Oakley City Council
March 24, 2026

AGENDA

REGULAR JOINT MEETING OF THE OAKLEY CITY COUNCIL/OAKLEY CITY COUNCIL

ACTING AS THE SUCCESSOR AGENCY TO THE OAKLEY REDEVELOPMENT AGENCY

AND SPECIAL MEETING OF THE OAKLEY PUBLIC FINANCING AUTHORITY Tuesday, March 24, 2026
6:30 PM
Oakley City Council Chambers located at 3231 Main Street, Oakley, California 94561.

Unless stated otherwise on the agenda, every item on the agenda is exempt from CEQA Guidelines Sections 15060(c), 15061(b)(3), 15273, 15378, 15301, 15323 and/or Public Resources Code Section 21065.

MISSION STATEMENT: The City of Oakley will create a resilient future that fosters and attracts a vibrant and evolving community that welcomes and values all people.

VISION STATEMENT: The City of Oakley celebrates our unique Delta lifestyle and small-town feel where we Live in a safe, dynamic community, Work together to build the future, and Play in our own backyard.

Agendas are posted in Oakley at Oakley City Hall-3231 Main Street, outside the gym at Delta Vista Middle School-4901 Frank Hengel Way and outside the Library at Freedom High School-1050 Neroly Road. Agendas are also posted on the City's Internet Website www.oakleyca.gov.

A complete packet of information containing staff reports and exhibits related to each item is available for public review prior to an Oakley City Council and/or City Council Acting as the Successor Agency to the Oakley Redevelopment Agency/Oakley Public Financing Authority meeting at Oakley City Hall, 3231 Main Street, Oakley, CA 94561. Any writings or documents provided to a majority of the Oakley City Council, Oakley City Council Acting as the Successor Agency to the Oakley Redevelopment Agency or Oakley Public Financing Authority regarding any item on this agenda will be made available for public inspection, during regular business hours, in the Main Lobby of Oakley City Hall.

Agendas may be picked up at Oakley City Hall for no charge. To request information regarding placement on the City's agenda e-mail distribution list, please contact us at (925) 625-7000.

We provide social media options to stay connected to City Hall through Facebook, X, Next Door and Instagram.

If you require special accommodation, please call the City Clerk's office at (925) 625-7000 before the meeting or contact City staff at the meeting.

Please keep cell phones/electronic devices turned off during the meeting. Please be 1 1. OPENING MATTERS

1.1 Call to Order and Roll Call

1.2 Pledge of Allegiance to the Flag (Webelos, Pack 152, Oakley)

1.3 Certificate of Recognition to Medical Center for Birds (Dr. Brian Speer)

2. PUBLIC COMMENTS

3. COUNCILMEMBER COMMENTS

4. CONSENT CALENDAR

4.1 Approve Minutes from the Regular Meeting held March 10, 2026 (Kim Snodgrass, City Clerk)

4.2 Waive the second reading and adopt Ordinances 3-26 and 4-26 - Bridgehead Industrial Project (GPA 02-23, RZ 04-23, TM 10-23, DR 11-23, MSP 01-23, DA 2025-01) (Ken Strelo, Community Development Director)
advised that City Council meetings are video recorded and attendees may appear on video.

Information Regarding Public Comment
Members of the public may address the Council on items of interest that are within the City's jurisdiction. In compliance with State law, the council may not take action or have discussion on any item that is not specifically listed on the agenda. Public comment on items not listed on the agenda will be heard under the Public Comments section of the agenda. Public comments on items listed on the agenda will be heard as the Mayor calls the items. In compliance with State law, the Council may not take action on an item that is not specifically listed on the agenda. If you would like to speak on any agenda item, please fill out a public speaker card available in the lobby and submit it to the City Clerk seated in the Council Chamber prior to the agenda item being called. The Mayor will call you by name to the podium to hear your comment. PUBLIC COMMENTS ARE LIMITED TO THREE (3) MINUTES. Online public comments are accepted until 4 p.m. the day of the meeting and can be submitted at https://www.oakleyca.gov/publiccomment.

At this time, the public is permitted to address the Oakley City Council/Oakley City Council Acting as the Successor Agency to the Oakley Redevelopment Agency/Oakley Public Financing Authority on non-agendized items.

Consent Calendar items are typically non-controversial in nature and are considered for approval by the Oakley City Council/ Oakley City Council Acting as the Successor Agency to the Oakley Redevelopment Agency/Oakley Public Financing Authority with one single action. Members of the audience, Staff or the Oakley City Council/ Oakley City Council Acting as the Successor Agency to the Oakley Redevelopment Agency/Oakley Public Financing Authority who would like an item removed from the Consent Calendar for purposes of public input may request the Mayor remove the item. The public may request to remove an item(s) to provide input by completing a public speaker card and submitting it to the City Clerk prior to the item(s) being called by the Mayor.

Minutes
2 4.3 Consideration of a Resolution Establishing the Rate per Equivalent Runoff Unit for Fiscal Year (FY) 2025/26 and Requesting the Contra Costa County Flood Control and Water Conservation District to Adopt an Annual Parcel Assessment for Drainage Maintenance and the National Pollutant Discharge Elimination System Program (Billilee Saengchalern, Public Works Director/City Engineer)

4.4 Adopt a Resolution Adopting Updated Records Retention Schedules, Authorizing the Destruction of Certain City Records, and Rescinding Resolution No. 08-13 and Resolution No. 17-18 (Kim Snodgrass, City Clerk)

4.5 Adopt a Resolution Approving the Adoption of the Housing Element Annual Progress Report including the SB 341 Report (Evan Gorman, Associate Planner)

4.6 Adopt a Resolution Approving a Deferred Improvement Agreement with Kenneth and Evelyn Ferrante, Trustees of the Kenneth and Evelyn Ferrante 2014 Trust, for Frontage Improvements at 2540 Oakley Road (MS 22-976) (Billilee Saengchalern, Public Works Director/City Engineer)

4.7 Adopt a Resolution Approving the Municipal Pooling Authority Amended and Restated Joint Exercise of Powers Agreement Between the City of Oakley and Other Public Agency Members (Jeri Tejeda, Administrative Services Director)

4.8 Adopt Resolutions Amending the Consulting Services Contract with KOA Hills to Add Report Writing Services (Jeri Tejeda, Administrative Services Bridgehead Industrial Planned Unit Development (Final March 2026) Ordinance 3-26
Ordinance 4-26
Staff Report

1. Resolution

2. Draft FY 2026/27 Budget
Staff Report

1. Proposed Resolution

2. Draft Records Retention Schedules
Staff Report

1. Housing Element Annual Progress Report with SB 341 Report as an Attachment (Reporting Year 2025)

2. Proposed Resolution
Staff Report

1. Resolution

2. Deferred Improvement Agreement
Staff Report

1. Resolution

2. Municipal Pooling Authority Amended and Restated Joint Exercise of Powers Agreement-Redlined

3. Municipal Pooling Authority Amended and Restated Joint Exercise of Powers Agreement
3 Director)

4.9 Adopt a Resolution to Approve the First Amendment to the Reimbursement Agreement with Ironhouse Sanitary District related to East Cypress Road Sanitary Sewer Improvements associated with CIP 247, 310, and 302 and Authorize the City Manager to execute the agreement (Billilee Saengchalern, Public Works Director/City Engineer)

5. PUBLIC HEARINGS

6. REGULAR CALENDAR

6.1 Waive the First Reading and Introduce An Ordinance Amending Section

1.5.209 and 1.5.210 of the Oakley Municipal Code Concerning Requests for Administrative Hearings Challenging Citations (Conrad Fromme, Chief Building Official)

7. REPORTS

7.1 City Manager
(a) City Manager
(b) PD Update (Paul Beard, Policy Chief)
(c) City Council Salaries (Derek Cole, City Attorney)

