; Michelle Humphrey <[email protected]>; Ryan Cooley <[email protected]>; Ky Ramsey <[email protected]> Subject: Application 2025-019 - Memorial Day Parade
Good Afternoon,
Please find attached application 2025-019 for the Memorial Day Parade for your review and comments.

We would like to submit this for City Council approval at the 04/01/2025 Council meeting, so please have your comments back to me by 03/27/2025.

Thank you for your input!
Hilary Britton
Deputy City Clerk/Records Supervisor
City of Lakeport
225 Park Street
Lakeport, CA 95453
(707) 263-5615 x102
[email protected]
E-mail correspondence and attachments with the City of Lakeport may be subject to the California Public Records Act, and as such may therefore be subject to public disclosure unless otherwise exempt under the Act. *For Public Records Act requests, please visit our online public records request system Book time to meet with me
Outlook
RE: Application 2025-019 - Memorial Day Parade
From Dale Stoebe <[email protected]>
Date Mon 3/24/2025 12:45 PM
To Hilary Britton <[email protected]>; Amanda Frazell <[email protected]>; Johnnie Lindsey <[email protected]>; Lisa Davey-Bates <[email protected]>; Lori Price <[email protected]>; Pheakdey Preciado <[email protected]>; Ron Ladd <[email protected]>; Sheriff's Dept <[email protected]>; Victor Fernandez <[email protected]>; Bethany Moss <[email protected]>; Katie Carpenter <[email protected]>; Kelly Buendia <[email protected]>; [email protected] <[email protected]>; Patrick Reitz <[email protected]>; Jim Kennedy <[email protected]>; Linda Sobieraj <[email protected]>; Matt Hartzog <[email protected]>; Michelle Humphrey <[email protected]>; Ryan Cooley <[email protected]>; Ky Ramsey <[email protected]>
The Police Department has no issue with this event.

From: Hilary Britton <[email protected]>
Sent: Thursday, March 20, 2025 1:44 PM
To: Amanda Frazell <[email protected]>; Johnnie Lindsey <[email protected]>; Lisa DaveyBates <[email protected]>; Lori Price <[email protected]>; Pheakdey Preciado <[email protected]>; Ron Ladd <[email protected]>; Sheriff's Dept <[email protected]>; Dale Stoebe <[email protected]>; Victor Fernandez <[email protected]>; Bethany Moss <[email protected]>; Katie Carpenter <[email protected]>; Kelly Buendia <[email protected]>; [email protected]; Patrick Reitz <[email protected]>; Jim Kennedy <[email protected]>; Linda Sobieraj <[email protected]>; Matt Hartzog <[email protected]>; Michelle Humphrey <[email protected]>; Ryan Cooley <[email protected]>; Ky Ramsey <[email protected]> Subject: Application 2025-019 - Memorial Day Parade
Good Afternoon,
Please find attached application 2025-019 for the Memorial Day Parade for your review and comments.

We would like to submit this for City Council approval at the 04/01/2025 Council meeting, so please have your comments back to me by 03/27/2025.

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 13.0 MEETING DATE: 04/01/2025 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 2024-25, version 12.0.

Ms. Gladwell recommended the City modify the retention period for several records series in order to be in alignment with current statutes (as of 2025), 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 2 to this staff report.

Notable among the proposed changes are as follows:

1. Public Works Water:
a. New Items:
i. WTR-012.2 Public Notices - Potable Water (Tier 1, 2, or 3) Retention: 3 years
ii. WTR-012.4- Reservoirs: Dive Videos
Retention: 10 years

2. City Clerk
a. New Items:
i. CC-023: Deleted that item and split into 2 new items so the new laws are (somewhat)understandable:
ii. CC-023.1: Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT, Retention: Final Examination + 1 year after petition examination Meeting Date: 04/01/2025 Page 2 Agenda Item # IV.H
iii. CC-023.2: Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT, Retention: Results + 8 months

3. Human Resources:
a. New item: HR-029.5 - Workplace Violence – Hazard identification, evaluation, correction, incident logs, investigations, etc. Retention: 5 Years (this is a new law) b. Deleted – HR-006.1 - COVID-19 Notifications to Employees (the State repealed this law) 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. 2943 (2024).

Attachments: 1. Proposed Resolution

2. Proposed Changes to Retention Schedule in Strike-Through Format RESOLUTION NO. XXXX (2025)

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. 2943 (2024)
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 2943 (2024) 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 1st day of April, 2025, by the following vote:

AYES:

NOES:

ABSTAINING:

ABSENT:
___________________________________
KIM COSTA, Mayor
ATTEST:
_______________________________
KELLY BUENDIA, City Clerk

HOW TO USE RETENTION SCHEDULES
©1995-2025 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 all records as defined by the California Public Records Act.

STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.

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. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)

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 office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):

Destruction or deletion of an official (original) record that has exceeded its retention period must be authorized prior to destruction or deletion.
• If there is a minimum retention (“Minimum 2 years"), the destruction / deletion 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, copy, or the Content is NOT Substantive.

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 – 2025 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. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) 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 (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) 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) terms used in State law: 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 or other Unalterable 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 (these are the legal requirements for the electronic record to serve as the official (original) record) 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; other legal mandates may apply.

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. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
AS / Human
Resources CW-001
Accident, Incident, Injury reports: EMPLOYEES, with associated MSDS, if a chemical was involved Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Copies retained for reference; GC §34090.7 AS / Human
Resources CW-002 Accident, Incident, Injury reports: PUBLIC Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Copies retained for reference; GC §34090.7 Finance CW-003
Accounts Payable, Invoices, Petty Cash, Travel Reimbursement, Warrant Requests, etc. ALL backup is forwarded to Finance Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD All originals go to Finance (these are copies); GC §34090.7 Lead Dept. CW-004
Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years 2 years
Mag,
Mr., OD,
PR
S / I Yes: After QC & OD
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 sew, 349.4; GC §§34090, 54960.1(c)(1) AS / City Clerk CW-005
Agenda Packets / Staff Reports: City Council / Redevelopment / Successor Agency / Oversight Board Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mr., OD,
PR
S / I Yes: After QC &OD 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

AS / City Clerk CW-006
Agreements & Contracts ALL
(Specifications / Scope of Work, Notices of Completion, etc.) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mr., OD,
PR
S / I
Yes: After

QC & OD
Upon
Completio
n
All agreements that are approved by the City Council are sent to the City Clerk; GC §34090.7 Lead Dept. CW-007
Agreements & Contracts: ADMINISTRATIVE FILES (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Insurance Certificates, Invoices, Logs, RFP, etc.) Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mr., OD, PR S/I Yes: After

QC & OD
Upon
Completio
n
Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-008
Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding)(Correspondence, Project Administration, Project Schedules, Certified Payrolls, Insurance Certificates, Invoices, Logs, RFP, etc.) Completion
10 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: Before
Completion
Mag,
Mr., OD,
PR
S/I
Yes: After

QC & OD
Upon
Completio
n
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; CCP §337 et. seq., 2 CFR 200.334; 21 CFR 1403.36 & 1403.42(b); 24 CFR 91.105(h), 92.505, & 570.502(a), 29 CFR 97.42; OMB Circular A-133; GC §34090
Lead Dept. CW-009
Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
The RFP / RFQ and the successful proposal becomes part of the agreement or contract (City Clerk is OFR); GC §34090 Finance CW-010
Audits / Audit Reports / Annual Comprehensive Financial Report (ACFR) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CW-011 Bids: See Agreements & Contracts
Staffing Dept. CW-012
Boards and Committees: AUDIO RECORDINGS of Meetings / Audio Tapes Minimum 2
years
Minimum 2
years
Tape
(Mag)
City preference; State law only requires for 30 days; GC §54953.5(b) Staffing Dept. CW-013
Boards, Commissions, & Committees: City Council Subcommittees(Composed solely of less than a quorum of the City Council) 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD All recommendations are presented to the City Council; GC §34090 et seq.

CW-014
Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Non-records
Staffing Dept. CW-015
Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Staffing Dept. CW-016
Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL MINUTES, RESOLUTIONS & BYLAWS P P Yes
Mag,
Mr., OD,
PR
S / I
Yes: After

QC & OD
No
Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq.

CW-017 Brochures: See Reference Materials
Finance CW-018 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mr., OD,
PR
S/I
Yes: After

QC & OD
5 years
Final must be filed with County Auditor; GC §34090.7, 40802, 53901 Lead Dept. &
Finance CW-019
Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD City preference (not all detail is sent to Finance); GC §34090 Lead Dept. CW-020 City Attorney Opinions Minimum 2 years Minimum 2 years Yes Mag, Mr., OD, PR S / I Yes: After QC & OD Department Preference; GC §34090 AS / City Clerk
AND Finance /
Risk Manage.

