Agenda packet, regular meeting, first session — Nevada City City Council, September 27, 2023

City of Nevada City
City Council

REGULAR MEETING
City Hall – Beryl P. Robinson, Jr. Conference Room
317 Broad Street, Nevada City, CA 95959
WEDNESDAY September 27, 2023 Closed Session 5:30 P.M.

Open Session 6:30 PM

MISSION STATEMENT
The City of Nevada City is dedicated to preserving and enhancing its small-town character and historical architecture while providing quality public services for our current and future residents, businesses, and visitors.

Daniela Fernández, Mayor
Gary Petersen, Vice Mayor Doug Fleming, Council Member
Adam Kline, Council Member Lou Ceci, Council Member
NOTICE TO THE PUBLIC:

The public is encouraged to participate in or observe this meeting by:

1. Attending this meeting in person at the City of Nevada City Council Chambers located at 317 Broad Street Nevada City, California.

2. Observing this meeting live from the City of Nevada City YouTube channel at:
https://www.youtube.com/channel/UCXSQwrXtey12YIl3IbyGMYQ

3. Observe this meeting live from the local government cable channel 17 Public comments may be made:

1. In person: Live at the meeting. Members of the public desiring to speak on a matter appearing on the agenda should ask the Mayor for the opportunity to be heard when the item comes up for Council consideration. Comments for all agenda items are limited to a speaking time of three minutes.

2. Via Zoom: If you choose to join the City Council Meeting via Zoom video conference you will be able to utilize “Raise Hand”. If joining by internet:
https://us02web.zoom.us/j/89009138474 If joining by telephone: Dial 1-669-900-9128 Webinar ID: 890 0913 8474, dial *9 (push the asterisks button followed by the five button) to “Raise Hand”. The Mayor will call on those who wish to speak at the appropriate time, not to exceed three minutes.

3. In writing: Email your comments to [email protected] or provide your comments in writing to the Deputy City Clerk at City Hall. Comments will be accepted until 7pm on the Monday prior to the meeting date. Comments will not be read during the City Council meeting (due to virtual participation option above) but will be forwarded to all Council Members and made available for public review prior to the City Council Meeting. When sending an email, it is extremely helpful to include the following:
• Full Name
• Address (specific or general, i.e.: resident in unincorporated Nevada City) • The item number that you are commenting on
Any writing that is a public record that relates to an agenda item for open session distributed less than 72 hours prior to the meeting will be available for public inspection at City Hall, 317 Broad Street, Nevada City, California during normal business hours. Government Code § 54957.5(b)(1). Copies will also be provided at the appropriate meeting.

In compliance with the Americans with Disabilities Act of 1990, if you need special assistance to participate in this meeting, please contact the Deputy City Clerk at 530-265-0187 Extension 133. Notification at least 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102.35.104 ADA Title II].

MEETING PROCEDURES:

All items on agenda will be open for public comments before final action is taken. Speakers must restrict comments to the item as it appears on the agenda and stay within a three-minute time limit (or lesser time if the Mayor determines it necessary due to the number of persons who may wish to speak on an item). The Mayor similarly has the discretion of limiting the total discussion time for an item as may be necessary.

Members of the public attending City Council meetings shall observe the same rules of order and decorum applicable to the City Council. These Standards and Procedures shall apply to all City Council Meetings, members of the public:
(a) Shall limit comment time to that listed on the agenda; (b) May criticize City policies, procedures, programs and/or services or the acts or omissions of Council Members in carrying out their responsibilities as public officials, but shall refrain from disruptive behavior;
(c) Shall speak only from the podium when recognized by the Mayor, and shall address comments to the Mayor and not to staff or members of the audience; (d) Shall not approach individual Council Members while a meeting is in progress; (e) May provide written materials (10 copies recommended) to the Council during a meeting by giving the materials directly to the City Clerk.

The Mayor or presiding member of the Council has the authority to remove, or designate a person to remove, an individual for disrupting the Council meeting. Disruptive behavior is any action that actually disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting.

Before taking this action, the Mayor/presiding member shall warn the individual that their behavior is disruptive and that failure to cease this behavior may result in their removal. If the behavior does not promptly cease, the individual may be removed.

No warning is required to precede removal if an individual engages in behavior that is a true threat of force. A true threat of force has sufficient indicia of intent and seriousness so that a reasonable observer would perceive it to be an actual threat to use force by the person who makes the threat.

WEDNESDAY September 27, 2023 Closed Session 5:30 P.M.

CALL TO ORDER
CLOSED SESSION—Pursuant to cited authority, the City Council will hold a closed session to discuss the following listed items. A report of any action taken will be presented during the regular meeting.

A. Public Employee Performance Evaluation (§54957) Title: City Attorney CLOSED SESSION PUBLIC COMMENT (prior to recess into Closed Session)

RECESS TO CLOSED SESSION
WEDNESDAY September 27, 2023 Open Session 6:30 P.M.

CALL TO ORDER
NISENAN TRIBE RECOGNITION: This City Council Meeting Convenes on the Ancestral Territories of the Nevada City Rancheria Nisenan Tribe

PLEDGE OF ALLEGIANCE
ROLL CALL _____ Mayor Fernández
_____ Vice-Mayor Petersen
_____ Councilmember Fleming
_____ Councilmember Kline
_____ Councilmember Ceci
ADOPTION OF THE AGENDA (This is the time for agenda modifications) ANNOUNCEMENT OF ACTION FROM CLOSED SESSION (if needed)

PRESENTATIONS
Swearing In Ceremony: K-9 Police Officer Ruby
City Teamwork: Police Department and Public Works
PUBLIC COMMENT: Government Code Section 54954.3 provides that any member of the public may address the City Council on any matter NOT ON THE AGENDA that is within the subject matter jurisdiction of the city. The Brown Act, with limited exceptions, does not allow the Council or staff to discuss issues brought forth under Public Comment. The Council cannot take action on non-agenda items. Concerns may be referred to staff or placed on a future agenda. Please note that comments from the public will also be taken on each agenda item at the time it is heard. Speakers must adhere to the meeting procedures identified above.

CONSENT AGENDA: All items listed under the Consent Agenda are considered to be routine in nature and will be approved by one motion. There will be no separate discussion of these items.

Councilmembers or the City Manager may remove items from the Consent Agenda for separate discussion and action by City Council. Members of the public may request to remove items from the Consent Agenda, during Consent Agenda public comment, for separate discussion and action by the City Council, but action is required by the City Council to do so by motion, second and roll call vote. Unless the City Council removes an item from the Consent Calendar for separate discussion, public comments are invited as to the consent calendar as a whole and limited to three minutes per person (or lesser time if the Mayor determines it necessary due to the number of persons who may wish to speak on the Consent Calendar). Any item removed for separate discussion and action will be taken up following the motion to approve the Consent Agenda.

1. Action Minutes September 13, 2023, Regular Meeting
Recommended Action: Review and approve the minutes

2. Fire Activity Report – August 2023
Recommended Action: Receive and file the report

3. Consideration of the Surplus of One Nevada City Police Department Ford Fusion (Vehicle #30) and Authorize the City Manager to Dispose of the Vehicle for Best Value Consistent with the Purchasing Policy
Recommended Action: Surplus the vehicle

4. Second Reading and Consideration of Ordinance 2023-09: An Ordinance of the City Council of the City of Nevada City Adding Chapter 2.38 (“Public Arts Commission”) to Title 2 (“Administration and Personnel”) of the City of Nevada City Municipal Code, Relating to the Establishment of a Public Arts Commission Recommended Action: Hold second reading and adopt the ordinance CONSENT ITEMS FORWARD (if needed): Items pulled from the Consent Agenda will be discussed individually with action taken by separate motion.

BUSINESS

5. Consideration of Adoption of Resolution 2023-45: A Resolution of the City Council of the City of Nevada City, California Approving a Date Change for the Regular City Council Meetings in October 2023
Recommended Action: Adopt the resolution

6. Consideration of a City Grants Management Policy
Recommended Action: Adopt the policy

7. Consideration of Approval of the Purchase, Installation, and Two-Year Maintenance Agreement for Six Security Cameras from Flock Safety in the amount of $40,500.00 and Authorize the City Manager to Sign and Required Documents Recommended Action: Approve the purchase

8. Consideration of Adoption of Resolution No. 2023-46: A Resolution of the City Council of the City of Nevada City, California Adopting a Records Retention Schedule, Authorizing Destruction of Certain Records, and Rescinding Resolution 2015-36
Recommended Action: Adopt the resolution

CITY MANAGER, COUNCILMEMBER REPORTS AND FUTURE AGENDA ITEMS

ADJOURNMENT
The meeting will adjourn at 9:30 P.M. unless a decision is made by motion of a Councilmember to extend the time.

Certification of Posting of Agenda
I, Gabrielle Christakes, Deputy City Clerk for the City of Nevada City, declare that the foregoing agenda for the September 27, 2023, Regular Meeting of the Nevada City City Council was posted September 22, 2023, at the entrance of City Hall. The agenda, along with staff reports, is also posted on the City’s website.

Signed September 22, 2023, at Nevada City, California
____________________________________________________
Gabrielle Christakes, Deputy City Clerk
City of Nevada City
City Council

REGULAR MEETING
City Hall – Beryl P. Robinson, Jr. Conference Room
317 Broad Street, Nevada City, CA 95959
WEDNESDAY September 27, 2023 Closed Session 5:30 P.M.

Open Session 6:30 PM

Daniela Fernández, Mayor
Gary Petersen, Vice Mayor Doug Fleming, Council Member
Adam Kline, Council Member Lou Ceci, Council Member
NOTICE TO THE PUBLIC:

The public is encouraged to participate in or observe this meeting by:

1. Attending this meeting in person at the City of Nevada City Council Chambers located at 317 Broad Street Nevada City, California.

2. Observing this meeting live from the City of Nevada City YouTube channel at:
https://www.youtube.com/channel/UCXSQwrXtey12YIl3IbyGMYQ

3. Observe this meeting live from the local government cable channel 17 Public comments may be made:

MEETING PROCEDURES:

WEDNESDAY September 27, 2023 Closed Session 5:30 P.M.

A. Public Employee Performance Evaluation (§54957) Title: City Attorney CLOSED SESSION PUBLIC COMMENT (prior to recess into Closed Session)

RECESS TO CLOSED SESSION
WEDNESDAY September 27, 2023 Open Session 6:30 P.M.

CALL TO ORDER
NISENAN TRIBE RECOGNITION: This City Council Meeting Convenes on the Ancestral Territories of the Nevada City Rancheria Nisenan Tribe

CONSENT AGENDA: All items listed under the Consent Agenda are considered to be routine in nature and will be approved by one motion. There will be no separate discussion of these items.

1. Action Minutes September 13, 2023, Regular Meeting
Recommended Action: Review and approve the minutes

2. Fire Activity Report – August 2023
Recommended Action: Receive and file the report

BUSINESS

6. Consideration of a City Grants Management Policy
Recommended Action: Adopt the policy

CITY MANAGER, COUNCILMEMBER REPORTS AND FUTURE AGENDA ITEMS

ADJOURNMENT
The meeting will adjourn at 9:30 P.M. unless a decision is made by motion of a Councilmember to extend the time.

Signed September 22, 2023, at Nevada City, California
____________________________________________________
Gabrielle Christakes, Deputy City Clerk
1 CITY OF NEVADA CITY

ACTION MINUTES
REGULAR CITY COUNCIL MEETING OF SEPPTEMBER 13, 2023
NOTE: This meeting is available to view on the City’s website www.nevadacityca.gov – Go to Quick Links and Click on Agendas & Minutes and find the Archived Videos in the middle of the screen. Select the meeting date and Click on Video to watch the meeting. For website assistance, please contact Gabrielle Christakes, Deputy City Clerk at (530) 265-2496, ext 133. - City Council Meetings are available on DVD. To order, contact City Hall - cost is $15.00 per DVD. - Closed Session Meetings are not recorded.

REGULAR MEETING – 6:30 PM - Call to Order

NISENAN TRIBE RECOGNITION
PLEDGE OF ALLEGIANCE:

Roll Call: Present: Mayor Fernàndez, Councilmembers Petersen, Kline, Ceci ADOPTION OF THE AGENDA:

Action: Motion by Kline, seconded by Fleming to adopt the Agenda for September13, 2023 Meeting (Approved 5-0) Fernàndez, Petersen, Fleming, Kline, Ceci PUBLIC COMMENT (Per Government Code Section 54954.3)
Please refer to the meeting video on the City’s website at www.nevadacityca.gov.

PRESENTATIONS
Proclamation: National Hispanic Heritage Month 2023
Proclamation: Prostate Cancer Awareness Month 2023
CONSENT ITEMS:

1. Action Minutes August 23, 2023, Regular Meeting
Recommended Action: Review and approve the minutes

2. Accounts Payable – August 2023
Recommended Action: Receive and file the report

3. Police Activity Report August 2023
Recommended Action: Receive and file the report

4. Building Activity Report August 2023
Recommended Action: Receive and file the report
Action: Motion by Petersen, Seconded by Ceci, to approve items 1 through 4 on Consent (Approved 5-0) Fernàndez, Petersen, Fleming, Kline, Ceci 2 PUBLIC HEARING

5. Conduct a Public Hearing in Consideration of Adoption of Resolution 2023-42: A Resolution of the City Council of the City of Nevada City, California, Determining the Initial Study and Negative Declaration (IS/ND) is Adequate and Approving General Plan Amendment GPA 2023-01 Adopting the 2023 Climate Adaptation and Public Safety Element (CAPSE) of the General Plan
Recommended Action: Conduct a public hearing considering the inclusion of provided comments and adopt the resolutions
Action: Motion by Fleming, Seconded by Kline, to approve Resolution 2023-42: A Resolution of the City Council of the City of Nevada City, California, Determining the Initial Study (Approved 5-0) Fernàndez, Petersen, Fleming, Kline, Ceci

6. Conduct a Public Hearing in Consideration of Ordinance 2023-09: An Ordinance of the City Council of the City of Nevada City Adding Chapter 2.38 (“Public Arts Commission”) to Title 2 (“Administration and Personnel”) of the City of Nevada City Municipal Code, Relating to the Establishment of a Public Arts Commission
Recommended Action: Hold first reading, waive reading of Ordinance in its entirety, read by title only, and schedule for second reading and adoption September 27, 2023 Action: Motion by Kline, Seconded by Fleming, to Hold first reading, waive reading of Ordinance in its entirety, read by title only, and schedule for second reading and adoption September 27, 2023
(Approved 4-1) Fernàndez, Petersen, Fleming, Kline

BUSINESS

7. Consideration of a Plaque Request from the Nevada County Landmarks Commission for the Carter Drummond Family Homesite
Recommended Action: Approve the application and authorize the City Manager to sign the application
Action: Motion by Fleming, Seconded by Ceci to approve application and authorize the City Manager to sign the application
(Approved 5-0) Fernàndez, Petersen, Fleming, Kline, Ceci