7.2 Oakley City Council / Oakley City Council Acting as the Successor Agency to the Oakley Redevelopment Agency
(a) Reports from Council Liaisons to Regional Committees, Commissions and Boards AND Oakley City Council/Oakley City Council Acting as the Successor Agency to the Oakley Redevelopment Agency (b) Requests for Future Agendas

8. WORK SESSION

8.1 5801 Bridgehead Road Preliminary General Plan Amendment (PA 2026-001) (Evan Gorman, Associate Planner)
Staff Report

1. Resolution

2. Original Koa Hills Contract

3. Amendment to Koa Hills Contract
Staff Report

1. Resolution

2. First Amendment to the Reimbursement Agreement
Staff report

1. Proposed Ordinance
(c) Staff Report
Staff Report

1. Vicinity Map
4 9. CLOSED SESSIONS

10. ADJOURN

2. Notice of Work Session

3. Uses Permitted in the LI (Light Industrial) District

4. Uses Permitted in C (General Commercial) District

5. Existing and Proposed Land Use Designations
5 MINUTES OF THE REGULAR JOINT MEETING OF THE OAKLEY CITY

COUNCIL/OAKLEY CITY COUNCIL ACTING AS THE SUCCESSOR AGENCY TO THE

OAKLEY REDEVELOPMENT AGENCY/OAKLEY PUBLIC FINANCING AUTHORITY HELD MARCH 10, 2026

1. OPENING MATTERS

1.1 Call to Order and Roll Call
The meeting was called to order at 6:30pm.

Councilmember Fuller, Councilmember Shaw, Councilmember Williams, Vice Mayor Meadows, and Mayor Henderson were present.

1.2 Pledge of Allegiance to the Flag
Lekzi Collotzi and Karolina Rafael led the Pledge of Allegiance to the Flag.

1.3 Proclamation Recognizing March as National Red Cross Month (Mike and Karen Lance)
The proclamation was read by the City Clerk and presented by Mayor Henderson to Mike and Karen Lance.

Mike Lance thanked council for the proclamation and shared current Red Cross statistical data.

1.4 Contra Costa Mosquito & Vector Control District to Update (Michael Krieg) An update regarding the Contra Costa Mosquito & Vector Control District was provided by Michael Krieg.

2. PUBLIC COMMENTS
Public comments were provided by Bud Chaddock and Sharon Kuykendall.

Online public comments were received by the following individuals and will be entered into the record: A resident who did not state their name

3. COUNCILMEMBER COMMENTS
Councilmember Fuller and Councilmember Williams provided comments. 6 4. CONSENT CALENDAR

4.1 Approve Minutes from the Regular Meeting held February 24, 2026 (Kim Snodgrass, City Clerk)

4.2 Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with PCD Inc. for the Design, Installation and Support of a New Council Chambers Audio Visual System (Rob Barker, IT Manager)

4.3 Adopt a Resolution Approving the Agreement with AU ENERGY, LLC for “Agreement of Property Owner for Provision of Landscaping in the Public Right of Way” pursuant to Conditions of Approval in Resolution No. 76-21 for Emerson Ranch Commercial and Authorizing the City Manager to Execute the Agreement (Billilee Saengchalern, Public Works Director/City Engineer)

4.4 Adopt a Resolution Approving the Agreement with AU ENERGY, LLC (APN 037-192-038) for “Stormwater Management Facility Operations and Maintenance Agreement and Right of Entry” for DR 04-21 Emerson Ranch Commercial Project Located at 910 & 920 Cypress Road and Authorizing the City Manager to Execute the Agreement (Billilee Saengchalern, Public Works Director/City Engineer)

4.5 Approval of the Special Event Beverage Concessions Non-Profit Selection (Troy Faulk, Recreation Manager)
Councilmember Fuller pulled item 4.1 and 4.2.

It was moved by Councilmember Shaw and seconded by Vice Mayor Meadows to approve the remainder of the Consent Calendar. AYES: Fuller, Henderson, Meadows, Shaw, Williams NOES: None RESULT: Motion carried (5-0)
Item 4.1
Councilmember Fuller mentioned he will vote no.

It was moved by Vice Mayor Meadows and seconded by Councilmember Williams to approve item 4.1. AYES: Henderson, Meadows, Shaw, Williams NOES: Fuller RESULT:

Motion carried (4-1)
Item 4.2
Councilmember Fuller asked a clarifying question; Mr. McMurray responded.

It was moved by Councilmember Fuller and seconded by Councilmember Williams to adopt the resolution authorizing the City Manager to execute a Professional Services Agreement with PCD Inc. AYES: Fuller, Henderson, Meadows, Shaw, Williams NOES:

None RESULT: Motion carried (5-0)
7 5. PUBLIC HEARINGS

5.1 Bridgehead Industrial Project (GPA 02-23, RZ 04-23, TM 10-23, DR 11-23, MSP 01-23, DA 2025-01) – Waive the First Readings and Introduce Two Ordinances and Adopt Three Resolutions Regarding an Application Requesting Approval of a General Plan Amendment, Rezone, Tentative Map, Design Review, Master Sign Program, and Development Agreement, including Certification of an Environmental Impact Report (Ken Strelo, Community Development Director)
Community Development Director Ken Strelo presented the report.

Councilmembers Shaw, Williams, and Fuller, and Vice Mayor Meadows provided questions; Community Development Director Ken Strelo, Rod Stinson (Raney Planning & Management), City Attorney Derek Cole and City Manager Joshua McMurray provided responses.

Mayor Henderson opened the Public Hearing.

Note: Councilmember Fuller stepped away from the dais at 10:14p.m. and returned at 10:21p.m.

Public comments were provided by David Bonson, Tracey Boyum, Ben Sipe, Colleen Masadas, Dawne Scafire, Christopher Long, Joey, Kevin Sumner, Cindy Alvarenga, Herlindo Alfaro, Chris Palomo, Alejandro Martinez, Victor De Latorre, Ruben Galvan, John Humphries, Joel Toscano, Daniel Garcia, Tranquilino Curiel, Rich Ladeira, Nathan Teixeira, Rick Solis, Robert Fierros, Ramon Amaral, EJ Cire, River Orellana, Gina Varni, Greg Garcia, Alan Kemp, Sarah Hadox, Debra Sidrian, Dennis Hunt, Sharon Kuykendall, Jaime Spohn, Jasper Willowbrook, Bud Chaddock, Tayler, Jason Lester, Brad Nix, Alyssa Thomas, Francisco Nunez, Joe Kovalick, Adam Sterud, Holly Bishop, Mattherw Beeston, Randy Sullivan, Carmen Aguilar, Yelena I. Rasco, Stephany Salgado, Jermaine Dowdell, Cameron W. Curran, Eric Haynes, Renae M.

Public comments were received by the following individuals and will be entered into the record: Dev Mhaiskar, Swati Mhaiskar, Shawn Fisher, Joseph Canada Jr., Laura Cunha, Darli Teichera-Ebuen, Ben Weise, RJ Rivasplata, Jeff Kariton, Angela Shenk, Amee Ochoa-Bonson, Dominique Martinez, Jaana Hansen, Barbara Frangie, Kelly Marvin, Elianna, Ilyass Abbad, Glenn Gehlke, Hope Grimes, Kevin Armonio, Diablo Water District, Sierra Club, David Kramer, Michael Lozeau, Sue Higgins, Brandon Barnes, Justin Shenk, Gabrielle Grass, Illya Blazhiyevskiy, Julianne Austria-Armonio, Liz, Reyna Ambrose, Anna Pangilinan, Nelly Nash, Tai Wiker, Alexandria Diaz, Karen Groom, Jose Pio, Dianna Petterle, Kyle Dayanghirang, Esmeralda Dreier, Jay Andrew Paolo Friend, Antonio S Babauta Jr., Savioso Ramirez, Clinton Parra, Lisa Tramonte, Ruben Esqueda, Anthony Gayfield, Jorge Gonzalez, Diego Ramirez, Brennan Rodriguez, Pamela Selzer, Daniel Collins, Priscilla Wiley, Jace Wilson, Joe Baltzley, Eric Squires, Ava Squires, Kelsey Squires, Erica Squires, Wyatt Squires, Marlon Hurtado, Juan Garcia, Samantha Lipisco, S. Gutierrez.
8 David Babcock (David Babcock & Associates) presented an overview of the project.