CW-021 Claims
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mr., OD,
PR
S/I
Yes: After

QC & OD
Settlement
GC §§34090.7, 34090.6
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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-022
Committees Internal - Attended by employees: All
Records (e.g. Records Management Committee, In-House Task Forces, etc.) 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Lead
(Responding)
Dept.

CW-023
Complaints / Concerns from Citizens Computer Tracking Software or Correspondence Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §340 et seq., 342, GC §34090 CW-024 Contracts: See AgreementsCW-025 Copies or duplicates of any record Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-026
Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Administrative, Chronological Files, e-mail, General Files, Letters, Memorandums, Miscellaneous Reports, Press Releases, Public Records Requests, Reading Files, Working Files, etc.) IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
ONLY IF the Content relates in a substantive way to the conduct of the public's business;City of San Jose v. Superior Court (2017) 2 Cal.5th 608; 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-027
Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Interagency Memoranda not retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail or social media posting, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yours, requests from other cities, undeliverable envelopes / returned mail, visitors logs, voice mails, webpages, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
PR
Electronic and paper records are categorized, filed and retained based upon the CONTENT of the record. Records where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by placing them in an electronic or paper (project) file folder and retained for the applicable retention period. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§34090, 7927.500, 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (2017) 2 Cal.5th 608 AS / City Clerk CW-028 Deeds, Easements, Final Orders of Condemnations (All) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Send all originals to the City Clerk; 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-029 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD As long as the drafts and notes
are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 7927.500 Lead Dept. CW-030 Facility Use Applications / Facility Use Permits 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. CW-031
GIS Database / Data / Layers (both City-wide and Specialized) When No
Longer
Required
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq.

Lead Dept. CW-032 Grants (UNSUCCESSFUL Applications, Correspondence) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-033
Grants / CDBG / Reimbursable Claims / FEMA Claims or OES Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required)Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion recordsExcludes State Prop 1B (2006 Transportation Projects), which the State requires for 35 years 2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or sub grantee; 2 CFR 200.334; 21 CFR 1403.36 & 1403.42(b); 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A110 & A-133; GC §34090 Personnel / AS
/ Human
Resources
CW-034 Grievances and Informal Complaints (Employees)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-035
Insurance Certificates -
Miscellaneous (from outside
companies, that cannot be matched with a contract or agreement) 11 years 11 years
Yes:

Before
Completion
Mag,
Mr.,
OD, PR
S / I Yes - After QC & OD
Longest Statute of Limitations is 10 years; Conforms with Agreement Retention (usually filed with agreement); CCP §337 et seq.; GC §34090 City Attorney CW-036 Lawsuits, Litigation, Pending Litigation Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mr., OD,
PR
S/I
Yes: After

QC & OD
Settlement
Risk Management administrates claim; GC §§34090.7, 34090.6 Lead Dept. CW-037 Leave Slips 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Originals are signed by the employee, and not forwarded to Finance; GC §34090 Lead Dept. CW-038
Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) While
Chemical In
Use
30 years 30 years
Mag,
Mr., OD,
PR
S / I Yes - After QC & OD
Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(I), 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

AS / City Clerk CW-039 Minutes - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mr., OD,
PR
S / I
Yes: After

QC & OD
No
Originals maintained by City Clerk Permanently; GC §34090.7 AS / City Clerk CW-040 Municipal Code (these are copies) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mr., OD,
PR
S / I
Yes: After

QC & OD
No
Return any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §34090 Lead Dept. CW-041 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Non-records - may be obtained from the newspaper company; GC §34090 Staffing Dept. CW-042
Notices: Public Hearing Notices and Proofs of Publications 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et sew; GC §34090 AS / City Clerk CW-043 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mr., OD,
PR
S / I
Yes: After

QC & OD
No
Originals maintained by City Clerk Permanently; GC §34090 Lead Dept. CW-044 Overtime Sheets / Overtime Cards 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Originals are signed by the employee, and not forwarded to Finance; 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

AS / Human
Resources CW-045 Personnel Files
Send to
Human
Resources
Upon
Separation or
Transfer
Send to
Human
Resources
Upon
Separation or
Transfer
Before
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 Lead Dept. CW-046 Personnel Files (Supervisor's Notes)
After
Incorporation
into
Performance
Evaluation
After
Incorporation
into
Performance
Evaluation
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Preliminary Drafts; Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq.

Lead Dept. CW-047 Personnel Work Schedules 2 years 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Lead Dept. CW-047.5 Photographs
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Preliminary Drafts (retention is placed on the record the photograph is used in - Brochure, Report, etc.); destroy unnecessary photographs. GC §34090 Lead Dept. CW-048
Prop. 218 Fees & Charges: Ballots and/or protest letters, Mailing List 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §§53753(e)(2), 53755(d)
Lead Dept. CW-049 Prop. 218 Fees & Charges: Undeliverable Mail 3 months 3 months Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Transitory records not retained in the ordinary course of business; 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-050 Public Relations / Press Releases 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.
(Who Ordered
the Appraisal)
CW-051
Real Estate Appraisal Reports: Property NOT purchased,
Loans not funded, etc.
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Not accessible to the public; GC §§34090,7928.705 Lead Dept.
(Who Ordered
the Appraisal)
CW-052
Real Estate Appraisal Reports: Purchased Property, Funded Loans 2 years Minimum 3 years Minimum 5 years Yes: Before Purchase Mag, Mr., OD, PR S / I Yes: After QC & OD inactive Not accessible to the public until purchase has been completed; meets municipal government auditing standards; GC §§34090 7928.705
AS / City Clerk CW-053
Records Destruction Lists / Certificate of Records Destruction Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090.7
CW-054
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Non-Records
Lead Dept. CW-055
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by YOUR Department 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; 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-056
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OTHER Departments When
Superseded
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Copies; GC §34090.7
CW-057 Reference or Working Files: See Correspondence
Lead Dept. CW-058
Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years P P
Mag,
Mr., OD,
PR
S/I
Yes: After

QC & OD
10 years
Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept. CW-059
Reports and Studies (Other than Historically significant reports - e.g. Annual Reports) 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Information is outdated after 10 years; If historically significant, retain permanently; GC §34090 AS / City Clerk CW-060 Resolutions - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mr., OD,
PR
S / I
Yes: After

QC & OD
No
Originals maintained by City Clerk Permanently; GC §34090.7 Lead Dept. CW-061 Special Projects / Subject Files / Issue Files Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.Lead Dept. CW-062 Subject / Reference Files: Subjects other than Specifically Mentioned in Retention Schedules Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-063
Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
CW-064 Tapes / DVD Recordings: See Boards & Commissions Lead Dept. CW-065
Time Sheets / Time Cards / Overtime Sheets / Overtime Cards / Leave Slips 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Originals are signed by the employee, and not forwarded to Finance; Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr. min.; FTB keeps 3 years; Published articles show 4 -10 years; IRS Rag §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5 & 516.6(c); 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-066
Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Harassment Prevention, Ethics & Safety training & Tailgates) 2 years 5 years 7 years
Mag,
Mr., OD,
PR
S / I
Yes: After

QC & OD
When
Inactive
Department preference; Ethics Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b), LC §6401.9(f), Lead Dept. CW-067
Volunteer / Unpaid Intern Applications & Agreements - Successful Inactive /
Separation + 3
years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(I)&(ii), GC §§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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-068
Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(I)&(ii), GC §§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: 4/16/2024 Ver. 13.0 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 Mr.) Total Retention Vital? Media Options Image: I=Import M=Mr. S=Scan Destroy Paper after Imaged & Bcc'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 Minimum 2 years Minimum 2 years Yes Mag, Mr., OD, PR S / I Yes: After QC & OD Department Preference; GC §34090 Admin.

Services /
City Attorney
CA-002 Closed Session Material Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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, Mr., OD, PR S / I Yes:

After QC
& OD
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, Mr., OD, PR S / I Yes:

After QC
& OD
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.) Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.1 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=Mr.

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, Mr.,
OD, PR S / I Yes: After QC & OD
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, Mr.,
OD, PR S / I Yes: After QC & OD 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, Mr.,
OD, PR S / I Yes: After QC & OD No
Department Preference; GC
§34090 et seq.

I=Import
M=Mr.

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
Certificates
Examples 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, Mr.,

OD, PR S / I
Yes: After

QC & OD
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: 4/16/2024 Ver. 13.1 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=Mr.

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
Certificates
Examples of NON-Infrastructure:

Consulting, disposal, leases, loans,
mutual aid, professional services,
settlement, services, etc.

Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag, Mr.,

OD, PR S/I
Yes: After

QC & OD
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; 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, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC
§34090
Admin.