8. Consideration of Adoption of Resolution 2023-41: A Resolution of the City Council of the City of Nevada City, California, Updating the City Council Standards and Procedures Manual for Public Requests to Consider Consent Items for Discussion and for Disruptive Behavior at Meetings Procedures
Recommended Action: Adopt the resolution
Action: Motion by Petersen, Seconded by Ceci, to Approve Resolution 2023-41 of the City Council of the City of Nevada City, California, Updating the City Council Standards and Procedures Manual for Public Requests to Consider Consent Items for Discussion and for Disruptive Behavior at Meetings Procedures
(Approved 5-0) Fernàndez, Petersen, Fleming, Kline, Ceci

9. Consideration of Adoption of Resolution 2023-43: Electing to be Subject to the Public Employees’ Medical and Hospital Care Act at an Unequal Amount for Employees and Annuitants (CalPERS all Employees) and Consideration of Adoption of Resolution 2023-44:
3 Electing to be Subject to the Public Employees’ Medical and Hospital Care Act at an Unequal Amount for Employees and Annuitants (Non PERS Elected Officials) Recommended Action: Adopt the resolutions
Action: Motion by Fleming, Seconded by Kline, to Approve Resolution 2023-43: Electing to be Subject to the Public Employees’ Medical and Hospital Care Act at an Unequal Amount for Employees and Annuitants (CalPERS all Employees)
(Approved 5-0) Fernàndez, Petersen, Fleming, Kline, Ceci Action: Motion by Fleming, Seconded by Ceci to Approve Resolution 2023-44: Electing to be Subject to the Public Employees’ Medical and Hospital Care Act at an Unequal Amount for Employees and Annuitants (Non PERS Elected Officials) (Approved 5-0) Fernàndez, Petersen, Fleming, Kline, Ceci (Approved 5-0) Fernàndez, Petersen, Fleming, Kline, Ceci CITY MANAGER AND COUNCILMEMBER REPORTS: Verbal report provided ADJOURNMENT: 8:51 PM
AYES:

NOES:

ABSTAIN:

ABSENT:
____________________________
Daniela Fernàndez, Mayor
ATTEST:
____________________________
Niel Locke, City Clerk

CITY OF NEVADA CITY

CITY COUNCIL STAFF REPORT
MEETING OF: September 27, 2023 Agenda Item No. 02
Subject: Fire Activity Report – August 2023
From: Sam Goodspeed, Division Chief
Date: September 18, 2023
Reviewed & Approved: STG
Recommended Action: Receive and file the report.

ISSUE STATEMENT AND DISCUSSION:

The attached Fire Activity Report reviews the monthly responses for Nevada City Fire Station 5.

FINANCIAL AND/OR POLICY IMPLICATIONS:

Not applicable.

STRATEGIC PLAN ALIGNMENT:

This action is consistent with the embedded strategic initiative of Engagement: Community engagement and communications with stakeholders.

ENVIRONMENTAL CONSIDERATIONS:

Not applicable.

LEGAL REVIEW:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

ATTACHMENTS:
 Outside Unit Responses to Nevada City
 Station 5 Incident Type Summary Report
 Station 5 Response by District
 City of Nevada City Incident Type Report
Elite grsnev Outside Unit Responses to Nevada City
Total Responses Total Call Time in Minutes Average Time Spent on Call Apparatus Resource ID (FD18.1): Batt 2314
2 72 36
Total: 2 Total: 72
Avg: 36.00
Apparatus Resource ID (FD18.1): Batt 8
2 67 34
Total: 2 Total: 67
Avg: 33.50
Apparatus Resource ID (FD18.1): Dozer 2342
1 12 12
Total: 1 Total: 12
Avg: 12.00
Apparatus Resource ID (FD18.1): EMS13
2 106 53
Total: 2 Total: 106
Avg: 53.00
Apparatus Resource ID (FD18.1): Engine 521
1 33 33
Total: 1 Total: 33
Avg: 33.00
Apparatus Resource ID (FD18.1): Engine 84
5 145 29
Total: 5 Total: 145
Avg: 29.00
Apparatus Resource ID (FD18.1): Engine 86
6 106 18
Total: 6 Total: 106
Avg: 17.67
Apparatus Resource ID (FD18.1): Engine 88
1 8 8
Total: 1 Total: 8
Avg: 8.00
Apparatus Resource ID (FD18.1): Engine2352
2 161 81
Total: 2 Total: 161
Avg: 80.50
Apparatus Resource ID (FD18.1): Engine2354
1 67 67
Total: 1 Total: 67
Avg: 67.00
Apparatus Resource ID (FD18.1): Engine2362
4 166 42
Total: 4 Total: 166
Avg: 41.50
Apparatus Resource ID (FD18.1): Engine2364
1 17 17
Total: 1 Total: 17
Avg: 17.00
Apparatus Resource ID (FD18.1): P5121
1 0 0
Total: 1 Total: 0
Avg: 0.00
Apparatus Resource ID (FD18.1): Rescue 84
32 531 17
Total: 32 Total: 531
1 of 2 Printed On: 09/14/2023 08:14:49 AM
Total Responses Total Call Time in Minutes Average Time Spent on Call Basic Incident Date Time:

Basic Incident Zone/District Number (Fd1.32):

Apparatus Resource Id (Fd18.1):

Avg: 16.59
Apparatus Resource ID (FD18.1): Tender 88
1 6 6
Total: 1 Total: 6
Avg: 6.00
Apparatus Resource ID (FD18.1): WAR 1
1 12 12
Total: 1 Total: 12
Avg: 12.00
Total: 63 Total: 1,509
Avg: 28.92
Report Criteria
Is Equal To Last Month
Is In 5 - Nevada City Stn 5, 5 - Station 5 - City, Nevada City Stn 5 Is Not In Batt 1, Batt 2, Batt 3, Brush 5, CPT11, Chief 1, Engine 1, Engine 2, Engine 201, Engine 202, Engine 205, Engine 5, OESE4104, OESE4609, P 2, P 3, P1, Squad 2, Truck 2, Utility 1, Utility 2, Utility 5, Utility 54 2 of 2 Printed On: 09/14/2023 08:14:49 AM
Elite grsnev Station 5 Incident Type Report (Summary)
Basic Incident Type Code And
Description (FD1.21)
Total
Incidents
Total Incidents Percent of
Incidents
Total
Property
Loss
Total Content
Loss
Total Loss Total Loss Percent
of Total
Incident Type Category (FD1.21): 1 - Fire
111 - Building fire 2 1.83%
131 - Passenger vehicle fire 1 0.92% 40,000.00 300.00 40,300.00 100.00% 141 - Forest, woods or wildland fire 2 1.83% 0.00 0.00 0.00 0.00% 142 - Brush or brush-and-grass mixture
fire
1 0.92%
143 - Grass fire 1 0.92% 0.00 0.00 0.00 0.00%
Total: 7 Total: 6.42% Total:
40,000.00
Total: 300.00 Total:
40,300.00
Total: 100.00%
Incident Type Category (FD1.21): 3 - Rescue & Emergency Medical Service Incident 321 - EMS call, excluding vehicle
accident with injury
46 42.20%
322 - Motor vehicle accident with injuries 7 6.42%
323 - Motor vehicle/pedestrian accident
(MV Ped)
1 0.92%
324 - Motor vehicle accident with no
injuries.
4 3.67%
361 - Swimming/recreational water areas
rescue
2 1.83%
Total: 60 Total: 55.05% Total: 0.00 Total: 0.00 Total: 0.00 Total: 0.00% Incident Type Category (FD1.21): 4 - Hazardous Condition (No Fire) 412 - Gas leak (natural gas or LPG) 1 0.92%
Total: 1 Total: 0.92% Total: 0.00 Total: 0.00 Total: 0.00 Total: 0.00% Incident Type Category (FD1.21): 5 - Service Call
551 - Assist police or other governmental
agency
1 0.92%
554 - Assist invalid 3 2.75%
561 - Unauthorized burning 1 0.92%
Total: 5 Total: 4.59% Total: 0.00 Total: 0.00 Total: 0.00 Total: 0.00% Incident Type Category (FD1.21): 6 - Good Intent Call
611 - Dispatched and cancelled en route 16 14.68%
6111 - Holding in Quarters 3 2.75%
622 - No incident found on arrival at
dispatch address
3 2.75%
651 - Smoke scare, odor of smoke 2 1.83%
652 - Steam, vapor, fog or dust thought
to be smoke
1 0.92%
Total: 25 Total: 22.94% Total: 0.00 Total: 0.00 Total: 0.00 Total: 0.00% Incident Type Category (FD1.21): 7 - False Alarm & False Call 733 - Smoke detector activation due to
malfunction
3 2.75%
735 - Alarm system sounded due to
malfunction
2 1.83%
743 - Smoke detector activation, no fire -
unintentional
1 0.92%
744 - Detector activation, no fire -
unintentional
1 0.92%
745 - Alarm system activation, no fire -
unintentional
3 2.75%
Total: 10 Total: 9.17% Total: 0.00 Total: 0.00 Total: 0.00 Total: 0.00% Incident Type Category (FD1.21): 9 - Special Incident Type 9001 - Strike Team or Overhead
Deployment
1 0.92%
Total: 1 Total: 0.92% Total: 0.00 Total: 0.00 Total: 0.00 Total: 0.00% Total: 109 Total: 100.00% Total:
40,000.00
Total: 300.00 Total:
40,300.00
Total: 100.00%
Report Criteria
1 of 2 Printed On: 09/14/2023 08:02:55 AM
Basic Incident Type (Fd1.21):

Apparatus Resource Id (Fd18.1):

Basic Incident Date - Derived (Fd1.3):

Agency Name:

Is Not Blank
Is In Brush 5, Chief 5400, Engine 5, Utility 5
Is Equal To Last Month
Is Equal To Grass Valley Fire Department
2 of 2 Printed On: 09/14/2023 08:02:55 AM
Apparatus Resource Id (Fd18.1):

Basic Incident Date - Derived (Fd1.3):

Elite grsnev Station 5 Response by District
Basic Incident Zone/District Number (FD1.32) Number of Incidents 11 1 - Station 1 - City 3
2 - Station 2 - City 36
5 - Station 5 - City 34
NCC 54 9
NCC 84 16
NCC 86 2
NCC 87 3
NCC 91/92 2
Ophir Hill 1
Other 2
Report Criteria
Is In Brush 5, Chief 5400, Engine 5, Utility 5
Is Equal To Last Month
1 of 1 Printed On: 09/14/2023 08:03:00 AM
Basic Incident Zone/District Number (Fd1.32):

Basic Incident Postal Code (Fd1.19):

Basic Incident Date - Derived (Fd1.3):

Agency Name:

Elite grsnev City of Nevada City Incident Type Report (Summary) Basic Incident Type Code And
Description (FD1.21)
Total
Incidents
Total Incidents Percent of
Incidents
Total Property
Loss
Total Content
Loss
Total
Loss
Total Loss Percent
of Total
Incident Type Category (FD1.21): 1 - Fire
111 - Building fire 1 1.75%
Total: 1 Total: 1.75% Total: 0.00 Total: 0.00 Total:

0.00 Total: 0.00%
Incident Type Category (FD1.21): 3 - Rescue & Emergency Medical Service Incident 321 - EMS call, excluding vehicle accident
with injury
44 77.19%
361 - Swimming/recreational water areas
rescue
1 1.75%
Total: 45 Total: 78.95% Total: 0.00 Total: 0.00 Total:

0.00 Total: 0.00%
Incident Type Category (FD1.21): 5 - Service Call
551 - Assist police or other governmental
agency
1 1.75%
553 - Public service 1 1.75%
Total: 2 Total: 3.51% Total: 0.00 Total: 0.00 Total:

0.00 Total: 0.00%
Incident Type Category (FD1.21): 6 - Good Intent Call
611 - Dispatched and cancelled en route 5 8.77%
622 - No incident found on arrival at
dispatch address
1 1.75%
651 - Smoke scare, odor of smoke 1 1.75%
Total: 7 Total: 12.28% Total: 0.00 Total: 0.00 Total:

0.00 Total: 0.00%
Incident Type Category (FD1.21): 7 - False Alarm & False Call 733 - Smoke detector activation due to
malfunction
1 1.75%
746 - Carbon monoxide detector
activation, no CO
1 1.75%
Total: 2 Total: 3.51% Total: 0.00 Total: 0.00 Total:

0.00 Total: 0.00%
Total: 57 Total: 100.00% Total: 0.00 Total: 0.00 Total:

0.00 Total: 0.00%
Report Criteria
Is In 5 - Station 5 - City, Nevada City Stn 5
Is Equal To 95959
Is Equal To Last Month
Is Equal To Grass Valley Fire Department
1 of 1 Printed On: 09/14/2023 08:02:53 AM

CITY OF NEVADA CITY

CITY COUNCIL STAFF REPORT
MEETING OF: September 27, 2023 Agenda Item No. 03
Subject: Consideration of the Surplus of One Nevada City Police Department Ford Fusion (Vehicle #30) and Authorize the City Manager to Dispose of the Vehicle for Best Value Consistent with the Purchasing Policy.

From: Dan Foss, Police Chief

Date: September 20, 2023
Reviewed & Approved:

City Manager: STG
City Attorney:

Recommended Action: Surplus the vehicle.

ISSUE STATEMENT AND DISCUSSION:

In 2015 the city purchased a new Ford Fusion Hybrid license number 1467350 and VIN 3FA6POPU9FR281583 (vehicle #30) for $35,932.09. The vehicle was initially used as an administrative police vehicle and has been used for various purposes over the last several years. The vehicle has moderate damage to the rear driver's side door and a cracked windshield due to a hit-and-run accident. Vehicle #30 also has approximately 175,000 miles and is nearly ten years old. The current resale value range given for the vehicles is $2000 to $4000 not including the cost of sale or auction. With the age and mileage combination, the hybrid batteries are approaching their end of serviceability. Hybrid replacement batteries for this vehicle are estimated to cost $4500 and $8,000 for parts and labor, exceeding the vehicle's current value. Vehicle #30 has been removed from service due to high maintenance costs and low reliability and is no longer utilized by the Nevada City Police Department or any other department. The current Police Department fleet has two reserve vehicles for use as needed, replacing the need to maintain vehicle #30.

Following the city’s Purchasing Ordinance and Policy the City Manager will delegate the disposal of the vehicle for best value.

FINANCIAL AND/OR POLICY IMPLICATIONS:

The estimated revenue for the sale of the vehicles is between $2000 and $4000. Actual revenue will depend upon the net of the sale of the vehicle. The funds generated will be returned to the City, placed into the Vehicle and Equipment Replacement Reserve Fund, and earmarked for future vehicle replacements.

STRATEGIC PLAN ALIGNMENT:

This action is consistent with the embedded strategic initiative of Engagement: Community engagement and communications with stakeholders.

ENVIRONMENTAL CONSIDERATIONS:

None
LEGAL REVIEW:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

ATTACHMENTS:

None.