Jason Bennett (JB2 Partners) provided additional details of the project and formally requested the removal of Data Center from the application in its entirety.

Councilmember Williams provided questions; Mr. Strelo responded.

At 11:00pm, a motion was introduced to extend the meeting. City Attorney Derek Cole requested clarification regarding the time extension.

It was moved by Councilmember Shaw and seconded by Vice Mayor Meadows to extend the meeting until 12:00AM. AYES: Fuller, Henderson, Meadows, Shaw, Williams NOES:

None RESULT: Motion carried (5-0)
Councilmember Williams, and Shaw, and Vice Mayor Meadows posed additional questions; responses were provided by Mr. Babcock and Mr. Strelo.

Mayor Henderson closed the Public Hearing.

Comments were provided by Councilmembers Shaw, Williams, and Fuller and Vice Mayor Meadows.

Note: Councilmember Shaw stepped away from the dais at 11:24 p.m. and returned at 11:26 p.m.

City Attorney Derek Cole advised Councilmember Fuller to focus on the specific item under discussion.

Councilmember Williams provided additional comments; Rod Stinson (Raney Planning & Management) and Mr. Strelo addressed the comments.

Mayor Henderson provided comments.

City Attorney Derek Cole provided a point of clarification for any potential motion.

It was moved by Vice Mayor Meadows and seconded by Councilmember Williams to approve the Bridgehead Industrial Project with two revisions 1) removing Data Center from the rezone ordinance as a permitted use and, 2) incorporating the staff recommended condition into the resolution for the Tentative Map, Design Review, and Master Sign Program. AYES: Henderson, Meadows, Shaw, Williams NOES: Fuller ABSENT: None RESULT: Motion Carried (4-1)
Mayor Henderson called for a five-minute recess.

6. REGULAR CALENDAR
None
9 It was moved by Councilmember Williams and seconded by Vice Mayor Meadows to continue the meeting until all agenda items have been considered. AYES: Henderson, Meadows, Shaw, Williams NOES: Fuller RESULT: Motion Carried (4-1)

7. REPORTS

7.1 City Manager
(a) City Manager
(b) Business License Update
City Manager Joshua McMurray stated he had nothing to report at this time.

7.2 Oakley City Council / Oakley City Council Acting as the Successor Agency to the Oakley Redevelopment Agency
(a) Reports from Council Liaisons to Regional Committees, Commissions and Boards AND Oakley City Council/Oakley City Council Acting as the Successor Agency to the Oakley Redevelopment Agency
Councilmember Williams reported she attended a Tri Delta Transit meeting, a BART Board meeting and the Mayor’s Conference. She also mentioned she was asked to be a Governor’s appointee to a board and commission.

Vice Mayor Meadows reported he attended an MCE Board meeting and a Contra Costa Transportation Authority (CCTA) meeting.

Councilmember Shaw reported she attended a Tri Delta Transit meeting, the Recreation team award luncheon, and the Cal Cities East Bay Division Legislative Dinner. She also attended the Choice in Aging Crab Feed, the Library Community meeting and a meet and greet with Senator Cabaldon. She mentioned she spoke at the Girls Empowerment event, attended the Network of Care Crab feed, and East County All Stars Opening Day.

Mayor Henderson reported he attended the Mayors’ conference, and Oakley’s Got Talent.
(b) Requests for Future Agendas
Councilmember Williams requested an item regarding Data Centers. Councilmember Shaw supported it.

8. WORK SESSIONS
None

9. CLOSED SESSION
None
10 10. ADJOURN
There being no further business, the meeting was adjourned at 12:05 AM on Wednesday March 11, 2026
Respectfully submitted,
Kim Snodgrass
City Clerk
11 BRIDGEHEAD

INDUSTRIAL
PREPARED FOR:

PLANNED UNIT

DEVELOPMENT
Final
March 2026
12 PREPARED BY:

DB A

DAVID BABCOCK ASSOCIATES

ARCHITECTURE LANDSCAPE PLANNING

BRIDGEHEAD INDUSTRIAL

PLANNED UNIT

DEVELOPMENT
Final
March 2026
13 BRIDGEHEAD INDUSTRIAL

PLANNED UNIT DEVELOPMENT
1 2. PURPOSE AND SCOPE
The purpose of the Bridgehead Industrial Planned Unit
Development (PUD) is to provide development standards,
design guidelines, and implementation details for the
development of the project. The PUD allows for flexibility to respond to both the current and future real estate market and development trends. The PUD includes descriptions and exhibits to define and illustrate the following components:
• Conceptual Site/Building Architecture
• Preliminary Landscape Concept
• Lighting
• Fencing
• Signage
• Street Circulation
• Pedestrian Circulation
• Public Transportation
• Utilities
• PUD Administration

1. PROJECT LOCATION
The property consists of approximately 164-acres located on the northwest portion of the City of Oakley, adjacent to State Route (SR) 160, and bordered by Bridgehead Road to the
west, Big Break Road to the east, open space to the north, and Main Street to the south. The BNSF railroad corridor bisects the site, creating two distinct development areas, 87.6-acres to the north, and 76.4 to the south, see Figure 1.

BIG BREAK ROAD

BRIDGEHEAD ROAD
B.N.S.F. RAILWAY

VINTAGE PKWY

MAIN STREET

NORTH DEVELOPMENT AREA

SOUTH DEVELOPMENT AREA

BIG BREAK
MARINA
OPEN
SPACE

CONTRA COSTA

LOGISTICS CENTER

WILBUR AVENUE / HWY
160 INTERCHANGE

MAIN STREET

INTERCHANGE

INDUSTRIAL WAY

WILBUR AVENUE
160

TO BRENTWOOD /

ANTIOCH

TO RIO VISTA
Figure 1, Project Location
14 BRIDGEHEAD INDUSTRIAL PUD
2 3. EXISTING CONDITIONS
Both the North Development Area and South Development
Area are actively used for agriculture as vineyards with aging vines and declining production. An existing home and outbuildings are located in the middle of the site with access off Big Break Road, see Figure 1. The site is relatively flat and slopes from the southwest at approximately elevation 35 at Main Street and Bridgehead Road to the northeast at Big Break Road near the marina at approximately elevation 14.

A storm drainage easement bisects the property from the south and extends to the northern mid-portion of the site, see Figure 2.

Trees are located throughout the site, with higher
concentrations located along the street frontages of Main Street and Big Break Road. Most of the existing on-site trees will need to be removed. Additional information related to the health and condition of the on-site trees is provided in the EIR and arborist report.

View of South Development Area at Bridgehead
View of North Development Area looking South
on Big Break Road
View of South Development Area looking North
View of North Development Area looking North
on Big Break Road
Surrounding land uses include the Contra Costa Logistics Center to the west, open space and the Big Break Marina to the north, existing California Beacon single family residential neighborhood to the east, and existing commercial,
residential and industrial south of Main Street, see Figure 3.