Services /
City Clerk
CC-007
Applications for Boards,
Commissions or Committees -
Unsuccessful
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Admin.

Services /
City Clerk
CC-008
Committee Rosters / Boards,
Commissions and Committees
(Middy Act)
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.1 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=Mr.

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, Mr.,
OD, PR S / I Yes: After QC 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, Mr.,

OD, PR S / I
Yes: After
QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC 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, Mfr,
OD, Ppr S / I Yes: After QC
Must post on website for 4
years; GC §81009€; GC
§34090
Admin.

Services /
City Clerk
CC-013 FPPC Form 803 (Bested
Payment Report) 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC GC §81009e; GC §34090 Admin.

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

Services /
City Clerk
CC-015 FPPC Form 805 (Agency
Report of Consultants) P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC
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, Mfr,
OD, Ppr S / I Yes: After QC
Must post on website; 2 CCR
18702.5(b)(3); 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: 4/16/2024 Ver. 13.1 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=Mr.

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, Mr.,

OD, PR S
Yes: After
QC 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, Mr.,

OD, PR S
Yes: After
QC 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, Mfr,
OD, Ppr S / I Yes: After QC
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, Mfr,
OD, Ppr S / I Yes: After QC
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: 4/16/2024 Ver. 13.1 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=Mr.

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, PR GC §34090
Admin.

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

Services /
City Clerk
CC-023.1
Elections - Petitions (Initiative,
Recall or Referendum) - IF

INSUFFICIENT
Final
Examination
+ 1 year after
petition
examination
Final
Examination
+ 1 year after
petition
examination
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
Admin.

Services /
City Clerk
CC-023.2
Elections - Petitions (Initiative,
Recall or Referendum) - IF

SUFFICIENT
Results + 8
months
Results + 8
months 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
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: 4/16/2024 Ver. 13.1 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=Mr.

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-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
PR
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, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Admin.

Services /
City Clerk
CC-024
Historical Records & Historical
Projects (e.g. Incorporation,
City Seal, Awards of significant
historical interest, etc.)
P P
Mag, Mr.,
OD, PR S / I Yes: After QC & OD 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, Mr.,
OD, PR S / I Yes: After QC & OD No GC §34090
Admin.

Services /
City Clerk
CC-026 Municipal Code Administration,
Distribution, etc.

When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, Mr.,
OD, PR S / I Yes: After QC & OD No 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: 4/16/2024 Ver. 13.1 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=Mr.

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-028 Ordinances (City Council) P P Yes (all) Mag, Mr., OD, PR S / I Yes: After QC & OD 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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Law requires 1 year for
petitions; GC §50115
Admin.

Services /
City Clerk
CC-038 Proclamations 2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; CCP§337 et
sew; 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, Mr.,
OD, PR S / I Yes: After QC & OD 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
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: 4/16/2024 Ver. 13.1 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=Mr.

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-034
Records Destruction Lists /
Certificates of Records
Destruction
P P
Mag, Mr.,
OD, PR S / I 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, Mr.,
OD, PR S / I Yes: After QC & OD GC §34090 et. seq.

Admin.

Services /
City Clerk
CC-036 Request for Public Records 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Admin.

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

P P Yes (all) Mag, Mr.,
OD, PR S / I Yes: After QC & OD No GC §34090 et. seq.

Admin.

Services /
City Clerk
CC-040
Secretary of State Statement of
Facts - Registry of Public
Agencies
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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.) Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Admin.

Services /
City
Manager
CM-002 Department Files Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin.

Services /
City
Manager
CM-006 Grand Jury Reports & Responses regarding City Operations 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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.) Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Admin.

Services /
City
Manager
CM-004 Special Event Permits Minimum 2 years Minimum 2 years Yes: While Before Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. CM-005 Speech Notes / PowerPoint Presentations When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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) Minimum 3
years
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Minimum 4 years Minimum 4 years Mag, Mr., OD, PR S / I Yes: After QC & OD 1 year Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 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 Minimum 3 years Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin.

Services /
Human
Resources
HR-013
Personnel Background Packet - POLICE & OTHER EMPLOYEES - SUCCESSFUL Employees (Hired) Separation
+ 4 years
Separation
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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 years 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090 Admin.

Services /
Human
Resources
HR-015
Personnel Files - Employees
Includes Oaths of Office, and Disaster Service Workers Oaths Separation +
7 years
Separation +
7 years
Mag, Mr.,

OD, PR S / I
Yes: After

QC & OD
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 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mr.,

OD, PR S / I
Yes: After

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, Cantons, Rater's Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc.) 4 years 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 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.) Minimum 3
years
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Admin.

Services /
Human
Resources
HR-018.5 Verifications of Employment, Child Support, etc. When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not an Agency record / Content does NOT relate in a substantive way to the conduct of the public's business; GC §34090 et sew 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-019 Workers Compensation Claim Runs 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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:

Separation +
30 years;
OR
Termination
of Benefits +
5 years; OR
Death of
Employee +
5 years
Yes: Until
Separation
Mag, Mr.,

OD, PR S / I
Yes: After

QC & OD
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 Human
Resources HR-029.5
Workplace Violence – Hazard identification, evaluation, correction, incident logs, investigations, etc. 5 years 5 years Mag, Ppr LC §6401.9(f), GC §60201

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, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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 Actuarial 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mr.,
OD, PR S / I 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, Mr., OD, PR 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, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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
Manga. or
Imaged)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

S=Scan
Destroy
Paper after
Imaged &
Bcc'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 sew LAKEPORT, CA ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD 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,
Mr., OD,
PR
S / I Yes: After QC & OD CBC §106.4.2, GC §34090, H&S §19850 Comm.

Develop. /
Building
BL-003 Building Plans - Expired or Withdrawn P P Mag, Mr., OD, PR S / I 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 - Final led - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES 180 days 180 days Yes
Mag,
Mr., OD,
PR
S / I 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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 - Final led - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS (includes commercial structural plans, Hazardous Materials Questionnaire, etc.) P P Yes (all)
Mag,
Mr., OD,
PR
S / I Yes: After QC & OD
Department Preference; Law requires for the life of the building for commercial and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 Comm.

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

Develop. /
Building
BL-008 Private Land Developer Trust Accounts / Deposits Close + 5 years Close + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD GC §50022.6

CODE ENFORCEMENT
Comm.

Develop. /
Code
Enforce.

CE-001 Citations / Notice of Violations 2 years 2 years Mag,
Mr., OD,
PR
S/I
Yes: After

QC & OD
When
Inactive
GC §34090
Comm.

Develop. /
Code
Enforce.

CE-002
Code Enforcement / Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) Minimum 2
years
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
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, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD
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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 sew, 349.4; GC §§34090, 54960.1(c)(1) Comm.

Develop. /
Planning
PL-002 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Mag, Mr., OD, PR 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD (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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
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,
Mr., OD,
PR
S / I 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
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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,
Mr., OD,
PR
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.

Minimum 2
years
Minimum 2
years
Mag,
Mr., OD,
PR
S / I Yes: After QC & OD Department Preference; GC §34090 Comm.

Develop. /
Planning
PL-008
Planning CommissionAGENDA PACKETS & AGENDAS
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
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 Minimum 2
years
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,
Mr., OD,
PR
S / I
Yes: After

QC & OD
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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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,
Mr., OD,
PR
S / I 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 Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mr., OD, PR S / I Yes: After QC & OD 1 year 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-016
Project Review Board - Employees
ALL Records
2 years 2 years
Mag,
Mfr, OD,
Ppr Tape
(Mag)
S / I Yes: After QC & OD GC §54953.5(b)
Comm.

Develop. /
Planning
PL-017 Special Studies Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Comm.

Develop. /
Planning
PL-018 Zoning Administrator Notice of Determinations (NOD) P P Yes (all) Mag, Mr., OD, PR S / I Yes: After QC & OD No Department Preference; GC §34090 Comm.