CITY OF NEVADA CITY

CITY COUNCIL STAFF REPORT
MEETING OF: September 27, 2023 Agenda Item No. 05
Subject: Second Reading and Consideration of Ordinance
2023-09: An Ordinance of the City Council of the City of Nevada City Adding Chapter 2.38 (“Public Arts Commission”) to Title 2 (“Administration and Personnel”) of the City of Nevada City Municipal Code, Relating to the Establishment of a Public Arts Commission
From: Sean Grayson, City Manager
Date: September 18, 2023
Reviewed & Approved:

City Manager:

City Attorney:

Recommended Action: Hold second reading and adopt the ordinance.

ISSUE STATEMENT AND DISCUSSION:

At the September 13, 2023, regular City Council meeting, the City Council introduced Ordinance 2023-09 to add a section of the municipal code relating to the establishment of a Public Arts Commission.

One of the strategic initiatives within the City’s 2022-2027 Strategic Plan is Vibrancy: Arts, Culture, & Distinction. Goal #2 of that strategic initiative is, “Develop a public art process including an enabling ordinance”. At the July 27, 2023, regular City Council meeting, the City Council adopted Ordinance 2023- 06 to add a section to the municipal code relating to public art requirements. Goal #6 of the vibrancy strategic initiative is, “Evaluate the timing, formation, and mission of a Nevada City Arts Commission”. At the July 27, 2023, City Council meeting, the Council provided direction to ensure the delivery of a Public Arts Commission. At the August 9, 2023, City Council meeting, the City Council provided direction on the format and content of an ordinance establishing a Public Arts Commission.

The proposed ordinance establishes the Public Arts Commission and fixes membership of the commission at seven (7) members who reside in Nevada County, are appointed by the city council and serve at the council's pleasure, and do not hold any paid office or employment in the city government. Four members shall represent external stakeholder groups including:
• One (1) representative of a local historical society or similar group. • One (1) representative of a local arts council or similar group. • One (1) representative of a local chamber of commerce or similar group. • One (1) representative of the Nisenan Tribe.

Three members shall be at-large representatives, including:
• One (1) youth commissioner at least 16 years of age and not older than 18 years of age at the time of appointment.
• Two (2) artists in residence or those persons who have demonstrated a strong commitment to the arts through individual patronage, education, or professional experience or knowledge of a particular arts and culture field.

Commissioners serve at the will and pleasure of the City Council serving a four-year term. The commission will have a chair and vice-chair appointed by the members. Commission meeting will be public and subject to the Ralph M. Brown Act and otherwise follow the City Council rules and regulations for meeting procedures. The functions of the commission are:
• Serve as the Art Review Authority as defined by the city’s Public Art Requirements. • Advise the city council and city manager on all matters affecting arts in the city. • Advise and assist private property owners who desire such advice and assistance regarding the selection and installation of artwork to be located on their private property in the public view. • Upon request, to advise the city council and other commissions, or committees regarding any matter affecting the beauty and culture of the city.
• Liaise with internal and external stakeholders to facilitate communication and cooperation among the various groups involved arts and culture with the city, county and region. • Conduct hearings on items related to art upon referral from the city council or city manager.

Process and Timeline
If the ordinance is approved at the September 13, 2023, meeting and adopted at the September 27, 2023, meeting, it will go into effect on October 27, 2023. Staff will announce the vacancies following the procedures within the City Council Policy Manual allowing the City Council to solicit applications for the Commission in November of 2023 and seek to appoint commissioners at the December 14, 2023, regular City Council meeting with the first commission meeting scheduled in January of 2024.

FINANCIAL AND/OR POLICY IMPLICATIONS:

None.

STRATEGIC PLAN ALIGNMENT:

This action is consistent with the strategic initiative of Vibrancy: Arts, Culture, & Distinction. Specifically, this action addresses, in part, Goal #6 of the vibrancy strategic initiative, “Evaluate the timing, formation, and mission of a Nevada City Arts Commission”.

ENVIRONMENTAL CONSIDERATIONS:

Not applicable.

LEGAL REVIEW:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

ATTACHMENTS:

Ordinance 2023-09
ORDINANCE NO. 2023-09

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF NEVADA CITY, STATE OF CALIFORNIA, ADDING CHAPTER 2.38 (“PUBLIC ARTS COMMISSION”) TO TITLE 2 (“ADMINISTRATION AND PERSONNEL”) OF THE CITY OF NEVADA

CITY MUNICIPAL CODE, RELATING TO THE ESTABLISHMENT OF A PUBLIC

ARTS COMMISSION
WHEREAS, the City Council has determined that:
• Public art is a critical element in providing for a diverse and culturally rich environment for Nevada City residents and visitors; and
• Public art fosters economic development and activity and promotes cultural tourism by enlivening the public areas of buildings and expressing the vitality and heritage of the community; and
• The adoption of an ordinance establishing a Public Arts Commission allows an additional layer of engagement between the City and the community for the purposes of public arts support and advocacy; and
• A well-conceived work of art can increase the value of a development project; and • Public art may enhance the revitalization efforts within the 7-Hills District and other portions of the City as the overall image, beauty, and livability of the community are enhanced; and
WHEREAS, the City Council desires to establish and maintain a Public Arts Commission in the City of Nevada City as outlined in an ordinance adopted for that purpose; and WHEREAS, the City of Nevada City, California, pursuant to the provisions of the California Environmental Quality Act (“CEQA”) (Cal. Pub. Res. Code §§21000 and following) and State CEQA Guidelines (14 CCR §§15000 and following) has determined that this ordinance is not a project under CEQA pursuant to Title 14, Section 15378 (b)(5) of the California Code of Regulations;

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF NEVADA CITY DOES HEREBY ORDAIN AS FOLLOWS:

SECTION 1. The above recitals are true and incorporated into this ordinance.

SECTION 2. Chapter 2.38 is hereby added to the Nevada City Municipal Code, to read as follows:

Chapter 2.38 PUBLIC ARTS COMMISSION

2.38.010 Creation—Establishment.

The public arts commission is established as set out in this chapter and shall be governed by the rules and regulations set out in this chapter.

2.38.020 Membership.

The public arts commission shall consist of seven (7) members who reside in Nevada County, are appointed by the city council and serve at the council's pleasure, and do not hold any paid office or employment in the city government.

Four members shall represent external stakeholder groups including:

A. One (1) representative of a local historical society or similar group.

B. One (1) representative of a local arts council or similar group.

C. One (1) representative of a local chamber of commerce or similar group.

D. One (1) representative of the Nisenan Tribe.

E. Three members shall be at-large representatives, including:

F. One (1) youth commissioner at least 16 years of age and not older than 18 years of age at the time of appointment.

G. Two (2) artists in residence or those persons who have demonstrated a strong commitment to the arts through individual patronage, education, or professional experience or knowledge of a particular arts and culture field.

2.38.030 Term of office.

A. Public arts commissioners serve at the will and pleasure of the city council.

B. Members of the public arts commission, with the exception of the youth commissioner, shall serve four-year terms and until their successor is appointed. The youth commissioner shall serve a two-year term that may be extended by an additional two-year term.

C. Public arts commissioners’ term of office may be modified by majority vote of a quorum of the city council.

2.38.040 Removal from office.

Any public arts commissioner may be removed by a majority vote of the entire council.

2.38.050 Filling of vacancies.

In the event that a public arts commissioner resigns, is removed or otherwise ceases to act as a public arts commissioner, that vacancy shall be filled in a manner as established by the city council standards and procedures or otherwise adopted by resolution of the city council.

2.38.060 Organization.

The commission shall elect a chairperson and vice-chairperson from among the appointed members.
3 2.38.070 Meetings.

A. All meetings of the commission shall be held in compliance with the Ralph M. Brown Act.

B. The public arts commission shall schedule at least one regular meeting in each month based upon the annual calendar of meetings for the city or such other time as approved by the city council.

C. A quorum shall be a majority of the commission. No action of the commission shall be valid without the affirmative vote of at least a quorum of members.

D. All meetings of the commission shall be conducted in accordance with the Rosenberg’s Rules of Order or as otherwise provided for by city ordinance or the city council's rules and regulations.

E. The commission shall keep a record, which shall be available for public inspection, of all of its meetings, proceedings, and other actions.

F. Special meetings of the commission may be called by the chair or upon the request of the city council acting through either the mayor or the city manager. Notice of a special meeting shall be given in accordance with the Ralph M. Brown Act.

2.38.090 Functions.

The public arts commission shall have the following functions:

A. Serve as the Art Review Authority as defined by the city’s Public Art Requirements, Chapter 17.118 of this code.

B. Advise the city council and city manager on all matters affecting arts in the city.

C. Advise and assist private property owners who desire such advice and assistance regarding the selection and installation of artwork to be located on their private property in the public view.

D. Upon request, to advise the city council and other commissions, or committees regarding any matter affecting the beauty and culture of the city.

E. Liaise with internal and external stakeholders to facilitate communication and cooperation among the various groups involved arts and culture with the city, county and region.

F. Conduct hearings on items related to art upon referral from the city council or city manager.

SECTION 3. ENVIRONMENTAL DETERMINATION. The project has been reviewed for compliance with the California Environmental Quality Act (CEQA), the CEQA Guidelines, and 4 the City’s environmental procedures, and has been found to be not a project under Section 15378 (b)(5) of the CEQA Guidelines.

SECTION 4. INCONSISTENCIES. Any provision of the Nevada City Municipal Code or appendices thereto inconsistent with the provisions of this ordinance, to the extent of such inconsistencies and/or further, is hereby repealed or modified to the extent necessary to affect the provisions of this ordinance.

SECTION 5. SEVERABILITY. If any provision or clause of this ordinance or the application thereof to any person or circumstances is held to be unconstitutional or otherwise invalid by any court of competent jurisdiction, such invalidity shall not affect other provisions or clauses or applications of this ordinance which can be implemented without the invalid provision, clause or application; and to this end, the provisions of this ordinance are declared to be severable.

SECTION 6. EFFECTIVE DATE. This ordinance shall be in full force and effect commencing thirty (30) days after its final adoption and a summary hereof shall be published once within fifteen (15) days in The Union, a newspaper of general circulation printed and published in the County of Nevada and circulated in the City of Nevada City and hereby designated for that purpose by the City Council.

SECTION 7. The City Clerk shall certify to the passage and adoption of this ordinance and shall cause the same to be published in the manner and form provided by law in The Union, a newspaper of general circulation printed and published in the City of Nevada City, State of California, which said newspaper is hereby designated for that purpose.

Introduced at a regular meeting of the City Council on the 13th day of September 2023, by the following roll call vote:

MOTION:

AYES:

NOES:

ABSENT:

ABSTAINED:

Passed and approved at the regular meeting of the City Council on the 27th day of September 2023, by the following roll call vote:

MOTION:

AYES:

NOES:
5 ABSENT:

ABSTAINED:
__________________________
Daniela Fernández, Mayor
ATTEST:
_____________________
Niel Locke, City Clerk
APPROVED AS TO FORM:
______________________
Dean J. Pucci, City Attorney

CITY OF NEVADA CITY

CITY COUNCIL STAFF REPORT
MEETING OF: September 27, 2023 Agenda Item No. 04
Subject: Consideration of Adoption of Resolution No. 2023- 45: A Resolution of the City Council of the City of Nevada City, California Approving a Date Change Request for the Regular City Council Meetings in October 2023
From: Sean Grayson, City Manager
Date: September 18, 2023
Reviewed & Approved:

City Manager:

City Attorney:

Recommended Action: Adopt the resolution.

ISSUE STATEMENT AND DISCUSSION:

The City of Nevada City Municipal Code Section 2.04.010 holds that regular meetings of the City Council shall be held at City Hall on the second and fourth Wednesdays of each month.

On December 15, 2022, the City Council approved Resolution 2022-71 adopting the City Council Meeting schedule for 2023 which included October 11th and 25th, the 2nd and 4th Wednesdays, as the regular meetings for October 2023. Due to a scheduling conflict, the City Council desires to move both regular meetings in October 2023.

The City of Nevada City Municipal Code Section 2.04.010 holds that regular meetings of the City Council may change the regular meeting times of the city council by resolution. The included resolution will change the regularly scheduled Wednesday October 11, 2023, meeting to Wednesday October 4, 2023, and change the regularly scheduled Wednesday October 25, 2023, meeting to Wednesday October 18, 2023, with both meetings to be held at the regular time of 6:30 PM.

FINANCIAL AND/OR POLICY IMPLICATIONS:

None.

STRATEGIC PLAN ALIGNMENT:

This action is consistent with the embedded strategic initiative of Engagement: Community engagement and communications with stakeholders.

ENVIRONMENTAL CONSIDERATIONS:

None.

LEGAL REVIEW:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

ATTACHMENTS:

Resolution 2023-45
RESOLUTION NO. 2023-45

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEVADA CITY,

CALIFORNIA APPROVING A DATE CHANGE REQUEST FOR THE REGULAR CITY COUNCIL MEETINGS IN OCTOBER 2023
WHEREAS, the City of Nevada City Municipal Code Section 2.04.010 holds that regular meetings of the City Council shall be held at City Hall on the second and fourth Wednesdays of each month; and City Council meetings the 2nd and 4th Wednesday of every month; and
WHEREAS, on December 15, 2022, the City Council approved Resolution 2022-71 adopting the City Council Meeting Schedule for 2023; and WHEREAS, the City of Nevada City Municipal Code Section 2.04.010 holds that regular meetings of the City Council may change the regular meeting times of the city council by resolution; and
WHEREAS, the City Council desires to reschedule the City’s regular City Council meetings in October 2023 to the 1st and 3rd Wednesdays; NOW THEREFORE, BE IT RESOLVED, the City Council of the City of Nevada City hereby approves:

1. Changing the regularly scheduled Wednesday October 11, 2023, meeting to Wednesday October 4, 2023 (to be held at the regular time of 6:30 PM).

2. Changing the regularly scheduled Wednesday October 28, 2023, meeting to Wednesday October 18, 2023, (to be held at the regular time of 6:30 PM).

PASSED AND ADOPTED at the regularly scheduled meeting of the Nevada City, City Council held on the 27th day of September 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____
Daniela Fernández, Mayor
ATTEST:

Niel Locke, City Clerk

CITY OF NEVADA CITY

CITY COUNCIL STAFF REPORT
MEETING OF: September 27, 2023 Agenda Item No. 06
Subject: Consideration of a City Grants Management Policy.

From: Stephen Erlandson, Interim Assistant City Manager Date: September 19, 2023
Reviewed & Approved:

City Manager: STG
City Attorney:

Recommended Action: Adopt the policy.

ISSUE STATEMENT AND DISCUSSION:

During the City’s annual independent audit for the fiscal year-ended June 30, 2022, it was noted by the City’s independent accounting firm, O’Connor and Company, that the City did not some key policies in place. Furthermore, the City of Nevada City continues its practice of taking advantage of granting opportunities to support operations, programs, and capital improvement projects with major sources of grant awards coming from the Federal government, State of California, local agencies, and private organizations.