Access to Bridgehead Industrial would be from Highway 4 to Highway 160 which includes two on/off ramps, one at Main Street and the other at Wilbur Avenue. Access from the Main Street freeway interchange will provide vehicle and truck traffic access to the South Development Area from Main
Street and Bridgehead Road. Passenger vehicles would be allowed to access the North Development Area from Main
Street via Big Break Road where no truck and trailer access is allowed, and at any other access point. From Highway 160 at the Wilbur Avenue exit, both vehicles and truck and trailers would access the North Development Area via a proposed
easement through the recently constructed Contra Costa
Logistics Center to D Street. D Street will be extended east though the North Development Area to provide both vehicle and truck access to the buildings.
15 BRIDGEHEAD INDUSTRIAL PUD
3Figure 2, Existing Conditions

VINTAGE

PARKWAY

MAIN STREET

EXISTING PIPELINE EASEMENT
NOT A
PART

BRIDGEHEAD ROAD

BIG BREAK ROAD

NORTH DEVELOPMENT AREA

SOUTH DEVELOPMENT AREA

EXISTING PIPELINE EASEMENT

EXISTING HOUSE & OUT BUILDINGS

PROPOSED ACCESS TO D STREET

EXISTING STORMDRAIN EASEMENT BNSF RAILWAY

EXISTING STORMDRAIN EASEMENT

EXISTING NATURAL GAS METERING STATION
EXISTING TELECOM. EASEMENT

INDUSTRIAL WAY

WILBUR AVENUE
16 BRIDGEHEAD INDUSTRIAL PUD
4 Contra Costa
Logis�cs
Center
South Development Area
North Development Area

BRIDGEHEAD ROAD

BIG BREAK ROAD

BIG BREAK
MARINA

MAIN STREET

WILBER AVENUE
B.N.S.F. RAILWAY
OPEN
SPACE

VINTAGE PKWY

INDUSTRIAL WAY

WILBUR AVENUE
160
Figure 3, Vicinity Map
17 BRIDGEHEAD INDUSTRIAL PUD
5 5 . G E N E R A L P L A N

DESIGNATION
The PUD consists of a General Plan designation of Light Industrial (LI). The Light Industrial (LI) designation provides for limited fabrication, manufacturing, processing, packaging and assembling uses; wholesale, distribution, warehousing and storage uses; vehicle and machinery repair; research and development; industrial parks; public/semi-public uses and similar and compatible uses. Heavy industrial uses that emit significant amounts of smoke, noise, light and/or pollutants are not allowed.
4 . P R O J E C T D E S C R I P T I O N
The Project site is divided into two distinct development areas, the North Development Area and the South Development
Area, as described above with a total acreage of 164-acres.

Conceptual development envisions ten (10) industrial
buildings ranging from 117,000 SF to 936,000 SF, totaling approximately 3.1 million square feet (herein referred to as Project), see Figure 4. The overall Project Floor Area Ratio (FAR) is approximately 44%.

The conceptual development pattern envisions a variety of large and small-scale industrial buildings generally fronting the streets in the North Development Area and the South Development Area. Employee parking would be located
adjacent to the offices and would also front onto the main perimeter streets. Project construction will be completed in multiple phases, with project construction for the entire development anticipated to be completed within 6 to 10
years. Each future phase of site construction will include on-site improvements including the associated parking
areas, circulation, utilities, landscaping, and off-site street improvements as required by the City for development.

Projected Buildout Land Use Summary
Gross Acreage
164.0
164.0
Net Acreage % PUD(P-1) Sq Ft Project FAR
137.0 83.5% 3,100,000 43%

22.5 14%

2.8 1.7%

1.7 0.8%
164.0 100%
Gross Acres
Net Acres
Planned Unit Development (P-1)
Private Roads
Total GrossAcres
Zoning Districts & Utilities
Zoning Districts & Utilities
Planned Unit Development (P-1)
Total Acres
Landscape Area
Public Road Dedication
Table 1, Land Use Summary
18 BRIDGEHEAD INDUSTRIAL PUD
6 Figure 4, Conceptual Site Plan Source: HPA
19 BRIDGEHEAD INDUSTRIAL PUD
7 7. PERMITTED AND

CONDITIONALLY

PERMITTED USES
Table 2 includes the permitted and conditionally permitted land uses within the Project Area. To provide additional clarity to the uses in Table 2, Table 3 provides further definition of each use.

Note that accessory uses and temporary uses will be allowed as provided by the City of Oakley Zoning Ordinance, including temporary construction activities and on-site construction staging areas.
6 . Z O N I N G D I S T R I C T

DESIGNATION
The Project also consists of a single zoning district of Planned Unit Development (P-1). The purpose of the Planned United Development (P-1) is to provide designated areas for limited manufacturing and other light industrial uses within the City of Oakley, which are compatible with business parks and adjacent residential areas. Table 1 presents the approximate acres of the zoning district and building square footage that will be envisioned for total project build-out.

P-1 Zoning
Truck and Trailer Parking & Storage P
General Warehousing P
High-Cube Warehouse P
Cold Storage Warehouse P
Fulfillment Center P
Parcel Hub P
Automated Sorting Center P
Distribution and Logistics Facility P
Transload Facility P
General Manufacturing P
Office P
Industrial Battery Storage P
Truck Related Services
Land Use Types
Bridgehead Industrial Permitted/Conditionally Permitted Uses Industrial, Warehouse, & Distribution
20 BRIDGEHEAD INDUSTRIAL PUD
8 Land Uses Definition/Characteristics of Use
Truck and Trailer Yard Storage A commercial operation that would allow for the short-term and long-term parking of trucks and trailers, including trucks equipped with cleaner, emerging technologies.

General Warehousing Products stored on-site for more than a month.

High Cube Warehouse A high-cube warehouse is a building that typically has at least 200,000 gross square feet of floor area, has a ceiling height of 24 feet or more, and is used primarily for the storage and/or consolidation of manufacturing goods (and to a lesser extent, raw materials) prior to their distribution to retail locations or other warehouses. A typical high-cube warehouse has a high level of on-site automation and logistics management. The automation and logistics enable highly-efficient processing of goods through the highcube warehouse.

Cold Storage Warehouse Temperature controlled for frozen and perishable products, building construction includes substantial insulation in roof and foundation walls.

Fulfillment Center Storage and direct distribution of e-commerce product to end users, shipping of smaller packages and quantities, often includes multiple mezzanine levels for product storage and picking.

Parcel Hub Regional and local freight-forwarder facility, time sensitive shipments using air freight and ground. Site development may include truck maintenance, vehicle wash, and fueling facility.

Automated Sorting Center Consolidation and distribution of pallet loads (or larger) of manufacturers, wholesalers, or retailers. Short storage duration, high throughput, and merchandise movements is performed in part or in full by machines or robotics.

Distribution and Logistics Facility Storage facility where small shipments are combined into larger and more economical delivery trucks bound for similar destinations.

Transload Facility Consolidation and distribution of pallet loads (or larger) of manufacturers, wholesalers, or retailers. Short storage duration with high throughput and high efficiency.

General Manufacturing Uses tend to have moderate to high nuisance characteristics, such as noise, heat, glare, odor, and vibration, requiring segregation from other land uses, and/or may require extensive outside storage areas.

Industrial Battery Storage An industrial battery storage area would include a network of battery energy storage cells and sub-grade wiring. The battery energy storage may be utilized for on-site electricity or may connect to the existing grid.

Truck Related Services
Industrial, Warehouse, and Distribution
Table 3, Land Use Definitions
21 BRIDGEHEAD INDUSTRIAL PUD
9 8. PHASING
The Proposed Plan will be developed in phases based on
market demand. This demand will guide building size and site configuration at the time of development. In addition, each subsequent phase will expand upon the Initial Phase development of street network and utility systems to provide the necessary vehicle access and utility infrastructure systems needed to develop each individual area, see Figure 5.

The Initial Phase of the development will include construction of warehouse and distribution Building 6 located adjacent to Bridgehead Road. The Initial Phase will also include the necessary roadways, water, wastewater, recycled water,
storm drainage and detention basin improvements needed
to support development.