Develop. /
Planning
PL-019 Zoning Maps (Historically Significant) P P Yes (all) Mag, Mr., OD, PR S / I Yes: After QC & OD 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, Mr., OD, PR S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 - Storm water 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 - Storm water 10 years P P Yes: Until Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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 Minimum 2 years Minimum 2 years Yes: While Active Issues Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Economic
Develop. ED-002 Economic Development Loans
Loan Pay-off
OR
Forgiveness
+ 5 years
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mr., OD, PR S / I 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, Mr., OD, PR 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, Mr., OD, PR 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,
Mr., OD,
PR
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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
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; 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, Mr., OD, PR S/I Yes: After QC & OD Complete + 10 years
Department preference; retained for disaster preparedness purposes; GC §34090 Lead Dept. ENG-007 Correspondence - Regulatory Agencies Minimum 2 years Minimum 2 years Yes: While Active Issues Mag, Mr., OD, PR S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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,
Mr., OD,
PR
S / I 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,
Mr., OD,
PR
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-Built" P P Yes (all)
Mag,
Mr., OD,
PR
S / I 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Covers statute of limitations for contracts (4 years); CCP § 337 et. Seq.; GC § 34090 Engineering ENG-012
Encroachments - Permanent (Permanent structures in the City's Right of Way) PP
Mag,
Mr., OD,
PR
S / I 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,
Mr., OD,
PR
S/I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-014 Engineering Studies / Surveys (City Built Projects) PP Mag, Mr., OD, PR 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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,
Mr., OD,
PR
S / I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-016 Grading Plans P P
Mag,
Mr., OD,
PR
S / I 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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,
Mr., OD,
PR
S / I
Yes: After

QC & OD
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, Mfr, OD, Ppr S / I Yes: After QC & OD 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; 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Storm water, 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, Mr., OD, PR S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 Engineering ENG-021
Reports: Geotechnical Reports, Soils Reports, Drainage, Special Studies P P Yes (all)
Mag,
Mr., OD,
PR
S / I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-022 Rights of Entry P P Yes (all)
Mag,
Mr., OD,
PR
S / I 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; SB 1383 compliance is required for 5 years 14 CCR § 18995.2; GC §34090 State of
California ENG-023 SWITRS - Statewide Integrated Traffic Records System When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-Records (Sheriff) Engineering ENG-024 Traffic Complaints 2 years 2 years
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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-025 Traffic Signal Inventory Superseded Superseded Yes Mag,
Mr., OD,
PR
S / I Yes: After QC & OD Department preference; Drafts should be destroyed; GC §34090 Engineering ENG-026 Traffic Signal Locations P P Yes
Mag,
Mr., OD,
PR
S / I 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, Mr., OD, PR S / I Yes: After QC & OD Department preference; Drafts should be destroyed; GC §34090Engineering ENG-028 Traffic Studies / Traffic Counts / Transportation Studies / Pavement Management Minimum 10
years
Minimum 10
years
Mag,
Mr., OD,
PR
S / I Yes: After QC & OD Department preference; GC §34090 Engineering ENG-029 Transportation Master Plans / Traffic Master Plans P P Yes Mag, Mr., OD, PR S / I 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(f) & 4216.3(e), 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mr.,

OD, PR S / I
Yes: After
QC & OD 1
year
Department Preference (meets municipal government auditing standards); GC §34090 Finance /
Admin. FN-002
Audit Reports / Annual Comprehensive Financial Report (ACFR) and related Audit Opinions 2 years P P Mag, Mr., OD, PR S / I Yes: After QC & OD 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, Mr., OD, PR S / I Yes: After QC & OD 1 year Department Preference (meets municipal government auditing standards); GC §34090 Finance /
Admin. FN-004 Budgets - Adjustments 5 years 5 years
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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, Mr.,

OD, PR S / I
Yes: After
QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance /
Admin. FN-007 Single Audits / Transportation Audits / PERS Audit, etc. 5 years P P Mag, Mr., OD, PR S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Rag §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, Mr., OD, PR S / I Yes: After QC & OD 1 year Department Preference (meets municipal government auditing standards); GC §34090 Finance /
General
Accounting
FN-010 Actuarial Valuation Reports 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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
Deceased +
10 years
Fully
Deceased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090, 26 CFR 31.6001-1 Finance /
General
Accounting
FN-014 Checks / Warrant Register Report (issued) 2 years 3 years 5 years Mag, Mr., OD, PR S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Accounting
FN-015 Checks / Warrants (Cashed) 2 years 3 years 5 years Mag, Mr., OD, PR S / I 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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), 1355. 1519; GC §34090 Finance /
General
Accounting
FN-017 Financial Services Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-018 Investment Reports / Treasurer's Reports 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; FTC Rag's rely on "self-enforcement"; GC§§ 34090, 43900 Finance /
General
Accounting
FN-020 Journal Entries / Journal Vouchers 2 years 3 years 5 years Mag, Mr., OD, PR S / I Yes: After QC & OD No Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; C §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, Mfr,
OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance /
General
Accounting
FN-023 Vehicle Titles ("Pink Slips") Sale or Disposal Sale or Disposal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Accounting
FN-023.1 W-9's
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs. after tax is due or paid; Ca. FTB: 3 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, Mfr, OD, Ppr S / I Yes: After QC & OD Produced by Deferred Comp. Provider; 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Payroll FN-029 W-2's 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs. after tax is due or paid; Ca. FTB: 3 years; IRS Rag §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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 et seq.

Finance /
Revenue
Services
FN-032
Accounts Receivable / Utility Billing - ALL Revenue - Transient Occupancy Tax (TOT) Applications & Returns, Damage to Public Property, Invoices to Outside Entities, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr,
OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, PR,
Mr., OD S / I 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, PR, Mr., OD S / I 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, PR, Mr., OD S / I 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, PR,
Mr., OD S / I 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, PR,
Mr., OD S / I 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, PR,
Mr., OD S / I Yes: After QC & OD Must post to Website; H&S §116918; 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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).

ELECTRIC SERVICES
Finance /
Electric
Services
FN-037 Utility Billing Database / Cashiering Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (negative information remains on credit ratings for 7 years); GC §34090Housing 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,
Mr., OD,
PR
S / I
Yes: After

QC & OD
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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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,
Mr., OD,
PR
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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
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, Mr., OD, PR 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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; (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, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Drafts; GC§ 34090 et seq.

DETECTIVES / INVESTIGATIONS
Police /
Detectives PD-002.3 Automated License Plate Reader Data / ALPR Recordings When No Longer Required When No Longer Required Mag Department preference; Recordings that become evidence are stored with evidence; Does not record regular and ongoing operations; CC §1798.90.53(b)(2)(G); GC §34090.6 et seq, Police /
Investigate. PD-002.5 Drone (Unmanned Aerial Vehicle) Recordings When No Longer Required When No Longer Required Mag Department preference;
Recordings that become evidence are stored with evidence; Does not record regular and ongoing operations; GC §34090.6 et sew,
Police /
Investigate. PD-003
Detectives Investigation Files and Arrest Files - Crimes Other Than Homicide
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Final reports and records are transferred to the case file stored in Records; 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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 /
Investigate. PD-004 Detectives Investigation Files and Arrest Files - Homicide PP Mag, Mr., OD, PR 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 /
Investigate. PD-005 Informant Files 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Informant information; Does not contain criminal intelligence information concerning individuals; Department preference GC §34090 Police /
Investigate. PD-006 Intelligence Files (Criminal Intelligence Files) No Longer than 5 years No Longer than 5 years Mag, Mr., OD, PR S / I Yes: After

QC & OD
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 /
Investigate. PD-007 Investigation Files Minimum 2 years Minimum 2 years Mag, Mr., OD, PR S / I Yes: After

QC & OD
When
Superseded
Department preference (Not Intelligence files); 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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 /
Investigate. PD-008 Pawn Slips 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Police /
Investigate. PD-009 Registrants: Arson - Adults 5 years P P Mag, Mr., OD, PR S/M/I Yes: After QC & OD 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 /
Investigate. PD-010
Registrants: Arson - Juveniles released from Division of Juvenile Justice 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 DOJJ CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police /
Investigate. PD-011 Registrants: Sex Offenders - Adults PP Mag, Mr., OD, PR 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 /
Investigate. 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, Mr.,
OD, PR 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; 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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 /
Investigate. PD-013
Veterans Advisory CommissionAGENDA PACKETS & AGENDAS
Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) City Clerk PD-014
Veterans Advisory CommissionMINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes Mag, Mr., OD, PR S / I Yes: After QC & OD 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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Patrol PD-017 PAS Device Calibration Logs 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Patrol PD-018 Patrol Ride-A-Long Waiver Form 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol PD-019 Pursuit Critiques 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC § 34090 et seq.