As such, staff has developed a Grants Management Policy (Attachment) for the City Council’s consideration and adoption. This policy is one of many policies that staff has either already developed and brought before City Council for adoption or will bring forward throughout the fiscal year to ensure the integrity and accuracy of the City’s financial operations, strengthen internal controls, and enhance best management practices citywide.

The City Grants Management Policy provides guidance and procedures for pre-application evaluation, the entire grant cycle (grant application, grant award, Council approval, grant set-up, grant execution, reimbursements/reporting, and grant close-out), record keeping, audits, and the roles and responsibilities of various City departments. The policy will apply to the more than $4 million in active grants the City currently has (Proposition 64 Cohort 2, Proposition 64 Cohort 3, Proposition 47, etc.) and to all future grant applications. This City intends to bring an award of contract for grant writing and management services to the City Council. This policy will serve as the City Council’s direction with regard to the contract.

FINANCIAL AND/OR POLICY IMPLICATIONS:

There is no fiscal impact as a result of this action.

STRATEGIC PLAN ALIGNMENT:

This action, reporting on the program, is consistent with the embedded strategic initiative of Engagement:

Community engagement and communications with stakeholders.

ENVIRONMENTAL CONSIDERATIONS:

None.

LEGAL REVIEW:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

ATTACHMENTS:
 Grants Management Policy

Page 1 of 5 ends

GRANTS MANAGEMENT POLICY

FINANCIAL POLICY
Adopted: September 27, 2023
The City of Nevada City continues its practice of taking advantage of granting opportunities to support operations, programs, and capital improvement projects. Major sources of grant awards are federal, state, local agencies, and private organizations. A grant’s scope is determined by the policy goals of the grantor, and the grantee is obligated to provide deliverables based on the terms and conditions of the grant. Grants differ based on the funding source, scope of work, requirements, and timelines. This policy provides a general guidance to managing grants which may not be pertinent to manage all grants awarded to the City.

A. Purpose
The purpose of the Grants Management Policy is to develop, implement, and maintain meaningful grant oversight and coordination for the City Council thereby increasing grant-related revenue, limiting the City Council’s exposure to grantrelated legal liability, and improving the efficiency and impact of programs and services funded through grants.

B. Pre-Application Evaluation
City staff will continuously identify grants in all functional areas in general but specifically in funding capital projects. City staff must review grant requirements to validate the feasibility of undertaking the responsibility of grant deliverables and the alignment of the scope with the City’s and the community’s mission before applying, accepting, and committing to any grant opportunity.

1. Short Term Revenues vs. Long Term Costs
Special attention must be paid to evaluate if a grant opportunity is viable to the City and that one time or short-term grant revenues are not adding to the fiscal burden of unprecedented permanent or long-term expenditures.

For example, a grant funded project may require the City to hire additional staff, in this situation it is necessary to review the grant to assure that the City is clear about the requirement of additional staff, temporary or permanent. If permanent staff is required, the long-term labor cost must be evaluated and analyzed before applying for the grant. The viability consideration is not limited to labor cost; it must be evaluated for all types of costs such as ongoing operations and maintenance.

2. Required Resources
A grant opportunity must be evaluated based on required resources versus available resources in the City before moving forward with the application process. This applies to resources such as: staff support, local funding Grants Management
Policy

Page 2 of 5 ends

September 27, 2023
match, or in-kind match.
a) If a funding match is required by a grantor, the funding source must be approved by the City Manager in writing before submitting the grant application.

3. Indirect Costs
During the grant application process the City staff shall include the cost of administering the grant program when possible and wherever it is allowable by the grantor in the grant terms and conditions. For example, some grantors may have a fixed percentage for indirect costs that can be reimbursed.

4. Cost Benefits Analysis
The overall cost benefit analysis is required to confirm that the grant is in alignment with the City’s general mission and strategic goals and is in the best interest of the residents of the City.

5. Public-Private Partnership
In a situation where the City is working in partnership with another organization (local or public) the solicitation process must be transparent.

City Council approval is required prior to submitting the grant application. If the pre-approval step is missed in such partnership, there must be an explanation provided to the City Council upon the grant acceptance (see section C.2.).

C. Grant Cycle

1. Grant Application
Department staff is required to follow the grantors’ determined application processes. Department staff seeking and administering the grant are responsible for compiling the grant application, and the Finance department shall provide certain information that is required to be submitted with the proposal.
a) If a local funding match is required for a grant, refer to the section B.2. of this document.
b) The Finance department must be notified upon submission of a grant application within ten (10) business days.

Grants Management
Policy

Page 3 of 5 ends

September 27, 2023

2. Grant Award
Grant award is the notification that is provided to the applicant upon the acceptance of the grant application. The notification must be in writing and/or it can also be in a grant agreement format.

3. Council Approval
Each grant must be formally accepted by the City Council before moving to the execution phase. Department staff are responsible for preparing the City Council agenda item. The recommended action must include the words “accept and appropriate” in the agenda report to ensure budget appropriation for execution. Some grants may require City Council authorization before a grant application is submitted and, in that case, recommended action may include the language about the acceptance and appropriation of funds upon grant award.

4. Grant Set-Up
Department staff is responsible for submitting grant documents to the Finance department within ten (10) business days to be set up in the City’s financial system, which may require creating special account strings to fully track the related activity. Required documents are:
a) Grant Award Letter/Agreement
b) Approved Council Minutes, and/or Resolutions
c) Appropriate Grant Funds

5. Grant Execution
It is the Department staff’s responsibility to deliver agreed upon deliverables, generate status reports, exercise careful examination of the costs being incurred, and file for reimbursements from the grantor in a timely fashion. The Finance department assists as needed in terms of setting up account strings, budgets, and preparing monthly reports etc. Department staff shall maintain a comprehensive project file for the record and send all documents to the Assistant City Manager and Finance Manager for record keeping in the financial system.

6. Reimbursements/Reporting
Department staff shall submit reimbursements and other periodic reports in a timely manner depending upon the grantor specified timeline. The majority of grants are on a reimbursement basis. Therefore, the City covers the expenditures from the cash reserve before the grant funds are Grants Management
Policy

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September 27, 2023
reimbursed, which limits the City’s ability to fund other operations and city services. It is crucial that the reimbursement requests are submitted to the grantor in a timely manner to alleviate undue burden from the City’s cash reserves. Department staff shall forward all the filed reimbursement requests to the Assistant City Manager and Finance Manager at the time of submission to the grantor.

7. Close-Out
Department staff are responsible for following the specified close out procedure provided by the grantor. Grant funded project files and records are required to be maintained for five years or the retention limit the grantor has provided, which may exceed five years. Final close out reports shall be sent to the Finance department within ten (10) business days.

D. Record Keeping
Department staff must maintain all documents (purchasing, bidding, and communications with the grantor) even after the grant completion. Department staff shall also forward all documents to the Finance department for saving and retention in the financial system to ensure city-wide availability as needed. This is primarily for audit purposes.

E. Audits
Appropriate audit facilitator is determined depending on the nature of the audit, including the Annual Single Audit (if required). The Finance department facilitates all financial audits and may reach out to Department staff for assistance if warranted.

F. Roles and Responsibilities

1. City Council
a) Provides policy guidance to City staff to seek grants in certain categories and authorizes staff to apply for grants, and upon grant award, accepts and appropriates funds.

2. City Manager’s Office
a) Executes grant agreements and directs/assigns staff to seek and execute grants.

3. Finance and Administration Department
Grants Management
Policy

Page 5 of 5 ends

September 27, 2023
a) Provides guidance to Department staff about tracking costs appropriately.
b) Sets up account strings in the financial system.
c) Assists in day-to-day financial operations.
d) Generates periodic reports stating sources and uses of the grant funds.
e) Maintains project master in the financial system.
f) Maintains the City’s general information regarding tax ID and taxexempt status letter. g) Maintains the City’s accounts with federal grant portals such as www.grant.gov, www.sam.gov, etc.
h) Generates Schedule of Expenditures of Federal Awards (SEFA) annually after fiscal close.
i) Facilitates financial audits.
j) Provides training on grants management and financial systems to improve the grants program.

4. Department Staff
a) Applies for the grant.
b) Takes awarded grant to the City Council for approval (Council action must read “Accept and appropriate funds…”).
c) Prepares budget amendments based on the City Council approval.
d) Executes the grant.
e) Delivers the grant deliverables under the terms and conditions. f) Monitors costs and makes sure the costs are allowable and within the grant award.
g) Communicates and reports to the grantor(s) regarding status, periodic, and close out reports, and any other communication regarding modifications to the scope or changes in timeline. h) Follows the procurement and other City policies in the process of issuing contracts.
i) Maintains complete project file during and after beyond project completion.
j) Assists finance/audit coordinator as needed during audit(s).

CITY OF NEVADA CITY

CITY COUNCIL STAFF REPORT
MEETING OF: September 27, 2023 Agenda Item No. 07
Subject: Consideration of Approval of the Purchase,
Installation, and Two-Year Maintenance Agreement for Six Security Cameras from Flock Safety in the amount of
$40,500.00 and Authorize the City Manager to Sign and
Required Documents.

From: Dan Foss – Chief of Police
Date: September 19, 2023
Reviewed & Approved:

City Manager: STG
City Attorney:

Recommended Action: Approve the purchase.

ISSUE STATEMENT AND DISCUSSION:

To address safety, security, and proactive policing activities six (6) security cameras were authorized and funded ($40,000) in the Proposition 64 Cohort 2 grant. The final camera locations will be decided in coordination with installers; however, at least one camera will be placed with visibility of the Commercial Street parking lot, one with visibility of Broad Street in the historic district, and at least two cameras will be placed at Pioneer Park. Camera locations will be selected based on safety needs for the community, criminal hotspots (vandalism, traffic concerns), and acceptable power for the camera. Each camera requires direct power at the source of the mounting location. Data will be transmitted via a built-in cellular card.

Upon evaluation, Flock Safety camera system, was selected by the Nevada City Police Department as the only camera compatible with our evidence and report writing system. The system does not utilize facial recognition, License Plate Reading (LPR), or any form of AI identification. Flock cameras live feed video to the Nevada City Police Department and can capture possible criminal activity or community safety violations to be saved for evidentiary purposes. Flock is the only camera system with a licensed partnership with AXON and Evidence.com, allowing the City to connect the camera footage to our evidence collection system freely and easily. After evaluating the attached manufacturer’s sole source letter, the finance department has determined that the purchase of the Flock safety cameras system is consistent with the City’s Purchasing Ordinance as “sole source” purchase.

STRATEGIC PLAN ALIGNMENT:

This action is consistent with the embedded strategic initiative of Engagement: Community engagement and communications with stakeholders.

FINANCIAL AND/OR POLICY IMPLICATIONS:

The $40,5000 cost includes a one-time installation and implementation fee of $750 per camera, two years of maintenance and support, and all taxes and shipping. The continued maintenance costs of the cameras will be included in the fiscal year 2025/2026 police department budget. $40,000 will be reimbursed from the Proposition 64 Cohort 2 grant.

ENVIRONMENTAL CONSIDERATIONS:

Not a project.

LEGAL REVIEW:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

ATTACHMENTS:

Budgetary Quote for six Flock cameras with services.

Sole Source Letter
Flock Safety + CA - Nevada City PD
______________
Flock Group Inc.
1170 Howell Mill Rd, Suite 210
Atlanta, GA 30318
______________
MAIN CONTACT:

Caroline Fraher
[email protected]
3108443659
Created Date: 09/08/2023
Expiration Date: 05/24/2023
Quote Number: Q-32020
PO Number:

Budgetary Quote
This document is for informational purposes only. Pricing is subject to change.

Bill To: 317 Broad St Nevada City, California 95959 Ship To: 317 Broad St Nevada City, California 95959 Billing Company Name: CA - Nevada City PD Subscription Term: 24 Months Billing Contact Name: Payment Terms: Net 30
Billing Email Address: Retention Period: 30 Days
Billing Phone: Billing Frequency: Annual Plan - First Year Invoiced at Signing.

Hardware and Software Products
Annual recurring amounts over subscription term
Item Cost Quantity Total
Flock Safety Platform $18,000.00
Flock Safety Flock OS
FlockOS ™ Included 1 Included
Flock Safety Video Products
Flock Safety Condor ™ PTZ w/ LTE Service Included 6 Included Professional Services and One Time Purchases
Item Cost Quantity Total
One Time Fees
Flock Safety Professional Services
Condor Professional Services - Standard
Implementation Fee $750.00 6 $4,500.00
Subtotal Year 1: $22,500.00
Annual Recurring Subtotal: $18,000.00
Estimated Tax: $0.00
Contract Total: $40,500.00
Taxes shown above are provided as an estimate. Actual taxes are the responsibility of the Customer. This is not an invoice – this document is a non-binding proposal for informational purposes only. Pricing is subject to change.

Billing Schedule Amount (USD)
Year 1
At Contract Signing $22,500.00
Annual Recurring after Year 1 $18,000.00
Contract Total $40,500.00
*Tax not included
Product and Services Description
Flock Safety Platform Items Product Description
Flock Safety Condor™
Flock’s pan, tilt, zoom (PTZ) or fixed cameras which capture video footage with the option to stream live video, capture and view video recordings, and upload videos.

One-Time Fees Service Description
Installation on existing
infrastructure
One-time Professional Services engagement. Includes site & safety assessment, camera setup & testing, and shipping & handling in accordance with the Flock Safety Advanced Implementation Service Brief.

Professional Services -
Standard Implementation Fee
One-time Professional Services engagement. Includes site and safety assessment, camera setup and testing, and shipping and handling in accordance with the Flock Safety Standard Implementation Service Brief.

Professional Services -
Advanced Implementation Fee
One-time Professional Services engagement. Includes site & safety assessment, camera setup & testing, and shipping & handling in accordance with the Flock Safety Advanced Implementation Service Brief.

FlockOS Features & Description
Package: Community
FlockOS Features Description
Community Cameras (Full Access) Access to all privately owned Flock devices within your jurisdiction that have been shared with you.

Unlimited Users Unlimited users for FlockOS
Time & Location Based Search Search full, partial, and temporary plates by time at particular device locations License Plate Lookup Look up specific license plate location history captured on Flock devices Vehicle Fingerprint Search
Search footage using Vehicle Fingerprint™ technology. Access vehicle type, make, color, license plate state, missing / covered plates, and other unique features like bumper stickers, decals, and roof racks.