Figure 5, Phasing Plan
T
T

X X X X X X X X X X
X X
X
X X
X X

X X X X
X
X X
X

X X X X

X X X X X X X X X

BIG BREAK ROAD

BRIDGEHEAD ROAD

MAIN STREET
BLDG. 2
BLDG. 3
BLDG. 1 BLDG. 4
BLDG. 5 BLDG. 9
BLDG. 10
BLDG. 8
BLDG. 7
BLDG. 6

STREET D
B.N.S.F. RAILWAY

VINTAGE
PKWY

PHASE A

PHASE B

PHASE C PHASE D

PHASE E

INDUSTRIAL WAY

WILBUR AVENUE
22 BRIDGEHEAD INDUSTRIAL PUD
10 glass to wall ratio at the corners where there are typically building entrances. Generally, the entries to buildings are more architecturally detailed using recessed panel surfaces, material changes and design elements. Building corners will be extended at the office function of the buildings. Enhanced landscaping and planting islands at truck court entrances will also soften the view of the truck courts.

9. CONCEPTUAL SITE/

BUILDING ARCHITECTURE
The site design places the office functions of the buildings along Bridgehead Road, Main Street, and Big Break Road.

The building elevations along these street frontages feature additional architectural detailing to create a more visually interesting appearance. This includes office area offsets, added variation in articulation and colors, and a higher Figure 6, Conceptual Rendering Building 1
Figure 7, Conceptual Rendering Buildings 4 and 5
23 BRIDGEHEAD INDUSTRIAL PUD
11 design and detailing will vary from building to building and from the North Development Area to the South Development Area. However, each building will be designed to complement the adjacent buildings with similar design elements, detailing, colors, and materials. These include metal window mullions and entry canopies, glass, and tilt-up concrete panels to create visual continuity. The similarity in design elements and detailing will also complement the adjacent Contra Costa Logistics Center located just to the west of this project.

The PUD provides a framework for design and development to allow City staff to evaluate and approve future entitlement applications. These elements include the following:

The functional aspects of the warehouse such as large-scale dock doors, and simple (rectangular) shapes rely more on changes in parapet wall height, score lines, and change in paint color and similar design detailing. Figure 6 presents a view of the North Development Area looking west from Main Street, and Figure 7 shows the conceptual building design and view of the streetscape along Big Break Road at Buildings 4 and 5. Figures 8 and 9 show the conceptual design of
Buildings 7 and 10 as well as the preliminary streetscape landscape.

Conceptual architecture and building elevations have been provided to show an example of tilt-up concrete building architecture and design elements. Building architectural Figure 8, Conceptual Rendering Building 7
Figure 9, Conceptual Rendering Building 10
24 BRIDGEHEAD INDUSTRIAL PUD
12 A. SITE LAYOUT
Site design will be a key evaluation element in combination with the building architecture and landscape design that will create project design consistency. Views of loading docks and service doors shall be minimized from view from public street corridors where feasible with either landscaping and/ or berming. Building architecture and orienting the office function to face the street and corners will be important to create a strong streetscape presence.

I. Site Layout
• Office areas of industrial buildings should face and be accessible from the primary street frontage.
• Provide pedestrian connections between the street and the office function of the warehouse buildings.
• Site planning and parking lot design should consider
view corridors from the public streets to businesses
for the placement of signage, and scale and location of architectural features.
• Main vehicle access drives shall be oriented to provide visitors with a clear view of building entrances.
• Landscaping at project entries and driveway access
should be distinctive to include accent and color
planting to enhance the sense of entry.
• Signage and landscape should enhance the entries that serve the main building points of entry for the general public and differentiate from truck and service entries. • Service vehicle traffic should be separated from
employee and visitor circulation when feasible. A clear travel route should be provided between the street and
the building’s entrance.
• Provide for efficient vehicular circulation by creating landscaped drive aisles that divide employee and visitor parking fields from truck circulation routes.
• Provide vehicular parking in front of buildings and along street frontages that will assist with increased street presence.
• It is encouraged or desirable that multiple buildings are designed so that grade level doors and loading docks
oppose each other to minimize views of the dock doors
from the public streets where feasible.
• Automobile vehicle parking areas shall include planting islands within the parking field to achieve the 50%
shading as required by Cal Green.
• Include ample landscaping at entrances to truck courts to soften views of the loading docks, truck trailer
parking, and service dock doors from public streets.

Please see Figure 16, Conceptual Landscape Plan.

Orient Buildings so that Dock Doors Oppose Each Other
Where Feasible
Utilize Enhanced Landscaping at Entries
Design Office Areas to Face Street Frontage
25 BRIDGEHEAD INDUSTRIAL PUD
13 • Parking, when in front of buildings, shall include enhanced landscaping, berming, or a combination of
both.
• Where possible, provide separate entrances for
automobiles and trucks that are clearly marked to
promote safe site circulation.
• Parking areas for trucks and trailers shall be allowed to face public streets but should be softened from public
view by landscaping and/or berming.
• Sites that incorporate security guard shacks to control access shall also incorporate driveways/lanes with
adequate truck staging.

II. Bicycle/Pedestrian Circulation
• Provide clear, convenient pedestrian connections from the public streets, sidewalks, transit stops and trails to the business entries.
• Provide bike parking areas adjacent to building entries. • Provide clearly delineated crosswalks and pedestrian
pathways to distinguish them from vehicular drives.
• Provide ample lighting at bike and pedestrian pathways to improve safety.

III. Screening of Utilities and Trash Enclosures
• Where feasible, soften views of utilities with landscaping.

This includes but is not limited to, PG&E transformers, phone company boxes, fire department connections,
backflow preventers, water tanks, irrigation controllers and other above ground on-site utilities.
• Trash enclosures shall be designed with solid doors,
interior concrete curbs, and exterior materials and
colors compatible with the adjacent building design.
• All trash enclosures shall be sized to fit both trash and recycling containers that will be necessary to serve the users of the site.
• Trash enclosures shall be softened from view from all public rights-of-way by buildings or landscaping, with
openings oriented away from public view, but still be
accessible by the trash/recycling vehicles.
• Trash compactors located within truck courts may be
placed to grade-level ramps.

Design Trash Enclosure to be Compatible with Building
Design
Create Clearly Delineated Pedestrian Pathways
Soften Views of Trucking Parking with Landscaping
26 BRIDGEHEAD INDUSTRIAL PUD
14 IV. Parking and Landscape
• Create a clear visual entry to the project using welldesigned signage, entry walls, hardscape, paving or accent landscape elements.
• Large parking areas should include landscaped drive
aisles that divide parking fields to improve circulation and access to parking adjacent to buildings.
• Tree planting in parking areas should create shading
and soften the appearance of the parking lot. At least
50% of the paved area shall be shaded at tree maturity
per Cal Green.
• Provide a 12-inch-wide concrete curb step-out adjacent to landscape planter islands in the employee parking
area to limit damage to the landscape.

V. Walls and Fences
• Loading dock and truck court views will be softened by landscape planting and/or landscape berms of no less
than 3’ in height.
• Security gates should be constructed of the same
materials and detailing as the fencing for the project. • Fencing shall be limited to a maximum height of
8’ adjacent to the side setback area, it should be
constructed of chain link or similar materials.
• Gates for pedestrian and vehicular access to restricted areas that are visible from public areas (i.e., parking lots, drive aisles) shall be constructed of chain link or similar materials.

B. BUILDING ARCHITECTURE AND DESIGN DETAILING
Consistent use of architectural detailing will establish the project’s contemporary design theme through the use of
complementary architectural elements and use of similar materials and colors. The building construction will likely consist of concrete tilt-up for the warehouse and logistics buildings. Insulated Metal Panel or Non-Insulated Metal Panel (IMP/NIMP) construction maybe also be utilized in whole, or in conjunction with concrete tilt-up, see Figures 10-15.