Police /
Patrol PD-020 Special Events / Ops Plan Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Patrol PD-022 Use of Force Review (Involving Employees) Incident + 5 years Incident + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mr.,

OD, PR S / I
Yes: After
QC & OD 1
year
Department Preference; GC §34090
Police /
Property &
Evidence
PD-024 Forfeiture Notification 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mr.,

OD, PR S / I
Yes: After
QC & OD 1
year
Department Preference; GC §34090
Police /
Property &
Evidence
PD-027 Lost & Found Property (Documents related to) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

RECORDS
Police /
Records PD-028
Backgrounds (Excludes Employees) - Local Criminal History Review 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-029 Citations - Moving Violations, Marijuana / Cannabis, Parking 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-033 NCIC Validation 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mr.,

OD, PR S / I
Yes: After

QC & OD
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 Pitches Motion Files
Final
Disposition +
5 years
Final
Disposition +
5 years
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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mr., OD, PR S/M/I Yes: After QC & OD 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, Mr.,
OD, PR S/M/I Yes: After QC & OD ("Shall" Destroy); GC §§68152(c)(8), 34090; H&S §11361.5 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-038
POLICE REPORTS / INCIDENT REPORTS: ALL, Except Those Specifically Mentioned in the Schedulee.g., 5150, Detention Reports, etc. 5 years 5 years Yes Mag, Mr., OD, PR S/M/I Yes: After QC & OD Department Preference; Domestic Violence incident
reports are required or a minimum of 5 years; Provided there are no outstanding warrants, unrecovered weapons, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq, FC 6228(d) 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, Mr., OD, PR 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) 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-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, Mr.,
OD, PR 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, Mr., OD, PR S/M/I Yes: After QC & OD PC §§11169(I); 11170(a); GC §34090 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, Mr.,
OD, PR S/M/I Yes: After QC & OD (Courts and other Agencies "Shall" Destroy); H&S §11361.5; 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-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, Mfr, OD, Ppr S / I Yes: After QC & OD (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, Mr.,
OD, PR S/M/I Yes: After QC & OD Department Preference; GC §34090 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, Mr.,
OD, PR 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) 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-044.1
POLICE REPORTS / INCIDENT REPORTS: Sealed Juvenile and Ward Cases - Childhood Sexual Assault - After January 1, 2024 P P
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to accommodate statute of limitations for victims; CCP §§340.1, GC §34090 Police /
Records PD-044.2
POLICE REPORTS / INCIDENT REPORTS: Sealed Juvenile and Ward Cases - Childhood Sexual Assault - Before January 1, 2024 Age of
Majority + 22
years
Age of
Majority + 22
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to accommodate statute of limitations for victims; CCP §§340.1, GC §34090 Police /
Records PD-044.1
POLICE REPORTS / INCIDENT REPORTS: Sealed Juvenile and Ward Cases - Childhood Sexual Assault Life of Victim Life of Victim
Yes:

Before
Disposition
Mag, Mr.,
OD, PR S/M/I Yes: After QC & OD CCP §§340.1, GC §34090
Police /
Records PD-044.5
POLICE REPORTS / INCIDENT REPORTS:

Vacate 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, Mr.,
OD, PR 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-045.5 Registrants: Gang Adults Minimum 5 years Minimum 5 years Mag, Mr., OD, PR S / I Yes: After QC & OD Department Preference (registration pursuant to PC §186.30 (a); GC §34090 Police /
Records PD-045.6 Registrants: Gang Juveniles Sealing Date + 5 years Sealing Date + 5 years Mag, Mr., OD, PR S / I Yes: After QC & OD Department Preference (registration pursuant to PC PC §186.30 (a); Records are destroyed pursuant to W&I §781;GC §34090 Police /
Records PD-045.7 Registrants: Gang Adults Shared Gang Databases 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.30(a));11 CCR 773.8; GC §34090 Police /
Records PD-045.8 Registrants: Gang Juveniles Shared Gang Databases 3 years 3 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; 11 CCR 774; PC §186.30; GC §34090 et seq.

Police /
Records PD-046 Registrants: Narcotic 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC §§12525.5, 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-048 Subpoenas (Police Civil Personal Appearance) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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).

TEMPORARY HOLDING FACILITY
Police /
Temp.

Holding
Facility
PD-049 Booking Folders (Property, Medical, etc.) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Temp.

Holding
Facility
PD-050 Booking Log 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Temp.

Holding
Facility
PD-051 Cell Checks / Cell Log / Sergeant's Log 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Training /
Profess.

Standards
PD-053 CCW (Carry Concealed Weapon) Permits - Denied 2 years 2 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC § 34090 et seq.

Police /
Training /
Profess.

Standards
PD-054
Department Policies & Procedures / Operation Directives / General Orders / Lexicon (Department Policies and Procedures) Minimum 5
years
Minimum 5
years
Mag, Mr.,

OD, PR S / I
Yes: After

QC & OD
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.

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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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 /
Operations PD-067
Officer Recordings: Body-Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints Minimum 2
years
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.

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 Lexicon 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, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Lexicon 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 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-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, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §§832.5, 832.7; GC §34090 Police /
Training /
Profess.

Standards
PD-057
Personnel Discipline File -
Internal Affairs Investigations / Complaints: INTERNAL

COMPLAINTS
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Exceeds with Lexicon Policy; Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 4 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, Mr.,

OD, PR S / I
Yes: After

QC & OD
Separation
+ 1 year
Department preference; 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-17 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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.

Send to
Human
Resources
Upon
Separation
Send to
Human
Resources
Upon
Separation
Yes: Until
Separation
Mag, Mr.,

OD, PR S / I
Yes: After

Standards
PD-071
Report of data regarding the number, type, or disposition of complaints made against its officers (optional) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §13510.9; GC § 34090 et seq.

Police /
Training /
Profess.

Standards
PD-060
Reports and Studies regarding Police operations (not historical - staffing, overtime, etc.) Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-18 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Rosters are sent to POST; 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, Mr.,

OD, PR S / I
Yes: After

QC & OD
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 sew 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, Mr.,

OD, PR S / I
Yes: After

Standards
PD-064
Weapons Database / Department Weapons (Department-issued Weapons) Indefinite -
Permanent
Indefinite -
Permanent Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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
Main.

P&BM-001 AQMD Permits (Generators, etc.) 5 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090; 40 CFR 70.6 Public Works
/ Parks &
Building
Main.

P&BM-002
Generator Operation Logs (for fixed / stationary generators) / Inspections 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference (2 years is required by AQMD); GC §34090 Public Works
/ Parks &
Building
Main.

P&BM-003 Hazardous Waste Manifests / Certificates of Disposal 5 years P P Mag, Mr., OD, PR S / I 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
Main.

P&BM-004 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq.

Public Works
/ Parks &
Building
Main.

P&BM-005 Playground Inspections 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 13 CCR 1234(e); VC 34505.5(c); 49 CFR 396.11; 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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
Main.

P&BM-007
Underground Service Alerts (USA's) / Dig Alerts- Our Locate and Marks Only 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference - entered into DigAlert Software; the Excavator, Operator and Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f) & 4216.3(e), GC §34090 Public Works
/ Parks &
Building
Main.

P&BM-008 Used Oil Disposal 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works
/ Parks &
Building
Main.

P&BM-009 Vehicle & Equipment Database
Indefinite -
Disposal of
Vehicle or
Equipment +
2 years
Indefinite -
Disposal of
Vehicle or
Equipment +
2 years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 Public Works
/ Parks &
Building
Main.

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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq.

Public Works
/ Pool POOL-002 Pool Chemical Additions 2 30 years 2 30 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
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), 22 CCR 65523; GC §§12946, 12960, 34090 Public Works
/ Pool POOL-003 Pool Chemical Readings 2 5 years 2 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Health Department regulations; 22 CCR 65523; 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Sewer SEW-003 Complaints 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Sewer SEW-004 Confined Space Entries 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Sewer SEW-019 FOG (Fats, Oil & Grease) / Source Control 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; POTW reports are required for 3 years; 40 CFR 403.12; 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-020 Generator Operation Logs (for Portable /Emergency Generators) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions, GC §34090 Public Works
/ Sewer SEW-008
Generator Operation Logs (for Fixed / Stationary Generators) / Inspections 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq.

Public Works
/ Sewer SEW-012 Sanitary Spills and Overflows (SSOs) 5 years 5 years Mag, Mr., OD, PR 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-014
Sewer System Management Plans (SSMP) and Audits / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan PP
Mag,
Mr., OD,
PR
S / I Yes: After QC & OD
Department preference; SSMPs are required to be updated every 6 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 Lead Dept. SEW-015 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - entered into DigAlert Software; the Excavator, Operator and Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f) & 4216.3(e), GC §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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / SEWER Page SEW-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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
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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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
Mag,
Mfr, OD,
Ppr
S / I S / I GC §34090; 13 CCR 1234(c)
Lead Dept. ST-002 Street Sweeping Logs 3 years 3 years
Mag,
Mfr, OD,
Ppr

S / I S / I
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,
Mfr, OD,
Ppr
S / I S / I 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,
Mfr, OD,
Ppr

S / I S / I
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,
Mfr, OD,
Ppr

S / I S / I
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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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. &
Main.

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. &
Main.