ESRI Based Map Interface
Flock Safety’s maps are powered by ESRI, which offers the ability for 3D visualization, viewing of floor plans, and layering of external GIS data, such as City infrastructure (i.e., public facilities, transit systems, utilities), Boundary mapping (i.e., precincts, county lines, beat maps), and Interior floor plans (i.e., hospitals, corporate campuses, universities) Real-Time NCIC alerts sent to Shared Agencies Alert sent to any shared community Law Enforcement agency when a vehicle entered into the NCIC crime database passes by a Flock camera
Unlimited Custom Hot Lists Ability to add a suspect’s license plate to a custom list and get alerted when it passes by a Flock camera
1170 Howell Mill Rd. NW · Suite 210, Atlanta, GA 30318
Sole Source Letter for Flock Safety® ALPR Cameras and Solution Flock Safety® is the sole manufacturer and developer of the Flock Safety® ALPR Camera.

Flock Safety® is also the sole provider of the comprehensive monitoring, processing, and machine vision services which integrate with the Flock Safety® ALPR Camera.

The Flock Safety® ALPR camera and devices are the only Law Enforcement Grade ALPR System to offer the following combination of proprietary features:

1. Integrated Cloud-Software & Hardware Platform:
○ Ability to capture two (2+) lanes of traffic simultaneously with a single camera from a vertical mass
○ Best in class ability to capture and process up to 30,000 vehicles per day with a single camera powered exclusively by solar power
○ Wireless deployment of solar powered license plate reading cameras with integrated cellular communication weighing less than 5lbs and able to be powered solely by a solar panel of 60W or less
○ Web based footage retrieval tool with filtering capabilities such as vehicle color, vehicle type, vehicle manufacturer, partial or full license plate, state of license plate, and object detection
○ Utilizes motion capture to start and stop recording without the need for a reflective plate
○ Motion detection allows for unique cases such as bicycle capture, ATV, motorcycle, etc.
○ On device machine processing to limit LTE bandwidth consumption ○ Cloud storage of footage
○ Covert industrial design for minimizing visual pollution

2. Transparency & Ethical Product Design:
○ One-of-a-kind “Transparency Portal” public-facing dashboard that details the policies in place by the purchaser, as well as automatically updated metrics from the Flock Safety® system
○ Built-in integration with NCMEC to receive AMBER Alerts to find missing children ○ Privacy controls to enable certain vehicles to “opt-out” of being captured 1170 Howell Mill Rd. NW · Suite 210, Atlanta, GA 30318

3. Integrated Audio & Gunshot Detection:
○ Natively integrated audio detection capabilities utilizing machine learning to recognize audio signatures typical of crimes in progress (e.g., gunshots)

4. Live Video Integration:
○ Flock Safety Wing® Livestream integrates live stream traffic cameras, publicly or privately owned livestream security cameras into one cloud-based situational awareness dashboard to increase response time in mission-critical incidents ○ Manage various government intelligence including ALPR, livestream cameras, CAD, automatic vehicle location (AVL) on Flock Safety Wing® Suite ○ Ability to access live and recorded video using Flock Safety Condor™, a subscription video solution which allows officers to remotely view instant replay of downloadable live on-scene video with PTZ controls and 25X optical zoom without the need for additional camera network set-up, installation, or up-keep

5. Situational Awareness:
○ FlockOS™ is the world’s first and only public safety operating system compatible with Flock Safety™ live streaming fixed and PTZ Condor camera, Flock Safety Raven™ gunshot audio detection, while seamlessly integrating first and third-party data across video, LPR, and audio to deliver real-time intelligence and retroactive crime solving in a single-pane real-time crime center ○ Ability to enhance situational awareness capacity by layering all intelligence streams onto the FlockOS™ ESRI-based map
○ FlockOS™ features Flock Safety™ unique Real-Time Routing feature that analyzes various data sources to determine where a suspect vehicle has been and its’ direction of travel providing users with possible outcomes based on a confidence threshold

6. Partnerships:
○ Flock Safety® is the only LPR provider to officially partner with AXON to be natively and directly integrated into Evidence.com
○ Flock Safety® is the only LPR provider to be fully integrated into a dynamic network of AXON’s Fleet 3 mobile ALPR cameras for patrol cars and Flock Safety Falcon® cameras
○ Access to additional cameras purchased by our HOA and private business partners, means an ever-increasing amount of cameras and data at no additional cost
1170 Howell Mill Rd. NW · Suite 210, Atlanta, GA 30318

7. Warranty & Service:
○ Lifetime maintenance and support included in subscription price ○ Flock Safety® is the only fully integrated ALPR one-stop solution from production of the camera to delivery and installation
○ Performance monitoring software to predict potential failures, obstructions, tilts, and other critical or minor issues
Thank you,
Garrett Langley CEO, Flock Safety®

CITY OF NEVADA CITY

CITY COUNCIL STAFF REPORT
MEETING OF: September 27, 2023 Agenda Item No. 08
Subject: Consideration of Adoption of Resolution No. 2023- 46: A Resolution of the City Council of the City of Nevada City, California Adopting a Records Retention Schedule, Authorizing Destruction of Certain Records, and Rescinding Resolution 2015-36
From: Sean Grayson, City Manager
Date: September 18, 2023
Reviewed & Approved:

City Manager:

City Attorney:

Recommended Action: Adopt the resolution.

ISSUE STATEMENT AND DISCUSSION:

The City is upgrading its records management program, including its records retention policies. The current records retention policy was approved on July 22, 20215 by adoption of Resolution 2015-36. The current policy is not aligned with state law and best practices on the topic. The adoption of this retention schedule and process will result in efficiency gains and cost savings. Nevada City selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program. An upgrade in the existing program was necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law. • The upgrade of the current records management systems are driven by many factors, including:
• Very limited space in City facilities
• Many departments are filing and storing copies of the same records • Nevada City produces and manages many permanent records • Escalating records storage expenses
• Technology advancements
• Changes in law
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 periods are in compliance with all laws and are standard business practice for California cities.

The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Nevada City will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.

Highlights of City Council retention polices include Agenda Packets, Recordings of City Council meetings, minutes, resolutions, and ordinances are all retained Permanently.

It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, which is provided in Section 2 of the resolution. This will reduce costs and improve efficiency for the City. It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3.

FINANCIAL AND/OR POLICY IMPLICATIONS:

The City anticipates savings in both labor and storage expenses by updating the process.

STRATEGIC PLAN ALIGNMENT:

This action is consistent with the embedded strategic initiative of Engagement: Community engagement and communications with stakeholders.

ENVIRONMENTAL CONSIDERATIONS:

None.

LEGAL REVIEW:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

ATTACHMENTS:

Resolution 2023-46
RESOLUTION NO. 2023-45

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEVADA CITY,

CALIFORNIA ADOPTING A RECORDS RETENTION

SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING RESOLUTION 2015-36
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 Nevada City; 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 Nevada City previously adopted Resolution No. 2015-36 approving Records Retention Schedules;
NOW THEREFORE, the City Council of the City of Nevada City hereby resolves as follows:

Section 1. Resolution No. 2015-36 is hereby repealed.

Section 2. The records of the City of Nevada City, 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 Department Head, City Clerk and City Attorney, without further action by the City Council of the City of Nevada City.

Section 3: Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.

Section 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.

Section 5. The City Clerk shall certify to the passage and adoption of this resolution.

Section 6. This resolution shall become effective immediately upon its passage and adoption.

PASSED AND ADOPTED at the regularly scheduled meeting of the Nevada City, City Council held on the 27th day of September 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____
Daniela Fernández, Mayor
ATTEST:

Niel Locke, City Clerk

HOW TO USE RETENTION SCHEDULES
©1995-2021 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 has been printed on the back of each page for your easy reference; an index to locate records is also provided.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed.

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

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

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

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

AUTHORIZATION TO DESTROY RECORDS:

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

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

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

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2022 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 original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).

Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intraagency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc.

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

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

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

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

Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed
Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates 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 the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media or Immutable Cloud Media, DVD-R, CD-R, or WORM cation, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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-001 Accident / Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-002
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
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; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-003
Agreements & Contracts ADMINISTRATION
(WITHOUT Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal, etc.)
Send all Original Agreements or Contracts to
the City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; 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
Lead Dept. CW-004
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal, etc.

Send all Original Agreements or Contracts to
the City Clerk
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
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; 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; 24 CFR

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §34090
Lead Dept. CW-005
Agreements & Contracts: UNSUCCESSFUL
BIDS, PROPOSALS or RESPONSES to RFPs
(Request for Proposals) and/or RFQs (Request
for Qualifications) that don't result in a contract
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Includes unopened bids; GC §34090
CITY-WIDE (Used by All Departments)
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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)
n/a CW-006
Boards, Commissions, & Committees:

External Organizations - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag,
Ppr Non-records
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AGENDAS & STAFF REPORTS
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
AUDIO or VIDEO RECORDINGS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.6
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Staffing Dept. CW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Only Citizen Advisory Boards appointed by
the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.

Staffing Dept. CW-011
Committees: Subcommittees of the City
Council (Ad-Hoc or Standing Committees)
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Council Subcommittees present their
recommendations to the full Council; GC
§34090 et seq.

Lead
(Responding)
Dept.

CW-012 Complaints / Concerns from Citizens
(Excludes Police Officers)
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
§§338 et seq., 340 et seq., 342, GC
§34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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)
Lead Dept. CW-013 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the
public's business)
(e.g. Letters, Memorandums, Administrative,
Chronological, General Files, Reading File,
Working Files, etc.)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency 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, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, speaker cards,
staff videoconference chats, notes and
recordings, supply inventories, staff
videoconferences, chats, notes, recordings,
telephone messages, text messages,
transmittal letters, thank yous, requests from
other cities, preliminary notices for construction
projects, undeliverable envelopes, visitors logs,
voice mails, webpages, etc.)
When No
Longer
Required

Mag,
Ppr
Electronic and paper records are filed and
retained based upon their CONTENT.

Records, e-mails, electronic records, or
social media postings where the Content
relates in a substantive way to the
conduct of the public's business, or
that ARE made or retained for the
purpose of preserving the informational
content for future reference are saved
by printing them out and placing in a file
folder, or saving them electronically in a
folder outside the e-mail system; If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary drafts. GC §34090,
GC §7927.500; Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v. Superior Court
(Smith). S218066. Supreme Court of
California, 2017
Lead Dept. CW-016 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required

Mag,
Ppr
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, 6252, 6254(a)
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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)
Lead Dept. CW-017 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
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-018 Grant Applications funded by the City's General Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept. CW-019 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-020
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
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
subgrantee; statewide guidelines propose
4 years; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. CW-021 Newspaper Clippings
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
Human
Resources CW-022 Personnel Files (Department Copies)
Do Not Retain
in
Departments
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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)
Lead Dept. CW-023 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Notes maintained in a separate folder to
be incorporated into performance
evaluation, or to document progressive
discipline; GC §34090 et seq.

Lead Dept. CW-024 Photographs
When No
Longer
Required

Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-025
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-026 Public Relations / Press Releases 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-027 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 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-028 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
Lead Dept. CW-029
Recorded Documents / Real Property: Deeds,
Easements, Right of Ways, Abandonments /
Vacation, Liens / Lien Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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)
n/a CW-030
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

Mag,
Ppr Non-Records
Lead Dept. CW-031
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc.: Produced by
YOUR Department
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-032
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc.: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-033 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-034 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 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
Lead Dept. CW-035 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-036 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-037
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
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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)
Lead Dept. CW-038
Training Presented by City Staff - COURSE

RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics, Harassment, & Safety Training
& Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Ethics Training is
5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State
Law requires 4 years for personnel
actions; 8 CCR §3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC §§12946,
34090, 53235.2(b)
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page B&S-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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).

BUILDING & SAFETY
Lead Dept. B&S-001 _Permit Database Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Building &
Safety B&S-002 Activity Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business (Reports can
be re-run from the database); GC §34090
Building &
Safety B&S-003 Address Files / Building Permits Life of the Building Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Building &
Safety B&S-004 Building Plans - Cancelled or Withdrawn
Upon
Cancellation
or withdrawal

Mag,
Mfr, OD,
Ppr
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
Building &
Safety B&S-005 Building Plans - Expired Life of the Building Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Building &
Safety B&S-006
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
Life of the
Building Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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
Building &
Safety B&S-007
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES
EXCLUDES Site Plan / Floor Plan
180 days Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State law requires plans need not 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
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page B&S-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Building &
Safety B&S-008
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES
Site Plan / Floor Plan (ONLY)
Life of the
Building Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State law
requires plans need not 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
Building &
Safety B&S-009 Building Plans - Finalled - TENANT

IMPROVEMENTS
Life of the
Building Yes (all)
Mag,
Mfr, OD,
Ppr
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
Building &
Safety B&S-010 California Building Codes / Uniform Building Codes Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
Building &
Safety B&S-011 Certificate of Occupancy (CofO) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Building &
Safety B&S-012
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Building &
Safety B&S-013 Correction Notices - Building
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Building &
Safety B&S-014 Energy Calculations
Minimum
When Permit
is Finalled
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page B&S-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Building &
Safety B&S-015 Geotechnical and Soils Reports / Structural Reports (all) P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Building &
Safety B&S-016 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Building &
Safety B&S-017 Plan Check Comments
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Building &
Safety B&S-018 Stop Work Notices
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 CC-001
Agenda Packets - City Council
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002
Agreements & Contracts ALL
(INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work),
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property &
property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All infrastructure
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
City Clerk CC-003
Agreements & Contracts ALL
(NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT IMAGED)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work)
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.

Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
is 4 years; 10 years for Errors & Omissions;
land records are permanent by law; CCP
§§337. 337.1(a), 337.15, 343; GC §34090,
Contractor has retention requirements in 48
CFR 4.703(a)

CITY CLERK
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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
City Clerk CC-004 Board & Commission / Committee Applications (All, whether appointed or not) 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-006 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-007 Claim for Damage Forms / Claims Against the City Forms 2 years Mag, Mfr, OD, Ppr S
Yes: After

QC & OD
Forwarded to Risk Management, who retains
the complete claim file; GC §34090,
City Clerk CC-008
Filing System / Subject Files / Function Filing
System - HISTORICALLY SIGNIFICANT,

LAND, PLANNING, CAPITAL

IMPROVEMENT INFRASTRUCTURE

PROJECTS
P Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-009 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT
Minimum 2
years
Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-011 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
City Clerk CC-012 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC
§81009(e)
City Clerk CC-013 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e)
City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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
City Clerk CC-015
Campaign Filings (FPPC 400 Series Forms &
Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-016
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-017
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk CC-018
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidatecontrolled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
City Clerk CC-019
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statewide guidelines
proposes 4 years for successful candidates, 2
years for unsuccessful; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk CC-020
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office and
4 years after the expiration of term and does
not delineate between the two; EC §17100

CITY CLERK ELECTIONS (CONSOLIDATED)
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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
City Clerk CC-021
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Planning Commission, Precinct Maps,
County Election Services, Candidate
Statements to be printed in the Sample Ballot,
Polling Locations and Precinct Board
Members, Notices, Postings, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-022
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-023 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
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
City Clerk CC-024 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
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
(End of Elections Section)
City Clerk CC-025 Ethics Certificates for City Council, Board and Commission Members Only 5 years Mag, Mfr, OD, Ppr S
Yes: After

QC & OD
GC §§ 3105, 12946, 34090;; 53235.2(b);
53237.2(b)
City Clerk CC-026
Historical Records, Photographs, & Historical
Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
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
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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
City Attorney CC-027 Lawsuits / Litigation
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-028 Minutes: City Council, Planning Commission P Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-029 Oath of Office / Appointments: City Council Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference; Statute of Limitations:

Public official misconduct is discovery of
offense + 4 years, GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113
City Clerk CC-030 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-031
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 City Clerk CC-032 Public Records Requests / Subpoenas Duces Tecum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-033 Recordings: Audio or Video of City Council Meetings
Minimum 4
years
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.6
City Clerk CC-034 Records Destruction Authorization Forms & Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-035 Resolutions: City Council P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
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 MANAGER
City Manager CM-001 Economic Development / Business
Recruitment and Retention
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-002
Investigations / Contracts for Investigators
(Department Heads only - Human
Resources retains Employees)
Completion
+ 5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of Limitations for
contractual obligations is 4 years; CCP §§337.
337.1(a), 337.15, 343; GC §34090
City Manager CM-003
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-004 Project Files / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et seq.