Industrial building design guidelines are intended to provide direction for the development of well-designed warehouse structures that will meet the building design envisioned for the project. These guidelines are as follows:

Include Trees in Parking Areas to Meet CalGeen Shading
Requirements
Include Landscaped Drive Aisles to Divide Parking Areas Where Possible
27 BRIDGEHEAD INDUSTRIAL PUD
15 I. Building Architecture
• Building base materials should generally consist of
concrete tilt-up panels. Accent materials may consist
of, but not be limited to, tile, glass, stone, and metal. • All buildings should utilize a variety of colors and
materials that align with the general palette of the
project, or styles so that there is an aesthetic connection between all buildings on the site.
• Create visual interest on buildings with simple shapes through use of vertical and horizontal façade elements. • Include varying roof heights, stepped panels, awnings, windows, recessed entries, score lines, and a mix of
colors and materials.
• Utilitarian portions of buildings, such as vents, gutters, downspouts, flashing, electrical conduit, and other
wall-mounted utilities shall be painted to match the
color of the adjacent surface.
• Warehouse buildings over 150,000 square feet shall
articulate the long building elevations every 150’ to
add visual variety. Examples include adding score lines, varying parapet roof heights, adding color changes, and changes in materials.
• Building entries shall be designed with the human scale in mind by concentrating windows and enhanced colors
and materials at the office and visitor entries.
• Metal is discouraged as a building’s primary exterior material and if used should include additional detailing, decorative features, textural changes, or relief
techniques to break up large building faces and glass.
• Materials should include but are not limited to concrete block, tilt concrete panels, or other surface treatments to the office portions of structures from view at public streets shall be required.

Use Concrete Tilt-Up Panels as Base Material
Select a Variety of Colors and Materials for Visual Interest Concentrate Windows and Color Changes at Office Entries 28 BRIDGEHEAD INDUSTRIAL PUD
16 T T
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Figure 10, Conceptual North Development Area - Building 1 Archirecture Key Map
Source: HPA
29 BRIDGEHEAD INDUSTRIAL PUD
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Figure 11, Conceptual North Development Area - Building 4 Architecture Key Map
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30 BRIDGEHEAD INDUSTRIAL PUD
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Figure 12, Conceptual North Development Area - Colors and Materials, Buildings 1-5 Key Map
Source: HPA
31 BRIDGEHEAD INDUSTRIAL PUD
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Figure 13, Conceptual South Development Area - Building 10 Architecture Key Map
Source: HPA
32 BRIDGEHEAD INDUSTRIAL PUD
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Figure 14, Conceptual South Develoment Area - Building 7 Architecture Key Map
Source: HPA
33 BRIDGEHEAD INDUSTRIAL PUD
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Figure 15, Conceptual South Development Area - Colors and Materials, Buildings 7-10 Key Map
Source: HPA
34 BRIDGEHEAD INDUSTRIAL PUD
22 C. LANDSCAPE
The design of the landscape will include the use of native and climate adapted plant species, high-efficiency weatherbased irrigation systems, locally sourced and recycled materials where available, and the treatment of stormwater utilizing best management practices. Water use for
landscape irrigation is also in the forefront of current design practices and guidelines have been included to address
water conservation. This approach to the design will create a contemporary landscape that is attractive, yet resourceefficient and relatively low-maintenance.

The Preliminary Landscape Plan consists of a variety of trees, shrubs, and understory planting that will soften views of the truck parking and truck courts. A formal row of trees will be planted along the street frontages. Flowering ornamental trees at the driveway entries will denote access points to the Project and buildings. Behind the street right of way, informal groupings of trees and shrubs will be planted adjacent to the parking lots.

Landscaping within the development of both the North
Development Area and South Development Area will consist of planting areas at the ends of the buildings and at the perimeter of the parking areas. Planting islands at the office entries to each building will be planted with groupings of trees and large shrubs. Due to the use and space needed to maneuver trucks and trailers, trees and landscaping is not proposed within the truck courts, see Figure 16.

Landscape Guidelines provide a framework for achieving
the high-quality character envisioned for the project. The guidelines are not intended to limit design solutions, but rather to provide direction on design elements that achieve the desired aesthetic for the project. The landscape guidelines shall be as follows:

I. General Landscaping Guidelines
• Sites should be landscaped to optimize the aesthetic
appeal and comfort for employees and visitors.
• Large trees and shrubs should be used to minimize
visual dominance of the large architectural structures. • All portions of a site not devoted to buildings, structures, and parking should be landscaped, to the most extent
feasible.
• Landscapes should be designed to reach a reasonable
level of maturity within five years.
• Fast-growing trees spaced in groupings to create visual mass are encouraged.

Landscape All Areas of a Site Not Devoted to Structures Use Large Trees and Shrubs to Complement Building Scale Provide Landscape Setbacks for Visual Continuity
35 BRIDGEHEAD INDUSTRIAL PUD
23 Figure 16, Conceptual Landscape Plan See Figure 17 for Plant Palette Source: Yamasaki Not a Part
36 BRIDGEHEAD INDUSTRIAL PUD
24 Figure 17, Preliminary Plant Palette Source: Yamasaki 37 BRIDGEHEAD INDUSTRIAL PUD
25 • Landscape setbacks are required to be provided
between parking and road and property line setbacks to
provide visual relief from large expanses of hardscape. • Each owner is responsible for installing and maintaining the landscape within their properties, in accordance
with the City requirements.
• Simple plant palettes, such as rows and massings of
native and climate-adapted grasses and tree plantings
are encouraged.
• Building entries should feature accent landscaping,
shade trees, bold foliage accent planting in planters,
seating areas, and accent lighting.
• Landscape design elements will be organized and
purposeful throughout the project. Random placement
of shrub and tree locations should be avoided.
• Trees shall be installed at a minimum size of 24” box. • Parking lot planters with trees should be provided to achieve the 50% shading requirement per Cal Green
within 15 years.
• Trees may be clustered to define circulation routes,
frame site views, and reinforce edge planting. Large
scale, high branching shade trees should be used in all employee parking areas.
• Vegetated bioswales as required in parking lot areas to treat on-site stormwater and provide visual relief within the hardscape.
• No large landscape areas are to be landscaped with
a single species in order to promote biodiversity and
create visual texture.

II. Materials
• Refer to the Plant Palette provided on the suggested
plant materials, see Figure 17.
• Locally sourced, salvaged, and recycled content
materials in the landscape are encouraged.
• Species listed on the CAL-IPC list of invasive species shall not be used in the landscape.
• The use of turf is not allowed.

Enhance Building Entries with Accent Planting
Use Large, High Branching Shade Trees in Parking Areas
Plant in Rows and Massings for an Organized Design
38 BRIDGEHEAD INDUSTRIAL PUD
26 III. Sustainability
• The use of renewable energy in the landscape is
encouraged.
• Sustainable landscape practices employing the most
current technologies will be strongly encouraged.
• High-efficiency, weather-based irrigation systems
should be used.
• Landscape design and placement of trees should be
used to help provide summer shade on buildings,
parking spaces, drives and paths.
• Stormwater Best Management Practices, such as rain
gardens, bioswales and rainwater harvesting, should
be incorporated into the landscape to maximize on-site
infiltration of stormwater, to the extent possible.

IV. Site Furnishings
• Site furnishings should be high quality, durable and
vandalism resistant, and contemporary in design and
compatible with the overall building and landscape
design.

V. Landscape Irrigation
All landscaped areas will be permanently irrigated using an automatic underground irrigation system or bubbler
low flow systems to meet Model Water Efficient
Landscape Ordinance (MWELO) and Maximum Allowed
Water Allowance (MAWA) requirements.

Incorporate Bioswales to Maximize Stormwater Infiltration Utilize Trees to Provide Shade on Buildings and Parking Areas
39 BRIDGEHEAD INDUSTRIAL PUD
27 10. STREET LANDSCAPE
The Project also includes a generous street landscape
planting design within and along the public and private street frontages. This consists of a continuous tree and shrub planting from the back of sidewalk. The streetscape planting will consist of low to medium shrubs, perennials and grasses and tree plantings that will soften views of the parking lots and will also help to reduce the massing and scale of the building fronting the streets.