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, Mr., OD, PR S/I Yes: After QC & OD Complete + 10 years
Department preference; retained for disaster preparedness purposes; GC §34090 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-004
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; exceeds SWRCB CrossConnection Control Policy Handbook Section 3.5.1 requires records be retained for the previous three calendar years; 17 CCR 7605(f); GC §34090 Lead Depart. WTR-002 Confined Space Entries 2 years 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Water WTR-006
Fire Hydrant Flow Tests (Development or Maintenance) - Paper Minimum 10
years
Minimum 10
years
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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-007 Lab Reports & Chains of Custody: Bacteriological and Organics 5 years 5 years Mag, Mr., OD, PR 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, Disinfectant Residuals, Disinfection Byproducts, and Disinfection Byproduct Precursors) 10 years 10 years
Mag,
Mr., OD,
PR
S / I Yes - After QC & OD State law requires 10 years, Federal 10 years; 40 CFR 141.33(a) Public Works
/ Water WTR-009 Lab Reports & Chains of Custody: Lead & Copper 18 years 18 years Mag, Mr., OD, PR 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept. WTR-011 Operations & Maintenance Manuals / O & M Manuals Disposal of Equipment Disposal of Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090Lead Dept. WTR-012 Pre-Trip Inspections / DOT Program / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 13 CCR 1234(e); VC 34505.5(c); 49 CFR 396.11; GC §34090 Public Works
/ Water WTR-012.2 Public Notices - Potable Water (Tier 1, 2, or 3) 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (5 years is required); GC §34090, 22 CCR §64470 Public Works
/ Water WTR-012.4 Reservoirs: Dive Videos 10 years 10 years Mag,
Mfr, OD,
Ppr
S Yes - After QC & OD Department preference (covers 2 mandated cycles); 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-012.5 Reservoirs: Flushing, Disinfection and Cleaning Minimum 3 years Minimum 3 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Flushing, Disinfection, Inspection and Cleaning is required for 3 years; 22 CCR §64604(c); GC §34090 Public Works
/ Water WTR-012.6 Reservoirs: Inspection Reports, Maintenance Records P P Mag, Mfr, OD, Ppr S Yes - After QC & OD Department preference; 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 40 CFR 141.33(c)
Lead Dept. WTR-015 Underground Service Alerts (USA's) / Dig Alerts 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - entered into DigAlert Software; the Excavator, Operator and Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f) & 4216.3(e), GC §34090 Public Works
/ Water WTR-016 Urban Water Management Plans (UWMP) P P Yes Mag, Mr., OD, PR S / I Yes: After QC & OD 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: 4/16/2024 Ver. 13.0 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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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 5 2
years
When
Superseded -
Minimum 5 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Confidential; 42 USC 300i-2(c); GC §34090 et seq.

Public Works
/ Water WTR-019
Water Forecasts / Urban Water Management Forecast / Future Developments, etc. 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference (copies) GC §34090.7 Public Works
/ Water WTR-020 Water Production Reads / Reports (to State DPH & DWR) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mr., OD, PR S / I Yes - After QC & OD Department preference; Required for 12 years or 2 compliance cycles; 22 CCR §§ 64400.25; 64470, 64483(g), 40 CFR 141.33(a); 40 CFR 141.91
Public Works
/ Water WTR-022
Water Resources Planning Historical Reports / Water Assessments P P
Mag,
Mr., OD,
PR
S / I 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,
Mr., OD,
PR
S / I
Yes: After

QC & OD
No
GC §34090.7
Public Works
/ Water WTR-024 Water Transactions - Annual Summary 5 years 5 years 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: 4/16/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WATER Page WTR-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=Mr. S=Scan Destroy Paper after Imaged & Bcc'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-025 Well Records (includes Destroyed or Abandoned Wells) PP Mag, Mr., OD, PR S / I Yes: After QC & OD Department preference; GC §34090 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 4/16/2024 Proclamation
DESIGNATING THE MONTH OF APRIL 2025 AS

CHILD ABUSE PREVENTION MONTH IN THE CITY OF LAKEPORT
WHEREAS, approximately three million children are reported abused and neglected in the United States each year; and its estimated that over 1,990 children died from abuse and neglect in a single year, Five children die every day from child abuse. Sixty-Six (66.1%) percent of all child fatalities were younger than 3 years old. 81.8% of child fatalities involve at least one parent. Of the children who died, 76.4% suffered child neglect. Of the children who died, 42.1% suffered physical abuse either exclusively or in combination with another maltreatment type.; 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 finding solutions depends on the involvement of people throughout the community ; 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: Lake County Children’s Council and Building Resilient Lake County a countywide collaboration that developed a Comprehensive Prevention Plan, ACES Overcomers and education on Adverse Childhood Experiences, the Nurturing Families Program, Abriendo Puertas, Positive Indian Parenting, Differential Response, RCS and LCOE Wrap Around Services, MotherWise, LCTH Home Visitation Program, County of Lake California Home Visiting Program, LFRC Family Empowerment, the Science of the Positive and so many more.; and
WHEREAS, events being held for the month of April this year are the Pinwheel Garden Challenge, Children’s Festival and Advocacy Walk, Children’s Memorial Flag child abuse information will be shared through different media for the month. Other events recognizing April as child abuse prevention will be taking place later throughout the year.

NOW, THEREFORE, BE IT PROCLAIMED, that the City Council of the City of Lakeport does hereby designate April 2025 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 1 st day of April
2025.
_________________________________
KIM COSTA, Mayor
Meeting Date: 04/01/2025 Page 1 Agenda Item # VII.A.1.

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: Blue Ribbon Committee for the Rehabilitation of Clear Lake MEETING DATE: 04/01/2025 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 Blue Ribbon Committee for the Rehabilitation of Clear Lake will present a slideshow on their activities to the City Council.

BACKGROUND/DISCUSSION:

The Blue Ribbon Committee for the Rehabilitation of Clear Lake (BRC) was established under AB 707 in 2017 to address water quality and environmental issues affecting Clear Lake. The Committee aims to develop recommendations for restoring the lake’s ecological health, enhancing regional recreation, and supporting economic development.

Since its formal launch in 2018, the Committee has provided annual reports to the Governor and Legislature and has been instrumental in securing funding for various environmental projects.

The BRC has secured over $13 million in direct funding for projects involving local agencies, tribal organizations, universities, and community groups. An additional $14 million has been recommended for approval. Notable projects include Water Quality & Habitat Restoration; Harmful Algal Bloom (HAB) Mitigation; and Infrastructure & Lake Management Improvements.

The City Council is asked to receive the report and continue its support of the BRC.

OPTIONS:

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: 04/01/2025 Page 2 Agenda Item # VII.A.1.

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:

None
Attachments: 1. Blue Ribbon Committee Presentation

BLUE RIBBON

COMMITTEE FOR THE

REHABILITATION OF

CLEAR LAKE

PRESENTATION

TO THE LAKEPORT

CITY COUNCIL
April 1, 2025
Committee background and purpose
Established by AB 707 (Aguiar Curry) in 2017:
• Forms the Committee and specifies membership
• Finds that water quality and environmental conditions in Clear Lake (detailed in the 2016 Lake County Comprehensive Economic Development Strategy) negatively impact the public health, environmental, and socioeconomic welfare of Lake County • Requires the Committee to develop detailed recommendations to clean up the Lake for environmental gains that will also increase its regional prominence for recreation and economic development
• Annual report to the Legislature and Governor required on or before January 1, beginning in 2020 Committee formally launched in late 2018
Annual reports delivered to the Governor and Legislature on or before January 1, 2020.