City Manager CM-005
Recruitment File - City Manager Only
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Job Analysis, Rating
Sheets, Background Checks, etc.

Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7
NEVADA CITY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: CODE ENFORCEMENT Page CE-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

CODE ENFORCEMENT
Code
Enforcement CE-001
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos,
and Code Enforcement Complaint Letters)
10 years Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Code
Enforcement CE-002 Hearing Officer Determinations / Appeals of Code Enforcement Actions 10 years Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090
Code
Enforcement CE-003 Liens & Releases P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090(a)
Code
Enforcement CE-004 Notice of Violations ./ Code Enforcement Citations / Reminder Notices Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 /
Lead Div. FIN-001 _Financial Services Database / ERP Database (MOMS / Casselle)
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
City Clerk FIN-002 Audit Reports / Annual Consolidated Financial Report (ACFR) and related Audit Opinions
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (copies - City
Clerk is OFR); GC §34090.7
Finance FIN-003 Audit Work Papers 5 years Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); GC §34090
City Clerk FIN-004 Budgets - Adopted / Final
Copies -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (copies - City
Clerk is OFR); Must be filed with
County Auditor; GC §34090.7, 53901
Finance FIN-005 Budgets - Preliminary, Backup Documents Drafts -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Ppr Department Preference; GC §34090
Finance FIN-006 Single Audits / Transportation Audits / PERS Audit, etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets
municipal government auditing
standards); GC §34090

FINANCE / CUSTOMER SERVICE, BUSINESS LICENSING, REVENUE Finance /
Customer
Service
FIN-007
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Tenant Billing / Rent, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Customer
Service
FIN-008 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the
ordinary course of business; GC
§34090
NEVADA CITY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 /
Customer
Service
FIN-009 Bankruptcies - Where a claim is filed 7 years Mag, Ppr Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
Finance /
Customer
Service
FIN-010 Business License Applications, Registrations
and Renewals 5 years Ppr Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Customer
Service
FIN-011
Checks deposited to Bank (City scans them for
the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions Mag, Ppr These are bank instruments, and not City records; per bank agreement.

Finance /
General
Accounting
FIN-012 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years Mag, Ppr Department preference; GC §§34090, 26 CFR 31.6001-1 Finance /
Customer
Service
FIN-013
Registrations / Permits Applications & Files
Regulatory Parking, Security Alarm
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Customer
Service
FIN-014
Reports (Support for Business License):

Balance Sheets, Proof & Merge Reports, etc.
(MONTHLY OR PERIODIC)
When No
Longer
Required
Mag, Ppr Department preference; GC §34090
Finance /
Customer
Service
FIN-015 Utilities - Collection Agency Assignments /
Unpaid Accounts 7 years Mag, Ppr
Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§34090
Depart.

Providing
Service /
Work
FIN-016 Utilities - Meter Change Orders
When No
Longer
Required
Mag, Ppr Department preference (Copies); GC
§34090.7
NEVADA CITY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Depart.

Providing
Service /
Work
FIN-017 Utilities - On & Off Orders
When No
Longer
Required
Mag, Ppr Department preference (Copies); GC
§34090.7
Finance /
Customer
Service
FIN-018 Utilities - Payment Stubs / Water Receipts /
Utility Receipts (when payment is submitted)
When No
Longer
Required
Mag, Ppr
Preliminary Documents - payments can
be made without including the stub; GC
§34090 et seq.

Finance /
Customer
Service
FIN-019 Utilities - Reports / Meter Reading Reports 2 years Mag, Ppr Department preference; GC §34090 et seq.

Finance /
Customer
Service
FIN-020 Utilities - Service Billing Registers 2 years Mag, Ppr Department preference; Preliminary
drafts not retained in the ordinary
course of business (the database is the
original); GC §34090 et seq.

Finance /
Customer
Service
FIN-021 Utilities - Work Orders 5 years Mag, Ppr
Department preference (may impact
potable water system pressure or
backflow); GC §34090
Finance /
Customer
Service
FIN-022 Water Billing: Appeals - Payment Delinquency
& Impending Discontinuation
Final
Decision + 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Customer
Service
FIN-023
Water Billing: Non-payment Notices / Notice of
Payment Delinquency & Impending
Discontinuation (Casselle)
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Customer
Service
FIN-024
Water Billing: Non-payment Notices / Notice of
Payment Delinquency & Impending
Discontinuation (MOMS)
2 years
Mag,
Ppr, Mfr,
OD
S / I Yes: After
QC & OD GC §34090; H&S §116908
Finance /
Customer
Service
FIN-025 Water Billing: NSF Checks / Adjustments to
Customer accounts (Casselle)
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Customer
Service
FIN-026 Water Billing: NSF Checks / Adjustments to
Customer accounts (MOMS) 2 years
Mag,
Ppr, Mfr,
OD
S / I Yes: After
QC & OD GC §34090; H&S §116908
NEVADA CITY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 /
Customer
Service
FIN-027 Water Billing: Payment Plans: Amortization,
Alternative Payment Plans, Deferrals, etc.

Expiration or
Completion
of Payment
Plan
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116910
Finance /
Customer
Service
FIN-028 Water Billing: Policy on Discontinuation of
Residential Service for Nonpayment
When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116906;
GC §34090
Finance /
Customer
Service
FIN-029 Water Billing: Report of Annual
Discontinuations of Residential Service
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116918;
GC §34090
Finance /
Customer
Service
FIN-030 Water Billing:: AutoPay Applications Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-031 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Ppr
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
General
Accounting
FIN-032
Accounts Payable / Invoices and Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to pass grant
audits (meets municipal government
auditing standards); GC §34090
Finance /
General
Accounting
FIN-033
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Ppr Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
General
Accounting
FIN-034 Checks / Warrant Register Report (issued) 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
NEVADA CITY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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
FIN-035 Checks / Warrants (Cashed or Returned /
NSF) 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-036
Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
General
Accounting
FIN-037 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-038
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
Maturity + 5
years
Yes: Until
Paid Mag, Ppr
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900 Finance /
General
Accounting
FIN-039 Journal Entries / Journal Vouchers / Budget
Adjustments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets
municipal government auditing
standards; Statute of Limitations is 4
years; GC §34090, CCP § 337
Finance /
General
Accounting
FIN-040
Reports, General Ledgers Subsidiary Ledgers,
Reconciliations, Registers, Transaction
Histories, Balance Sheets, etc. (MOMS)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets
municipal government auditing
standards; GC §34090
Finance /
General
Accounting
FIN-041
Reports, General Ledgers Subsidiary Ledgers,
Reconciliations, Registers, Transaction
Histories, Balance Sheets, etc. (Casselle)
When No
Longer
Required
Mag, Ppr Financial system can re-create reports
accurately; GC §34090
NEVADA CITY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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
FIN-042
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, etc.
5 years Mag, Ppr Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-043 Treasurer's Reports / Quarterly Budget Reports
(to Council - Copies) 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance /
General
Accounting
FIN-044 W-9s
Vendor
Inactive + 5
years
Mag, Ppr Meets IRS auditing standards; GC
§34090

FINANCE / PURCHASING
Finance /
Purchasing FIN-045 Purchase Orders / Requisitions / Successful Bids 5 years Yes: Before Completion Mag, Ppr Department Preference (Professional
Services always have a contract,
therefore Errors & Omissions are not
applicable); Statute of Limitations is 4
years; 10 years for Errors & Omissions;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090
Finance /
Purchasing FIN-046 Vehicle Titles ("Pink Slips") Sale or Disposal Ppr Given to Auction House / New Owner; GC §34090

PAYROLL
Finance /
Payroll FIN-047
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage & Transmittal
Form)
4 years Mag, Ppr
Department Preference; Instructions
state "Generally, keep copies of
information returns you filed with the
IRS or have the ability to reconstruct
the data for at least 3 years, from the
due date of the returns"; GC §34090
NEVADA CITY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 FIN-048
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Payroll FIN-049 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-050 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Ppr Department Preference; GC §34090, 26 CFR 31.6001-1 Finance /
Payroll FIN-051 DE-34 (Report of New Employees) 4 years Mag, Ppr Department Preference; R&T §19530, GC §34090 Finance /
Payroll FIN-052
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.
5 years Mag, Ppr
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-053 Deferred Compensation (City Statements) 5 years Mag, Ppr Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1 Finance /
Payroll FIN-054 Payroll Reports (includes Leave Registers, time Transaction Reports, etc. 5 years Mag, Ppr Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-055 PERS Statements (Books) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 NEVADA CITY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 FIN-056 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
Finance /
Payroll FIN-057 W-2's 5 years Mag, Ppr
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-058 W-4s
No Longer in
Effect + 4
years
Mag, Ppr
IRS Regulation 31-6001-1 four years
after the due date of such tax for the
return period to which the records
relate, or the date such tax is paid,
whichever is the later. GC §34090; 26
CFR 31.6001-1
NEVADA CITY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

FIRE ADMINISTRATION
Fire /
Admin. FR-001 _Fire Incident RMS & ePCR Database
(ImageTrend)
Indefinite -
Minimum 20
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated (e-PCRs must be retained 20
years - see EMS); GC §34090 et seq.

Fire /
Admin. FR-002 ISO Insurance Ratings 15 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-003 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Considered a preliminary draft / copy (the Fire
database is the original); GC §34090 et seq.

City Clerk FR-004 Mutual Aid Agreements, Joint Power
Authorities (Local and State)
Copies -
When No
Longer
Required
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD City Clerk is OFR; GC §34090.7
Fire /
Admin. FR-005 Programs and Projects (e.g. Cadet, CPR Program, Fire Service Day, etc.) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Fire /
Admin. FR-006 Strike Team Reimbursement (OES / FEMA) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire / EMS FR-007 _Fire Incident ePCR Database
(ImageTrend)
Indefinite -
Minimum 20
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated (e-PCRs must be retained 20
years - see EMS); GC §34090 et seq.

Fire / EMS FR-008 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes Mag, Ppr
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04; GC
§34090
Fire / EMS FR-009 EMS Complaints 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for health providers is 3
years; Call Records are required for 3 years; 13
CCR 1100.7, CCP §340.5, GC §34090

FIRE / EMERGENCY MEDICAL SERVICES
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Fire / EMS FR-010 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 24 CFR 164.530(j)
Fire / EMS FR-011
Patient Care Reports / PCRs / e-PCRs (EMS
transportation) Reports: ALL (medical and
non-medical.)
Includes e-PCR Database / Electronic
Patient Care Report Database (ImageTrend)
20 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; minors are required until
1 year after age 18, but not less than 7 years; 10
years is recommended by AHIMA for "healthcare
providers"; Statute of Limitations for health
providers is 3 years; CCP §340.5, GC §34090;
H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9
CCR 9444, 22 CCR 70751(c) & 71551(c); 22
CCR 70751(c), 71551(c), 73543(a), 74731(a),
75055(a), 75343(a), 77143(a), W&I 14124.1;
CMS Pub. 100-4, Chapter 1, Section 110.3

FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Prevention FR-012
Development Review / Fire Sprinkler, Fire
Safety Plans (Final, Fire Safety Approved
Plans Only)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for the Life of the Structure or Activity,
or Minimum 5 years whichever is longer for
Approvals, Inspections, Fires, Modification /
Alternative Methods or Materials; CFC §§ 104.6 –
104.6.4; GC §34090
Fire / Fire
Prevention FR-013 Fire Alarm Inspection & Testing 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Certain Property Owners are required to test and
certify every 5 years; GC §34090
Fire / Fire
Prevention FR-014
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Fires, Modification /
Alternative Methods or Materials
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for the Life of the Structure or Activity,
or Minimum 5 years whichever is longer for
Approvals, Inspections, Fires, Modification /
Alternative Methods or Materials; CFC §§ 104.6 –
104.6.4; GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Fire / Fire
Prevention FR-015 Fire Inspections / Citations / Notice of Violations
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Not required for the Life
of the Structure or Activity, or Minimum 5 years
whichever is longer - only applies to Approvals,
Inspections, Fires, Modification / Alternative
Methods or Materials; CFC §§ 104.6 – 104.6.4;
GC §34090
Fire / Fire
Prevention FR-016 Fire Prevention Programs (Fire Prevention Week, etc.) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-017
Permits: Fire Code Permits / Special Event
Permits (assembly permits, burn permits,
candle permits, tent permits, open flame,
etc.)
Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Fire / Fire
Prevention FR-018
Permits: Operational Permits (Long-term
operations): High Piled Storage, Sprinkler
Plans, etc.

Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-019 Public Information / Education (when produced internally) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

OPERATIONS / SUPPRESSION
Fire / Ops FR-020
_Fire Operations & Equipment Database
(Calls for Service, Equipment Records &
Testing, Incidents, Fire Station Inspections,
etc.)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090 et seq.

Fire / Ops FR-021 Fire Investigations - Arson & Capital Crimes Only P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (Capital Crimes have no
statute of limitations); GC §34090 et seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Fire / Ops FR-022 Fire Investigations - OTHER Than Arson & Capital Crimes
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Fire / Ops FR-023 Fire Station Inspection Reports 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Fire / Ops FR-024 PPE Checklists (Personal Protective
Equipment Checklists) 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Fire / Ops FR-025 Pre-Fire Plans When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Fire / Ops FR-026 Ride-A-Long Waivers 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire / Ops FR-027 Station Log Books / Red Books 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

TRAINING
Fire /
Training FR-028 _Training Database (Vector Solutions /
Target Solutions)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090 et seq.