The plant list for the Project has been developed to
complement the theme for the Project while also responding to the landscape requirements for industrial development.

The landscape has been designed to include some seasonal change in both the tree and shrub planting palette and
includes both deciduous and evergreen plants to create a visually interesting appearance on a year-round basis. The following guidelines should be considered in the landscape design process:
• Use a consistent street tree theme for Main Street,
Bridgehead Road, Big Break Road, and “D” Street.
• Incorporate formal, structured landscape planting along the streetscape and create a more pedestrian-scale,
relaxed appearance to the interior of the Project.
• Provide large groupings of shrub massings and
understory planting to create a more visually interesting and cohesive landscape.
• Include drought tolerate species to provide for water conservation and reduce irrigation needs.
• Turf is not allowed as part of the landscape design.
• Interior lighting design should avoid conflicts with
tree planting and should be located to provide proper
illumination for safety purposes.
• Irrigation design should incorporate water efficient
equipment and hydro zoning of similar water use
plantings to conserve water.

Streetscape Example
Space Trees to Accomodate Street Lighting
40 BRIDGEHEAD INDUSTRIAL PUD
28 11. LIGHTING
The lighting for the Project will consist of an LED light fixture mounted on a 30-foot pole with a concrete base consistent with typical industrial development. A matching building mounted fixture will also be used within the truck courts and around the building to provide the necessary illumination for the site and improve overall security and safety for employees.

12. FENCING
Fencing for the project will consist of an open view black vinyl chain link fencing and gates where needed to provide security for the buildings and truck courts. The chain link fencing and gates will be 8 feet in height and will be installed flush with finish grade. Barbed and razor wire are not allowed without prior approval by Planning Director.

Typical Single-Head Parking Lot Lighting
Typical Black Vinyl Chain Link Fencing
41 BRIDGEHEAD INDUSTRIAL PUD
29 1 3 . D E V E L O P M E N T

S T A N D A R D S
The following presents the development standards for
the project which sets forth the building heights, building setbacks, parking setbacks, required parking ratio, and building FAR, see Table 4.

Development Standards
PUD (P-1)
Building Coverage & Height
Maximum Floor Area Ratio (FAR) 67%
Maximum Site Coverage 50%
Minimum Landscape Area of Individual Parcel 10%
Minimum Lot Area (square feet) 7,500
Lot Width N/A
Lot Depth N/A
Building Height 60'
Maximum Freestanding Light Pole Height 30'
Building & Parking Setbacks
Front Setbacks
Building 10'
Parking 10'
Side Yard Setbacks
Building & Parking Street Frontage 10'
Buiding & Parking Non Street Frontage 10'
Building to Parking 5'
Parking to Interior Property Line 0'
Rear Yard Setbacks
Building 0'
Parking/Landscape 10'
Parking Requirements
Office Uses 1:250 sf
Warehouse Uses 1:2,500 sf
Table 4, Development Standards
1 4 . O F F - S T R E E T P A R K I N G
The off-street parking requirements as outlined in Table 4 shall apply to Bridgehead Industrial PUD. Land uses not identified in the table will default to the City Oakley Zoning Ordinance for parking requirements.
42 BRIDGEHEAD INDUSTRIAL PUD
30 15. SIGNAGE
Signage for the Project will build upon the character and design intent established by the building architecture. The signage design standards contained in this PUD have been developed to create project branding, a sense of entry to the project, and identify individual building tenants, see Figure

18. Monument signage at the vehicle driveway entries
provides individual building signage to tenants and assist with wayfinding and on-site circulation. Signage for the Project will consist of four types:
• Project entry signage
• Monument signage
• On-site directional and wayfinding signage
• Building mounted and address signage
T
T

X X X X X X X X X X
X X
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X X

X X X X
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X X X X X X X X X
Legend
Project Entry Sign
Monument Sign

BIG BREAK ROAD

BRIDGEHEAD ROAD

MAIN STREET
BLDG. 2
BLDG. 3
BLDG. 1 BLDG. 4
BLDG. 5
BLDG. 8

STREET D
B.N.S.F. RAILWAY

VINTAGE
PKWY
BLDG. 9
BLDG. 10
BLDG. 7
BLDG. 6

INDUSTRIAL WAY

WILBUR AVENUE
Figure 18, Conceptual Signage Location Plan
43 BRIDGEHEAD INDUSTRIAL PUD
31 Project Entry Signage Standards
• Height: 11’
• Wall length: 21’
• Signage area: 90 sf single sign face only
• Number of signs: 3 as noted, see Figure 18 .
• No tenant information allowed.
• Monument signs shall not obstruct vehicular
sight lines, as set forth in the Oakley Standard
Plan Detail X-04.

Note: Signage area consists of the area depicted
as the white background only and does not
include the surrounding sign design elements.

A. PROJECT ENTRY SIGNAGE
Project entry signage inspired by the Antioch Bridge
will delineate the main project boundary from
Main Street and Big Break Road, see Figure 19. The
entry signage corners will feature a more horizontal
appearance with a 11’ high vertical element located
adjacent to the street right of way, a white aluminum
composite metal panel (ACM) as the background
and may include illuminated lettering and/or
external illumination. The project entry signage will
utilize similar materials and colors as the building
architecture design.

The signage will be highlighted with landscaping
consisting of colored accent planting with varying
textures and heights to create a visual layering
appearance. A backdrop of trees will anchor the
signage and provide another layer of color and
texture. A majority of the plant palette will be
evergreen species to provide a year-round landscape
appearance for the signage feature.

Figure 19, Project Entry Signage
Bridgehead
Industrial
Oakley
Signage
Area
18’-0”
11’-0”
7’-0”
2’-0”
21’-0”
3’-0”
44 BRIDGEHEAD INDUSTRIAL PUD
32 TENANT TENANT
1001
&
1003
Signage Area
(2 Sides)

TENANT TENANT
8’-0”
7’-0”
5’-0”
2’-0”
3’-0”
11’-0
Monument Signage Standards
• Height: 7’
• Wall length: 11’
• Signage area: 24 sf for each sign face, signage
is double sided.
• Number of signs: 9 as depicted and
conceptual located, see Figure 18.
• Monument signs shall not obstruct vehicular
sight lines, as set forth in the Oakley Standard
Plan Detail X-04.
• Single building tenants will be allowed to
use the entire monument signage area.
• Multi-tenant building’s signage shall be
divided by the total number of businesses in
the building.
• Logo elements are allowed on signage
panels when the height of the signage panel
is 1’-6” or greater only.

Note: Signage area consists of the area depicted as
the white background only and does not include the
surrounding sign design elements.

B. MONUMENT SIGNAGE
Monument signage will signify entries to individual
buildings from Main Street, Bridgehead Road,
Big Break Road, and Road “D”. Monument signs
will assist with wayfinding and will denote the
vehicle entry points to individual businesses. The
signage will consist of a 7’ high vertical element
located perpendicular towards the building, a
white aluminum composite panel (ACM) as the
background, and a vertical wall which will include
the street address. The monument signage will
utilize similar materials and colors as in the project
entry signage, see Figure 20. Monument signage
placement shall not obstruct vehicular sight line
triangle, as set forth in the City of Oakley Standard
Plan X-04.

Monument signage will be enhanced with accent
planting including columnar trees as a backdrop and
low accent color accent evergreen and ornamental
grasses in the foreground.

Figure 20, Monument Signage
45 BRIDGEHEAD INDUSTRIAL PUD
33 C. WAYFINDING/DIRECTIONAL SIGNAGE
Wayfinding/directional signs will assist visitors with
on-site wayfinding, denote the location of business
entries, assist with on-site truck and vehicle
circulation, and are to be located throughout the
project, see Figure 21.