Committee
Membership
• 7 federally recognized tribes in the area
immediately impacted by Clear Lake
conditions
• Lake County appointed experts with
expertise in the following areas:
• One member of the Board of
Supervisors
• Local economic development
• Agriculture
• Environment
• Public Water Supplier
• UC Davis
• Central Valley Regional Water Quality
Control Board
Current Roster
Name Appointing Entity
Chair Eric Sklar California Natural Resources Agency
Daniella Santana Habematolel Pomo of Upper Lake
VACANT Elem Indian Colony
Dr. Jay Lund UC Davis
Harry Lyons Lake County
Jennifer LaBay Central Valley Regional Water Quality Control Board Luis Santana Robinson Rancheria
Patty Franklin Scotts Valley Band of Pomo Indians
Rebecca Harper Lake County
Sarah Ryan Big Valley Band of Pomo Indians
Keith Ahart Lake County Water Supply
Supervisor Brad Rassmussen Lake County
Wilda Shock Lake County
Rob Morgan Koi Nation
Moke Simon Middletown Rancheria
Committee
Basics
Full Committee meets a minimum of 4 times
per year
Two Subcommittees were convened to
provide targeted expertise on technical/lake
science issues and socioeconomic issues
Although full Committee membership is set
by statute, Subcommittee meetings are open
to all interested participants
All meetings open to the public in person or
via Zoom!
Committee Roles and Responsibilities
Serves as an ADVISORY body to the California Natural Resources Agency Works to develop collaborative solutions to address a range of environmental challenges impacting Clear Lake
Committee members review proposals and make RECOMMENDATIONS for funding efforts to improve the Clear Lake environment Funding awarded at the discretion of CNRA, the California Legislature, and Governor*
Committee Progress to Date
• Over $13M in direct awards to public agencies, Tribes, Tribal organizations, academia, and community
organizations to date
• Additional $14M recommended for funding for a range of restoration, research, and mitigation projects
• All proposals recommended by unanimous or near
unanimous agreement among Committee members

1. Big Valley Adobe Creek Hydrology and
Groundwater Monitoring

2. Big Valley Groundwater Dependent
Ecosystems and Wetland Restoration
Analysis/Implementation

3. Big Valley Big Valley Harmful Algal Bloom
Bank Erosion

4. Big Valley Web-based Clearinghouse for
Data/Citizen Science App*

5. Big Valley Kelsey Creek Fish Ladder
Restoration

6. Big Valley Tule Replanting/Invasive Aquatic
Vegetation Removal

7. Big Valley Review Existing Best Management
Practices

8. Lake County WRD Airborne Electromagnetic
Survey of Lake County Groundwater Basins

9. Lake County WRD Clear Lake
Dilapidated Structure Abatement

10. Lake County WRD Lake County Trash
Remediation and IDDE/Spill Response

11. Lake County WRD Public
WatershedAssessment and Survey

12. Lake County WRD Limonological Sampling

13. Robinson Clear Lake Common Carp and
Goldfish Management

14. Scotts Valley Scotts Valley Aquifer Evaluation

15. SSCRA Cobb Mountain Watershed
Education Program

16. TERA EcoCultural Tule Restoration

17. UC Davis TERC Hypolimnetic Oxygenation
Pilot Project- Oaks Arm

18. UC Davis CRC/CCS Scoping and Planning to
Promote Citizen and Community Science in
Clear Lake

19. UC Davis CRC/CCS Ongoing CRC Research

20. UC Davis TERC Bathymetric Survey

21. UC Davis TERC UC Davis TERC In-lake
monitoring

22. UC Davis TERC UC Dvis TERC in-lake
modeling*

23. USGS Mercury Modeling

24. USGS Distributed Upper Watershed Model

25. USGS Basin-wide Monitoring
TOTAL ALLOCATED ALL PROJECTS:
$13,302,092
BRC APPROVED AND FUNDED PROJECTS THROUGH 2025

1. Lake County Stormwater
Planning Program

2. EutroPhix Eutrophix Bentonite
Application for HAB mitigation

3. LG Sonic Hypersonic Algae
Treatment for HAB mitigation

4. AECOM Algae Harvesting for
HAB Mitigation

5. UC Davis TERC Early Warning
System for HABs

6. USGS USGS HAB monitoring

7. Grebe Monitoring

8. SSCRA Cobb Mountain
Watershed Education and
Restoration Program

9. Clear Lake Keys POA Clear
Lake Keys POA Revitilization

10.Lake County Clear Lake
Management Plan

11.Lake County Limnological
Sampling

12.Lake County Natural
Shorelines Stewards Program

13.Lake County Dredging of
Boating and Waterways
TOTAL REQUESTED:

Approximately $14 million

BRC APPROVED PROJECTS AWAITING FUNDING
ASM. CECILIA AGUIAR

CURRY REQUEST FOR BRC

FUNDING
SUBMITTED MARCH 3, 2025
Prop 4 Takeaways
$20M in direct funding for Clear Lake
$350M available for watershed restoration
40% of funds set aside for DAC; AT LEAST 10% of total amount for SDAC Prop 4 allows State departments to advance funds; does not necessarily need to be through competitive bid Restoration on private property MAY be allowed; requires department/counsel consultation GO bonds may be used for private property acquisition to willing sellers CNRA counting on BRC and Subcommittees for guidance on $20M at a minimum! QUESTIONS?
Eric Sklar
Blue Ribbon Committee Chair and
Member of the California Fish and Game Commission
[email protected]
Sam Magill
Senior Facilitator
[email protected]
Committee Website
https://resources.ca.gov/Initiatives/Blue-Ribbon-Committee-for-theRehabilitation-of-Clear-Lake Sign Up for the Committee Listserv
https://listserv.csus.edu/scripts/wa-CSUS.exe?SUBED1=CCE-CLEARLAKE-BRCL&A=1 Join us on Facebook!
https://www.facebook.com/profile.php?id=61553097518588
Meeting Date: 04/01/2025 Page 1 Agenda Item #VII.B.1.

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

STAFF REPORT
RE: Adopt a Resolution Approving the Parkside Final Parcel Map. MEETING DATE: 3/18/2025 SUBMITTED BY: Victor Fernandez, Associate Planner
PURPOSE OF REPORT: Information only Discussion Action Item WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

The Community Development Department recommends that the City Council approve the Parkside Final Parcel Map for Parkside (Application 2023-01) for the property located at 1310 Craig Avenue, Lakeport, further described as Assessor Parcel Number 005-030-51.

BACKGROUND:

On June 14, 2023, the Lakeport Planning Commission reviewed and approved a Tentative Parcel Map that would allow for the subdivision of the existing 15.26+ acre property into four (4) separate legal lots of record.

On April 18, 2024, the City hired a consulting surveyor, RSA+ Engineers, to review the Final Parcel Map for compliance with the conditions of approval set forth by the Planning Commission on June 14, 2023, the City’s Subdivision Ordinance and the Subdivision Map Act. The Final Parcel Map has been reviewed by RSA+ Engineers, the City Engineer, and the Community Development Department whom have determined that all conditions and requirements of approval applicable to the tentative parcel map have been satisfied.

DISCUSSION:

Under Section 16.12.120 of the City’s Subdivision Ordinance, all parcel maps (four or fewer parcels) require the review and approval by the City Council. The Final Parcel Map has been reviewed by the consulting Surveyor, the City Engineer, and the Community Development Department and determined to be complete and ready for approval by the City Council.

A Final Parcel Map is the official recordation of a land division, prepared in accordance with the California Subdivision Map Act and local municipal code requirements. It is the final step in the subdivision process, following the approval of a Tentative Parcel Map, and ensures that all conditions of approval have been satisfied. The purpose of a Final Parcel Map is to formally establish the newly created parcels for individual sale, lease, or development. Per Section 16.18.080 of the Lakeport Municipal Code and Section 66499 of the Subdivision Map Act, an improvement security or bond will be required to ensure that all proposed improvements are properly secured before final map recordation or before the City Engineer signs the Final Map.

The City Council is asked to review and approve the Final Parcel Map for compliance with the Tentative Parcel Map Conditions of Approval, the City Subdivision Ordinance, and the Subdivision Map Act. Please see the section Compliance with Conditions of Approval below:

Meeting Date: 04/01/2025 Page 2 Agenda Item #VII.B.1.

Compliance with Conditions of Approval

1. The applicant/owner shall sign this standard City of Lakeport Project Conditions Agreement which lists the conditions of approval and shall agree to said conditions. A copy of this signed agreement shall be returned to the Community Development Department prior to operation.

The applicant has signed the City of Lakeport Project Conditions Agreement on July 15, 2023, acknowledging and agreeing to all conditions of approval. A copy of the signed agreement has been returned to the Community Development Department as required.

2. The project shall be developed in accordance with the plans and specifications received by the City on April 26, 2023 and as approved by the Lakeport Planning Commission on June 14, 2023. Minor alterations may be approved in writing by the City of Lakeport Community Development Director or his/her designee.

The Final Parcel Map has been developed in accordance with the approved plans and specifications received on April 26, 2023, and approved by the Lakeport Planning Commission on June 14, 2023.

3. The applicant/owner/developer shall prepare a Final Parcel Map in accordance with the provisions of the City of Lakeport Subdivision Ordinance and California Subdivision Map Act. Said map shall be recorded in accordance with the time frames as set forth in the City Subdivision Ordinance.

The applicant has prepared the Final Parcel Map in compliance with the City of Lakeport Subdivision Ordinance and the California Subdivision Map Act. The map is being recorded within the required timeframes set forth in the City’s Subdivision Ordinance which I set to expire June 14, 2025.