Fire /
Training FR-029 Respiratory Fit Tests
Separation +
30 years OR
Deceased +
5 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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, 34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Fire /
Training FR-030
Training File (by employee - in Vector
Solutions Database)
Individual Training Certificates, Continuing
Education for Paramedics
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Ethics Training is 5
years; Statewide guidelines propose 7 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, 34090, 53235.2(b)
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the
Contract + 6
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; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Human
Resources HR-002
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; 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
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 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, 34090
Human
Resources HR-004 Compensation Surveys & Studies Minimum 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 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
Human
Resources HR-005 Contracts for Investigators (Employees Only - City Manager retains Department Heads) Completion +
5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Human
Resources HR-006 COVID-19 Notifications to Employees 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6409.6(k), GC §34090 Human
Resources HR-007 Employee Investigations Separation + 6 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; statute of limitations for
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Human
Resources HR-008 Employment Verifications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records, content is not substantive;
GC §34090 et seq.

Human
Resources HR-009 Ethics Certificates for Employees, Harassment Certificates - Employees Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§ 3105, 12946, 12960, 34090;;
53235.2(b); 53237.2(b)
Human
Resources HR-010 Grievances Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; statute of limitations for
retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; LC 1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
Human
Resources HR-011 I-9s Separation + 6 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
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Human
Resources HR-012 Job Descriptions / Job Classification / Job Specifications Minimum
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; retirement benefits is 6 years
from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Human
Resources HR-013
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Employee's Oath
of Office / Oath for Disaster Worker, PAF /
Personnel Action Forms, etc.)
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; W-4s are
required 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. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; LC 1198.5
Human
Resources HR-014
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, etc.

Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Human
Resources HR-015
Recruitment and Testing File
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources HR-016 Retiree Medical Enrollment / Retiree Billing / COBRA Billing 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal
government auditing standards; GC
§34090
Human
Resources HR-017 W-4's
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
Human
Resources HR-018
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees)
Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 / RISK MANAGEMENT
Human
Resources /
Risk
Management
HR-019 Claim for Damages / Claims Against the City
Final
Resolution + 5
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
Human
Resources /
Risk
Management
HR-020 Insurance Policies -
General Liability, Workers Compensation P
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers longest
possible statute of limitations; CCP §337
et seq.; 8 CCR §3204(d)(1) et seq., 8 CCR
5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i); GC §§ 911.2, 34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Human
Resources /
Risk
Management
HR-021 Insurance Policies -
Property, Fire, Theft, etc.

Expiration + 4
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et seq.;
GC §34090
Human
Resources /
Risk
Management
HR-022 OSHA Citations and Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Human
Resources /
Risk
Management
HR-023 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
Human
Resources /
Risk
Management
HR-024 Property Damage Claims / Restitution 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

PARKS & RECREATION
Parks &
Recreation P&R-001 _Recreation Activity Registration Database (ACTIVE Net, HoneyBook for Facility Rentals) Indefinite -
Minimum 2
years
Mag, Department preference; GC §34090
Parks &
Recreation P&R-002
Activity / Special Programs / Event Files
Children's Programs, Cultural Arts, Sports,
Seniors, Filming, Theatre Programs etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Parks &
Recreation P&R-003 Activity Guide / Class Guide / Program Guide (Final) Minimum 2
years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Parks &
Recreation P&R-004
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-005 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Parks &
Recreation P&R-006 Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-007 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-008 Lifeguard Certifications 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
29 CFR 1602.31 & 1627.3(b)(ii), GC §§
3105, 12946, 12960, 34090; 29 USC
1113
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Parks &
Recreation P&R-009
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (Includes
Insurance Certificates and ABC Permits where
appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

Parks &
Recreation P&R-010 Parks & Recreation Committee - AGENDAS &

STAFF REPORTS
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department Preference; GC §34090 et
seq.

Parks &
Recreation P&R-011 Parks & Recreation Committee - MINUTES P Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090(a)
Parks &
Recreation P&R-012 Playground Equipment Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department Preference; GC §34090 et
seq.

Parks &
Recreation P&R-013 Pool Chemical Logs, Additions 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
40 CFR 70.6; GC §34090
Parks &
Recreation P&R-014 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-015 Schedules / Hours (classes and staff) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Parks &
Recreation OR
Public Works /
Maintenance
P&R-016 Tree Maintenance Records / Arborists Reports 5 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department Preference; GC §34090 et
seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

PLANNING
Planning PL-001
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, etc.)
Examples:

Conditional Use Permits (CUPs)
Density Bonus
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Public Art
Rezones
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC§§34090,
34090.7
Planning PL-002 Advanced Planning / Long Range Planning / Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Planning PL-003 Aerial Photographs (Historical) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Planning PL-004 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Census Bureau PL-005 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (Non-Records - Census Bureau is OFR)
Planning PL-006
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 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 (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Planning PL-007
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
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
Planning PL-008
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans and
Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Planning PL-009 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Planning PL-010 Materials Boards
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
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Planning PL-011 Planning Commission - AGENDAS & STAFF

REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Planning PL-012 Planning Commission - AUDIO or VIDEO

RECORDINGS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.6
City Clerk PL-013 Planning Commission - MINUTES (Send to the City Clerk) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies - Send all originals to the City
Clerk; GC §34090.7
Planning PL-014
Regulatory Business Permits (Approved &
Unapproved)
Cannabis Permits
No Longer In
Business + 2
years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC§§34090
Planning PL-015
Temporary Administrative Permits (Approved &
Unapproved)
Banner Permits, Temporary Art Installation, Tree
Removal Permit, etc.

Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC§§34090
Planning PL-016 Zoning Clearance Forms / Zoning Verification Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Planning PL-017 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Planning PL-018 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 ADMINISTRATION / POLICE CHIEF
Fire /
Admin.
and Police
/ Admin. /
Chief
PD-001
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. /
Chief
PD-002
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-003 Press Releases - Police Only 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Admin. /
Chief
PD-004 Reports and Studies - Historical P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

FIELD OPERATIONS / PATROL
Police /
Field Ops /
Patrol
PD-005 Canine (Police Dogs) Program Files /
Training Files: Animal Files
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 /
Field Ops /
Patrol
PD-006 Canine (Police Dogs) Program Files:

Action Reports, Monthly Reports 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Field Ops /
Patrol
PD-007 Code Compliance - Police (Vehicle
Abatement)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Field Ops /
Patrol
PD-008
Hearing Officer Determinations (Citation
Appeals, Tows, etc.)
Traffic Sargent makes Determination
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Field Ops /
Patrol
PD-009 Logs (Watch Commander Logs, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC§ 34090 et seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 /
Field Ops /
Patrol
PD-010 Officer Recordings: Body-Worn Cameras
– LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Field Ops /
Patrol
PD-011
Officer Recordings: Body-Worn Cameras -
that ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Field Ops /
Patrol
PD-012 Officer Recordings: Body-Worn Cameras -
that are NOT evidence 90 days Mag,
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Field Ops /
Patrol
PD-013 PAS Device Calibration Logs 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Field Ops /
Patrol
PD-014 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts (the timecard / timesheet is
the final); GC §34090 et seq.

Police /
Field Ops /
Patrol
PD-015
Personnel Training File - BY EMPLOYEE
(Includes POST printouts) Peace Officer
or Dispatcher
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to be consistent with
Human Resources; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police /
Field Ops /
Patrol
PD-016
Reports to State or Federal Agencies:

Report to POST Commission of peace
officer employment, compliant, finding,
disposition, or judgement pursuant to §PC
13510.9, etc.

Report of data regarding the number, type,
or disposition of complaints made against
its officers
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 /
Field Ops /
Patrol
PD-017 Special Events / Ops Plan 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Field Ops /
Patrol
PD-018 STOP Source Data, Audit Log / Racial and
Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police /
Field Ops /
Patrol
PD-019 Traffic Control: Radar Calibration Records Life of the Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Field Ops /
Patrol
PD-020 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Field Ops /
Patrol
PD-021
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters, Outlines and
Materials; includes Use of Force training,
safety training, etc.)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police /
Field Ops /
Patrol
PD-022 Use of Force Reviews - Not as a result of a
complaint from a member of the public 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§12946, 12960,
34090

CRIME ANALYSIS / DETECTIVES / INVESTIGATIONS
State of
California PD-023 Alcoholic Beverage Control Licenses / Permits / ABC Permit Applications When No
Longer
Required
Mag, Ppr Not a City record
Police /
Crime
Analysis /
Detectives
PD-024 Asset Forfeiture Notification 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Per Federal DOJ requirements (Equitable
Sharing Guide); GC §34090
NEVADA CITY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 /
Crime
Analysis /
Detectives
PD-025
Criminal Intelligence Files
Confidential informant information &
activities
Last Entry +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 /
Crime
Analysis /
Detectives
PD-026 Detectives Investigation Files and Arrest
Files
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

Police /
Crime
Analysis /
Detectives
PD-027 Guns: Dealers Record of Sale (DROS) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Crime
Analysis /
Detectives
PD-028 Informant Files / Gang Files
When No
Longer
Required -
Minimum 2
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

PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-029 _Property & Evidence Database (EIS) Indefinite Mag Department Preference (data is interrelated); GC §34090
NEVADA CITY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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-030 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-031 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-032 Property & Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Property &
Evidence
PD-033 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

RECORDS
Police /
Records PD-034 _RMS Database (EIS) Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Police /
Records PD-035
Background Files - Successful Employee
and Volunteer Applicants (Employees,
Cadets, Explorers, CERT, Chaplains,
Reserves, etc.)
Separation +
4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; State Law requires 4
years; EEOC / FLSA / ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; ; 29 CFR 1627.3(b)(i),
29 CFR 1602.14; GC §§12946, 12960, 34090;
29 USC 1113
Police /
Records PD-036
Background Files - Unsuccessful
Employee and Volunteer Applicants
(Employees, Cadets, Explorers, CERT,
Chaplains, Reserves, etc.)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Records PD-037
Citations (Parking, Traffic, Marijuana /
Cannabis). Includes requests for
dismissals, cancellations, and appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 Complaints from Employees / Internal Investigations Final
Disposition +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets Lexipol Policy; Not a civilian complaint;
other State & Federal laws require retention
until final disposition of formal complaint; State
requires 2 years after action is taken; EVC
§1045, GC §§12946,12960, 34090
Police /
Records PD-039
Complaints from Members of the Public /
Internal Investigations WITH Sustained
Finding of Misconduct
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §§832.5(b), 832.7; GC§ 34090 Police /
Records PD-040
Complaints from Members of the Public /
Internal Investigations WITHOUT
Sustained Finding of Misconduct
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by members
of the public; 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 for
misconduct after the discovery of the offense
for misconduct in office; EVC §1045, GC
§§12946,12960, 34090, PC §§801.5, 803(c),
832.5, 832.7, VC §2547
Police /
Records PD-041
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood Sexual
Assault
Age of
Majority + 22
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD CCP §§340.1, GC §34090 Police /
Records PD-042
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing Date
+ 5 years)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
CCP §§340.1, GC §34090; GC §68152(g)(1),
W&I §781(d)
Police /
Records PD-043
CRIME REPORTS:

Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
NEVADA CITY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), & Sexual Assault (Rape),
Arson (Suspected or Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799; 803(h),
11169 et seq.; 11170(a); WIC 707(b)
Police /
Records PD-045
CRIME REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police /
Records PD-046
CRIME REPORTS:

Except those specifically mentioned in
the schedule (ALL Others)
5 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; Provided there are no
outstanding warrants, unrecovered identifiable
items, criminal deaths, they are not historically
significant, and it is not classified under PC
§800 & 290; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5,
GC §34090, PC §802, PC §§187, 800 et seq.

Police /
Records PD-047
CRIME 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
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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
CRIME REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Records PD-049
CRIME REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Records PD-050
CRIME 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
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090; PC
§851.8(a)
Police /
Records PD-051
CRIME REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Records PD-052
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, or Victim of Intimate
Partner Violence or Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
NEVADA CITY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 /
Admin. -
Records
PD-053 Crime Statistics / Uniform Crime Reports
(UCR) - Summaries (BCS) 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 Police /
Crime
Analysis /
Detectives
PD-054 Registrants: Arson Registrations: Adults P, or Death of Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 /
Crime
Analysis /
Detectives
PD-055
Registrants: Arson Registrations:

Juveniles released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Pursuant to PC §457.1 et seq.; If released from
CYA, records are destroyed after age 25 or
sealing pursuant to W&I §781; GC §34090.7
Police /
Crime
Analysis /
Detectives
PD-056 Registrants: Sex Offender Registrations:

Adults
P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S / 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 /
Crime
Analysis /
Detectives
PD-057 Registrants: Sex Offender Registrations:

Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / 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.

Court PD-058
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(When Not filed with the case file)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Not a City record
Police /
Records PD-059 Ride A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Court PD-060 Subpoenas (Personal Appearance of Police
Employees)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Court or District Attorney records; GC §34090
et seq.

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 / ENGINEERING (CIP, Land Development)
Public Works /
Engineering PW-001 Annexation Case Files P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-002
Assessment Districts / Community Facilities
Districts / Street Lighting Districts // Special
Districts
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-003 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-004
Bonds: Private Development Labor & Materials,
Performance Bonds, Letters of Credit,
Encroachment Permits, Monitoring Bonds
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
Public Works /
Engineering PW-005
Capital Improvement Projects (CIP):

Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP,
etc.

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; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 /
Engineering PW-006
Capital Improvement Projects (CIP):

Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Insurance
Certificates, Hazardous Materials, Notice of
Completion, Photos, Record Drawings Soils Reports,
Studies, Submittals, Surveys, etc.

P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-007
Design & Construction Standards - Authored by
the City for Construction of City Infrastructure
(CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-008
Drawings, Maps, and Record Drawings, LargeFormat Drawings, Survey Record Maps, Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Engineering PW-010
Encroachment Permits / Excavation Permits:

Permanent (Structures in the City's Right of
Way, Retaining Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-011
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts (Installation
& Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD GC § 34090 Public Works /
Engineering PW-012
Engineering Studies / Surveys (Public Right-ofWay) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies /
Project Assessments
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 /
Engineering PW-013
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 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 (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Public Works /
Engineering PW-015
Land Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Public Works /
Engineering PW-016
Land Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering CC-029
Prop. 218 (Property-based fees - Notice
Mailing List, Protest Letters / Ballots,
Tabulation
2 years Mag, Ppr GC §53753(e)(2)
Lead Dept. CC-038
Recorded Documents / Real Property: Deeds,
Easements, Right of Ways, Abandonments /
Vacation, Liens / Lien Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Public Works /
Engineering PW-019 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Ppr Department Preference; GC §34090 NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 /
Engineering PW-020 Solid Waste Tonnage Reports 10 years Mag, Ppr Department Preference; GC §34090 Public Works /
Engineering PW-021 Standard Construction Details Authored by the City P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-022 Subdivision Maps / Parcel Maps P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-023 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-024 Traffic Calming Requests (Speed Humps, etc.) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-025 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD copies; GC §34090.7
Public Works /
Engineering PW-026 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-027 Traffic Speed Surveys (certified by City Council Resolution) Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Presented to the City Council in the
Council Agenda Packet; GC §34090.7
Public Works /
Engineering PW-028 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-029 Transportation Plans / Master Plans P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 /
Engineering PW-030 Water & Sewer Commission - AGENDAS &

STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department Preference; GC §34090 et
seq.

Public Works /
Engineering PW-031 Water & Sewer Commission - AUDIO or

VIDEO RECORDINGS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.6
Public Works /
Engineering PW-032 Water & Sewer Commission - MINUTES P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090(a)

PUBLIC WORKS / SOLID WASTE & NPDES
Public Works /
Environ.

Services
PW-033
Air Quality Programs (Participants / Vouchers,
Total Daily Mileage Survey (TDM), Ride
Sharing, Trip Reduction Programs, etc.

When No
Longer
Required -
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Environ.

Services
PW-034 Solid Waste Franchise Agreement Management 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Environ.

Services
PW-035
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste Collection
and Recycling) . CalRecycle Annual Waste
Diversion Report / Measure D annual report /
Form 303 report (HHW report) / CalREcycle
Used Oil report / CalREcycle Bottles & Cans
report, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; required for 5
years; Low-Carbon Fuel Standard
regulations credits can be received for 10
years, and are eligible for an extension;
14 CCR § 18995.2; H&S §39730.7; GC
§34090
Public Works /
Environ.

Services
PW-036 Solid Waste Tonnage Reports / Statistics 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Environ.

Services
PW-037 Solid Waste: Construction Waste Management 10 years Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department Preference; GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 /
Environ.

Services
PW-038 Solid Waste: Events / HHW Events 10 years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (3 years is
required); 14 CCR 18812.4; GC §34090
Public Works /
Environ.

Services
PW-039 Stormwater Illicit Discharges 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
Environ.

Services
PW-040
Stormwater Inspections (Business Inspections,
O&M related inspections, and Development
Inspections)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC §34090
Public Works /
Environ.

Services
PW-041 Stormwater: NPDES Annual Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years0; 40 CFR §§122.21, 122.41,
122.44
Public Works /
Environ.

Services
PW-042 Stormwater: NPDES Permits / MS-4 Permits Expiration + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years); 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Public Works /
Environ.

Services
PW-043 Street Sweeping Tonnage Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years); 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

PUBLIC WORKS / STREETS & FACILITIES
Public Works /
Streets &
Facilities
PW-044 AQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Streets &
Facilities
PW-045 City Building Inspections / Facilities Inspections 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 &
Facilities
PW-046
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Public Works /
Streets &
Facilities
PW-047 Fleet - Tire Disposal / Waste Manifests 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Public Works /
Streets &
Facilities
PW-048 Fleet - Used Oil Disposal Manifests 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 /
Streets &
Facilities
PW-049
Fleet - Vehicle & Equipment History Files
Maintenance, Smog Certificates, etc.

Water vehicles?
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; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Streets &
Facilities
PW-050 Generator Operation Logs & Inspections 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Streets &
Facilities
PW-051
Herbicide or Pesticide Application Forms
(FIFRA Forms - Federal Insecticide, Fungicide,
and Rodenticide Act)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Public Works /
Streets &
Facilities
PW-052 Operations & Maintenance Manuals (O&M
Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et.
seq.

Public Works /
Streets &
Facilities
PW-053 Playground Equipment Inspections,
Maintenance 5 years
Yes:

During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CCP §337; GC
§34090
Public Works /
Streets &
Facilities
PW-054 Pressure Vessel Certifications or Permits (Air
Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-8
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 &
Facilities
PW-055
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / 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
Public Works /
Streets &
Facilities
PW-056 Streets - Sidewalk Maintenance, Grinding,
Asphalt Ramping (Logs and Forms) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Streets &
Facilities
PW-057 Tree DATABASE Indefinite Mag Data is interrelated; GC §34090 Public Works /
Streets &
Facilities
PW-058 Tree Maintenance, Trimming, Arborists Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Streets &
Facilities
PW-059 Underground Service Alerts (USA's) / Dig Alerts 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(d) & 4216.3(d), GC §34090
Division
Providing
Service / Work
PW-060
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-061
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-9
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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
PW-062
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
Water /
Laboratory PW-063 _LIMS Database / Laboratory Information Management System Database
Minimum 12
years
Mag Data is interrelated; system qualifies as a
"trusted system"; GC §§60201, 12168.7
Water /
Laboratory PW-064 Consumer Confidence Report - Annual Water Quality Report P Mag,
OD, Ppr S / I Yes - After QC & OD
Department preference; Required for 12
years or 2 compliance cycles; 22 CCR
64400.25; 22 CCR §64470, 40 CFR
141.33(a); 40 CFR 141.91
Water /
Laboratory PW-065
Data Packets: Lab Reports & Chains of
Custody / Tabular Summaries: ALL
(Chain of Custody, Digestion or Prep Log,
Tuning if applicable, Instrument Sequence,
Calibration Curves, Raw Data, Certificate of
Analysis, OCWD Certificate of Analysis)
P
Mag,
OD, Ppr S / I Yes - After QC & OD
Department Preference for Groundwater
Quality, which are co-mingled with other
types of tests; Law requires 5 years;
Actual laboratory reports may be kept, or
data may be transferred to tabular
summaries; 40 CFR 141.33 et seq.; 22
CCR §64470
Water /
Laboratory PW-066 Demonstrations of Capability, and MDLs / MDL Studies (Method Detection Limit) P Mag,
OD, Ppr S / I Yes - After QC & OD Department preference; GC §60201 Water /
Laboratory PW-067 Lab Reports & Chains of Custody: Potable Water Bacteriological and Organics
Minimum 5
years
Mag,
OD, Ppr S / I Yes - After QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
Water /
Laboratory PW-068 Lab Reports & Chains of Custody: Potable Water Chemical (Includes Chlorine Residuals)
Minimum 10
years
Mag,
OD, Ppr S / I Yes - After QC & OD
Department preference; State law
requires 12 years, Federal 10 years; 40
CFR 141.33(a); 22 CCR §64692
Water /
Laboratory PW-069 Lab Reports & Chains of Custody: Potable Water Lead & Copper
Minimum 12
years
Mag,
OD, Ppr S / I Yes - After QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91

WASTEWATER & WATER LABORATORY / WATER QUALITY REPORTS
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-10
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Water /
Laboratory PW-070 Lab Reports & Chains of Custody: Wastewater Minimum 5 years Mag,
OD, Ppr S / I Yes - After QC & OD Department preference; GC §34090 Water /
Laboratory PW-071 Laboratory Certification 12 years Mag, OD, Ppr S / I Yes - After QC & OD Department preference; GC §60201 Water /
Laboratory PW-072 Laboratory Equipment Calibration Records / Testing Records 10 years Mag, OD, Ppr S / I Yes - After QC & OD Department preference; 10 years is EPA /
Good Laboratory Practice Standards for
studies relating to health effects,
environmental effects, and chemical fate
tests require 10 years for Lab records,
raw data, master schedule sheets,
protocols, quality assurance inspections,
training, experience, job descriptions,
maintenance and calibration records and
reports; 40 CFR 792.195
Water /
Laboratory PW-073
Laboratory SOPs (Standard Operating
Procedures) / QAM (Quality Assurance
Manual), and other procedures and manuals
needed for data reconstruction
P
Mag,
OD, Ppr S / I Yes - After QC & OD
Department preference (retained as long
as the results data); 40 CFR 141.33(f); 40
CFR 792.195
Water /
Laboratory PW-074 Log Books (All Laboratory Log Books) P Mag,
OD, Ppr S / I Yes - After QC & OD
Department preference; 10 years is EPA /
Good Laboratory Practice Standards for
studies relating to health effects,
environmental effects, and chemical fate
tests require 10 years for Lab records,
raw data, master schedule sheets,
protocols, quality assurance inspections,
training, experience, job descriptions,
maintenance and calibration records and
reports; 40 CFR 792.195

WASTEWATER COLLECTIONS
Water /
Wastewater
Collections
PW-075 CCTV Videos of Sewer Lines 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-11
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. PW-076 Confined Space Entries / Hot Work Permits 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 /
Fleet & Facilities PW-077
Fleet - Vehicle & Equipment History Files
Maintenance, Smog Certificates, etc.

Water vehicles?
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; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Water /
Wastewater
Collections
PW-078 FOG (Fats, Oil & Grease) Inspections /
Pretreatment Annual & Quarterly Reports 3 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; 40 CFR 403.12
Water /
Wastewater
Collections
PW-079 Industrial Waste Permits Expiration +
3 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; 40 CFR 403.12
Water /
Wastewater
Collections
PW-080 Industrial Waste Pretreatment Files 3 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; 40 CFR 403.12
Water /
Wastewater
Collections
PW-081 Sanitary Spills and Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Water /
Wastewater
Collections
PW-082 Sewer Odor Complaints / Gas Detection Results
/ Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Water /
Wastewater
Collections
PW-083
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSOs are
required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; GC §34090
Lead Dept. PW-084 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for 3 years; GC §§4216.2(f) &
4216.3(d); GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-12
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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
PW-085
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-086
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
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
PW-087
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

WASTEWATER TREATMENT PLANT (WWTP)
Water / WWTP PW-088 _SCADA Database (Wastewater)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Lead Dept. PW-089 AQMD Permits (Air Quality Management
Districts) - for Generators, etc
Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Water / WWTP PW-090 Biosolids / Sewage Sludge Handling Logs and Weigh Tickets (Blockages) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Code of Federal Regulations requires 5
years; 40 CFR 503.17; 40 CFR
122.41(j)(2); GC §34090
Lead Dept. PW-091 Confined Space Entries / Hot Work Permits 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
Lead Dept. PW-092 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Water / WWTP PW-093 Logs: Vac Con Trucks, etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-13
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. PW-094 Operations & Maintenance Manuals / O & M Manuals
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (some equipment
is from the 1950's, and the O&M Manual
isn't helpful); GC §34090
Water / WWTP PW-095
Permits - Wastewater Regulatory / Operating
Permits: Examples (CalARP, Cal OSHA,
CERS, CUPA, NPDES, SWRCB, etc.)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Lead Dept. PW-096 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Water / WWTP PW-097
Reports - Wastewater Reports to Regulatory
Agencies: Examples (CalARP, Cal OSHA,
CERS, CUPA, NPDES, SWRCB, etc.)
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Lead Dept. PW-098
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
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
Water / WWTP PW-099 Sanitary Survey of Sewer System 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Water / WWTP PW-100 Wastewater Treatment Plant NPDES Permits Expiration + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years); 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-14
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Water / WWTP PW-101 Wastewater Treatment Plant NPDES Annual Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years0; 40 CFR §§122.21, 122.41,
122.44
Water / WWTP PW-102 Wastewater Treatment Plant Operators Certificates (posting required)
When
Superseded
Mag,
OD, Ppr S
Yes: After
QC & OD Department preference; GC §34090
Water / WWTP PW-103 Wastewater Treatment Plant Safety Training Certificates (posting required)
Minimum 5
years
Mag,
OD, Ppr S
Yes: After

QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090

WATER RESOURCES & WATER CONSERVATION
Water
Resources &
Conservation
PW-104 Conservation Programs / Rebate Programs /
Check Requests / Toilets, Washers, Turf, etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (meets auditing standards); GC §34090
Water
Resources &
Conservation
PW-105 Conservation Reports / Consumption Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
Water
Resources &
Conservation
PW-106 Water Rights P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
Water
Resources &
Conservation
PW-107
Water Supply Assessments, Studies, Reports /
Stream Studies and Flow / Water Planning
Studies
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
Water
Resources &
Conservation
PW-108 Water System Variances P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201

WATER DISTRIBUTION & OPERATIONS
Water / Water
Treatment Plant PW-109 _SCADA Database (Water)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Water / Water
Distribution PW-110
Fire Hydrant Pressure / Water Pressure
Measurements, Fire Flow Pressure Test, Flush
and Valve Exercise Records
Minimum 20
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-15
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. PW-111 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. PW-112
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S
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
Lead Dept. PW-113 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Required for 3 years; GC §§4216.2(f) &
4216.3(d); GC §34090
Division
Providing
Service / Work
PW-114
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-115
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-116
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

WATER TREATMENT PLANT (POTABLE WATER)
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-16
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. PW-117 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Water / Water
Treatment Plant PW-118 Corrective Actions (As a Result of a Violation) - Potable Water Resolution +
3 years
Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD 40 CFR 141.33(b)(2); 22 CCR §64470
Lead Dept. PW-119 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Water / Water
Treatment Plant PW-120
Monthly Reports - includes any Customer
Concerns / Customer Complaints / Complaint
Forms: Odor / Taste / Visual Complaints
(Correspondence regarding Potable Water)
5 years
Mag,
Mfr, OD,
Ppr
S
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)
Lead Dept. PW-121 Operations & Maintenance Manuals / O & M Manuals
Disposal of
Equipment
Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD Department preference; GC §34090
Water / Water
Treatment Plant PW-122 Plant Operator Log Books 5 years Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department Preference; Meets
Department of Public Heath
requirements; GC §34090
Lead Dept. PW-123
Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR
(Department of Water Resources), EPA, MS-4,
NPDES, RMP, SWRCB (State Water
Resources Control Board) ,etc.

Minimum 10
years

Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Water / Water
Treatment Plant PW-124 Reservoirs: Dive Videos 10 years Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department preference (covers 2
mandated cycles); GC §34090
Water / Water
Treatment Plant PW-125 Reservoirs: Inspection Reports, Maintenance Records P Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD Department preference; GC §34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Engineering, Environ Sustain., Fleet Facilities, Transportation) Page PW-17
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Water / Water
Treatment Plant PW-126
Water Production Reads / Reports (to State
DDW (Division of Drinking Water) / DWR
(Department of Water Resources) / SWRCB
(State Water Resources Control Board)
5 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department Preference; Meets California
Department of Health requirements (3
years); GC §34090
Water / Water
Treatment Plant PW-127 Water Treatment Plant NPDES Permits Expiration + 5 years Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years); 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Water / Water
Treatment Plant PW-128 Water Treatment Plant NPDES Annual Reports 5 years Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years0; 40 CFR §§122.21, 122.41,
122.44
Water / Water
Treatment Plant PW-129 Water Treatment Plant Operators Certificates (posting required) When
Superseded
Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD Department preference; GC §34090
Water / Water
Treatment Plant PW-130 Water Treatment Plant Safety Training Certificates (posting required) Minimum 5
years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090
NEVADA CITY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File # Records Description From
(Start Date)
To
(End Date) Box # Retention #
Retention
Period
Check one option for destruction:

Shredding is Required (Records contain private information) OR Recycle (Records do NOT contain private information)
_________________________________ ___________________________ Employee Preparing Form Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION _________________________________ ___________________________ Department Head / Division Manager Date
_________________________________ ___________________________ City Clerk Date
_________________________________ ___________________________ City Attorney Date
Return this form to the originating department following approval (they coordinate the shredder arrangements) --------------------------------------------------------------------------------------------------------------------------------------- (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:
______________________________ ___________________________ Employee Performing Destruction Date
Return this form to the City Clerk department after completed

Nevada City City CouncilSeptember 27, 2023

Nevada City City Council
September 27, 2023