4. The applicant/owner/developer shall cause the parcel map to be prepared by a licensed land surveyor. Said map shall be submitted with all data required by the City Subdivision Ordinance, including traverse sheets, guarantee of title, tax statements, and other required data. The developer shall pay the required review checking and filing fees.

The Final Parcel Map was prepared by a licensed land surveyor, including all required traverse sheets and title guarantees. Prior to recording of the Final Map, the applicant will be required to provide proof of taxes paid. The applicant has also paid all applicable review, checking, and filing fees.

5. The applicant/owner shall provide updated Title Reports (not older than six months at the time of submittal) for each affected property. If necessary, the applicant/owner shall obtain the consent of lienholders prior to the recordation of the Parcel Map.

The applicant has provided an updated Title Report that was included as part of the Final Map Review process.

6. Prior to construction of the Right-of-Way improvements, the applicant/owner/developer shall comply with the Lakeport Municipal Code Chapter 8.40 (Stormwater Management), the Lake County Clean Water Program Storm Water Management Plan and the requirements of the California Water Resources Control Board (NPDES Phase II/Construction Activities Storm Water General Permit requirements) during the construction of improvements, if applicable. Copies of the Central Valley Regional Water Quality Control Board Notice of Intent (NOI), Stormwater Management Plan (SWMP), and Storm Water Pollution Prevention Plan (SWPPP) shall be provided to the City prior to any Meeting Date: 04/01/2025 Page 3 Agenda Item #VII.B.1.
construction activities. All erosion control measures and construction activities shall be completed in accordance with the project’s Storm Water Pollution Prevention Plan.

As part of the building permit process, the applicant will be required to comply with all applicable stormwater management regulations prior to the commencement of right-of-way improvements.

Specifically, the applicant must adhere to the provisions outlined in Lakeport Municipal Code Chapter

8.40 (Stormwater Management), the Lake County Clean Water Program Storm Water Management Plan, and the California Water Resources Control Board's NPDES Phase II/Construction Activities Storm Water General Permit requirements, if applicable.

7. Prior to construction of the Right-of-way improvements, the applicant/owner/developer shall provide the City Engineer with a detailed roadway standard for the portion of Yankee Avenue west of the intersection with Fenway Avenue that does not currently meet the City of Lakeport’s Road Design and Construction Standards. This roadway standard shall be reviewed and approved by the City Engineer prior to the submittal of improvement plans and construction of right-of-way improvements.

The applicant provided the City Engineer with a detailed roadway standard for the portion of Yankee Avenue west of Fenway Avenue, which does not currently meet the City’s Road Design and Construction Standards. This standard was reviewed as part of the submission of improvement plans for the Final Map and has been approved by the City Engineer.

8. Prior to the recordation of the final map, the applicant/owner/developer shall dedicate area within the parcel map as needed for drainage, public utility easements, and other easements. All easements shall also be depicted on the final map.

The Final Parcel Map includes the dedication of necessary areas for drainage, public utility easements, and other required easements. All easements have been properly depicted on the Final Parcel Map.

9. Prior to the recordation of the final map, the applicant/owner/developer shall comply with all requirements related to the project’s sewer system, including the payment of the standard CLMSD sewer expansion fee. (Sewer expansion fees are indexed annually to the CPI index and adjusted for inflation each July in accordance with Resolution 2271 (2006).) Per California SB 937 – Development Projects Fees and Charges (Wiener), the sewer expansion fee will now be paid upon the issuance of the Certificate of Occupancy, rather than at Final Map recordation.

The applicant will comply with all City of Lakeport Municipal Sewer District (CLMSD) sewer system requirements at the appropriate stage of development.

10. Prior to the recordation of the final map, a note shall be placed on the final map indicating: The applicant/owner/developer shall pay the required water expansion fee. (Water expansion fees are indexed annually to the CPI index and adjusted for inflation each July.) A note has been placed on the Final Parcel Map stating that the water expansion fee will be paid upon issuance of the Certificate of Occupancy, per SB 937 – Development Projects Fees and Charges (Wiener).

11. Durable survey monuments shall be installed at the following locations:
a. Boundary corners
b. At the beginning and ending of property line curves and points of intersection c. Lot corners or at any other location at the discretion of the City Engineer.

Once the Final Parcel Map is recorded, the applicant’s surveyor will be required to install durable survey monuments at key locations to ensure accurate delineation of property boundaries. These monuments shall be placed at the following locations: boundary corners, the beginning and ending of property line curves and points of intersection, lot corners, and any other locations deemed necessary by the City Meeting Date: 04/01/2025 Page 4 Agenda Item #VII.B.1.

Engineer. The installation of these monuments is a critical step in finalizing the subdivision process and ensuring compliance with surveying and mapping standards. Verification of the monuments will be conducted during the Building Permit Review Process.

12. A note shall be placed on the final map indicating that a Wildland Fuel Modification Plan, in compliance with the Lakeport Fire Department’s requirement, shall be established prior to the issuance of a building permit for future development.

A note has been placed on the Final Parcel Map indicating that a Wildland Fuel Modification Plan must be established prior to the issuance of a building permit for future development. This plan will be submitted at the time of building permit application in compliance with the California Fire Code Chapter

49. This standard will be reviewed during the Building Permit Review Process.

13. The Tentative Parcel Map shall expire twenty-four months from its approval by the Planning Commission, unless the expiration date is extended in accordance with the provisions of Section

16.08.120, which shall be reviewed and approved by the Planning Commission.

The Tentative Parcel Map was approved on June 14, 2023, and is valid for twenty-four months unless an extension is granted by the Planning Commission per Lakeport Municipal Code Section 16.08.120. The Final Parcel Map has been processed within the required timeframe, ensuring compliance with the approval conditions.

Following City Council approval, the required signatories will sign the Final Parcel Map, and staff will proceed with its recordation. The Improvement Plans for the properties have been submitted and approved by City staff, pending the map’s official recordation.

OPTIONS:
• Adopt a resolution approving the Parkside Final Parcel Map • Provide alternative 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: None
SUGGESTED MOTION:

Move to adopt a resolution approving the Parkside Final Parcel Map.

Attachments: 1. Resolution

2. Final Parcel Map

3. RSA Engineer Approval Letter
RESOLUTION NO. FINAL PARCEL MAP
392464.1 1
RESOLUTION NO. **** (2025)

A RESOLUTION OF THE LAKEPORT CITY COUNCIL APPROVING THE PARKSIDE FINAL PARCEL MAP (APPLICATION 2023-01), CREATING FOUR (4) SEPARATE RESIDENTIAL PARCELS FOR: SBRI 1400 BURBANK, LLC.

WHEREAS, on June 14, 2023, the City of Lakeport Planning Commission reviewed and approved an application from SBRI 1400 Burbank, LLC (the “Applicant”) for a Tentative Parcel Map proposing to subdivide an approximately 15.26 acre property into four (4) separate residential parcels for the Parkside Residential Project located at 1310 Craig Avenue, Lakeport, CA (APN 005-030-51) (the “Project”); and
WHEREAS, the City of Lakeport has received an application from the Applicant for a Final Parcel Map (Application 2023-01), creating four (4) separate residential parcels, consisting of three (3) sheets for the Final Map and nineteen (19) sheets for the improvement plans; and WHEREAS, the Final Parcel Map delineates and depicts certain land being offered for dedication to public use; and
WHEREAS, the Final Parcel Map has been reviewed for compliance with the Subdivision Map Act (Government Code Section 66410 et seq.) and the Lakeport Municipal Code Title 16 (Subdivisions); and
WHEREAS, the City Engineer has examined the map and determined that it substantially conforms to the approved Tentative Parcel Map and all applicable conditions of approval have been met; and
WHEREAS, on or about November 15, 2022, the City Council adopted an Initial Study and Mitigated Negative Declaration (IS/MND) for the Parkside Residential Project (SCH # 2022070097) and considered this IS/MND prior to taking action on the Project.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LAKEPORT HEREBY THAT the certain map designated as Parkside Final Parcel Map (Application 2023-01), creating four (4) separate residential parcels for SBRI 1400 Burbank, LLC, at 1310 Craig Avenue Lakeport, CA (APN 005-030-51) is hereby approved and the City, on behalf of the public, accepts the offers of dedication as shown on said Final Parcel Map.

The foregoing Resolution was passed and adopted at a regular meeting of the City Council on the 1st day of April, 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RESOLUTION NO. FINAL PARCEL MAP
392464.1 2
__________________________________
Brandon Disney, Mayor Pro Tem
City of Lakeport
ATTEST:
________________________________
KELLY BUENDIA, City Clerk

PARKSIDE SUBDIVISION PHASE 1 1999 MAPS 45-49
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Lakeport City CouncilApril 1, 2025

Lakeport City Council
April 1, 2025