TENANT
TENANT
TENANT
TENANT
Signage Area
(2 Sides)
Figure 21, Directional Signage
Wayfinding/Directional Signage Standards
• Height:6’
• Length: 3’
• Signage area: 9 sf for each sign face
• Signs may be single or double faced depending
on the sign’s location.
• Directional signs will be located at a minimum of
10 feet from the public right of way or property
line within the landscape planting areas or
hardscape areas.
• Directional signs will generally be located at
interior driveways and intersections to assist
customers with wayfinding to each business
within the Project.
46 BRIDGEHEAD INDUSTRIAL PUD
34 D. BUILDING SIGNAGE
Building signage will be designed and permitted in
accordance with the requirements of the Oakley
Municipal Code, see Figures 22 and 23.

Figure 22, Building Tenant Wall Signage Source: HPA
Conceptual Placement
of Wall Sign
Conceptual Placement of
Address Sign per Fire
Department Requirements
47 BRIDGEHEAD INDUSTRIAL PUD
35 Source: HPA
Op�on A - Signage Above Entry on Building 80% Architectural Element Max Width Op�on A - Signage Above Entry on Building 80% Architectural Element Max Width Op�on B Mul�-Tenant - Signage on Building (One Loca�on Only)80% Architectural Element Max Width Op�on B Mul�-Tenant - Signage on Building (One Loca�on Only)80% Architectural Element Max Width Figure 23, Building Wall Signage Locations
48 BRIDGEHEAD INDUSTRIAL PUD
36 The proposed development on main street includes: resstriping for 16’ median, one (1) 14’ travel, two (2) 12’ travel lane, one (1) 8’ bikeway, curb, gutter, 8’ bio retention basin to treat half the roadway, a 6’ sidewalk detached sidewalk, and 8’ landscape strip. See Figures 29 and 30. There is no provision for a PUE or other easements outside the proposed right of way. Both autos and large trucks will be allowed to access the South Development Area from Main Street.

Bridgehead Road
Bridgehead Road will maintain the existing 2-lane
configuration along the project frontage. A 16’ gravel
shoulder, a 6’ sidewalk and approximately 40’ of landscape will be improved along the eastern side of the street, see Figure 31. Two easements exist on eastern street frontage which may limit the planting of trees within the proposed landscape area.

Private Internal Circulation
Internal circulation to the project will extend from the various public streets as described above and will provide vehicle and truck access to the various warehouse buildings. Private internal circulation and associated cross access easements will include two travel lanes with a width of 40 feet curb to curb, where trucks will be circulating.

16. TRAFFIC CIRCULATION
The main access to the project will be from Highway 160 at both the Main Street and Wilbur Avenue on and off-ramps.

Access to the North Development Area will be from Big Break Road and D Street. The South Development Area will have access from Main Street and Bridgehead Road, see Figure

24. Below is a description of the vehicle access routes and a description of the proposed street improvements for
development, see Figure 25.

North Development Area
The North Development Area will include access from both Big Break Road and D Street. Access from Big Break Road will be limited to autos and small delivery vans and box trucks only. Large trucks (i.e. trucks with 53’ trailer) would only access the North Development Area from Wilber Avenue
through the Contra Costa Logistics development on Industrial Way and “D” street. Driveway entries from D Street will provide access to the warehouse buildings and parking areas.

South Development Area
The South Development Area will allow both vehicle and
large trucks (i.e. trucks with 53’ trailers) access from both Main Street and Bridgehead Road at driveway entries to
access warehouse development.

D Street
D Street will provide internal circulation to the project and will extend from Contra Costa Logistics to provide vehicle and truck access to the northern development area buildings 1 through 5. The private street (continuation of D Street) will include two travel lanes and a center dual turning lane with a width of 40 feet curb to curb, see Figure 26.

Big Break Road
The eastern boundary of the Project south of Vintage
Parkway will be improved to include adding curb and gutter, a 6-foot sidewalk, and 12’ landscaping, see Figures 27 and

28. North of Vintage Parkway will be improved to include 18-feet to accommodate Class 1 Big Break Regional Trail. In addition, Big Break Road right of way will be increased by one foot (1’) to provide for 68’ of right of way. Only autos, delivery vans, and small box truck access will be allowed.

Signage will be posted to restrict large trucks from Main Street.

Main Street
The eastern portion of Main Street will maintain the existing 4-lane configuration with a stripped middle lane for right/left turning movements. Main Street in the future will become a 6-lane roadway, with 8’ bike lane on both sides and future 16’ median, resulting in an ultimate condition 152’ ROW.

The project is proposing to develop the half-street section, provide 76’ from centerline to the ultimate Right of Way. This results in a dedication of 18’ for the City, along Main Street. 49 BRIDGEHEAD INDUSTRIAL PUD
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MAIN STREET
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VINTAGE
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WILBUR AVENUE

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Figure 24, Traffic Circulation Plan
50 BRIDGEHEAD INDUSTRIAL PUD
38 Figure 25, Street Section Locations
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WILBUR AVENUE
51 BRIDGEHEAD INDUSTRIAL PUD
39 Figure 26, Section A-A Street D
3’
Bioretention P.A.E. Bioretention Walk
14’
Landscape

10.5’ 40’ 10’ 6.5’ 11’ 5’
Landscape
Bldg.

Landscape
Trailer
Parking
D Street
Figure 27, Section B-B Big Break Road

5.2’
Bioretention (E) S/W
Big Break Road
Travel Lane Travel Lane Bike
Lane Bike
Lane

9.5’ 6’
Landscape

9.3’

36.5’
68’ R/W
8’ 12’ 12’ 7’ 5’ 5.5’
S/W
6’ 6’
Landscape Landscape (E) Landscape
Fence

R/W R/W
Bldg.
52 BRIDGEHEAD INDUSTRIAL PUD
40 Figure 28, Section C-C Big Break Road
Figure 29, Section D-D Main Street
Big Break Road
7’
Parking Drive Aisle
19’ 26’
Bioretention
8’ 13’
24’
68’ R/W

7.5’
Trail
18’
Travel Lane
12’
Travel Lane Shoulder
12’ 22.5’
Landscape Landscape Landscape

R/W R/W
Bldg.

Fence
Landscape Landscape
13’-20’
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Lane Striped Median / Shared Left Turn Lane

6.5’ 12’ 12’ 16’ 14’ 12’
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Landscape
Bioretention
Travel Lane
14’
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8’

S/W S/W
6’ 4’
Bldg.

Soundwall

R/W R/W
135’ R/W
Main Street
53 BRIDGEHEAD INDUSTRIAL PUD
41 Landscape Landscape
Landscape
Striped Median / Shared Left Turn Lane Bioretention
Bioretention
12’ 14’ 16’ 14’ 12’ 4’ 10’
Travel Lane
12’
Travel Lane Travel Lane Travel Lane
13’
Travel Lane Travel Lane Landscape
6’ 4’ 6.5’

S/W S/W
6’ 14’ 8’
Trailer
Parking
Fence

R/W R/W
137’ R/W
Main Street
Bike
Lane
6’

6.5’
16’ 16.5’ 8.5’
60’R/W 41’
(E) Roadway Gravel Shoulder Easement Easement
Shoulder
S/W
P.A.E.
27’

R/W R/W
Bldg.

Big Break Road
Figure 30, Section E-E Main Street
Figure 31, Section F-F Bridgehead Road
54 BRIDGEHEAD INDUSTRIAL PUD
42 1 8 . P U B L I C

TRANSPORTATION
Tri Delta Transit provides transit services within Oakley, Antioch, Pittsburg, and Brentwood. The main bus routes
utilize the Main Street corridor and provide bus services to the site and within the City and also connect with the Antioch BART station. Two bus stops are located along the Main
Street project frontage, one on the north side near Big Break Road, and a second on the south side of Main Street near Bridgehead Road.

19. UTILITIES
The proposed Project would connect to existing City
infrastructure to provide water, sewer, and storm drainage utilities.

The Project would be served by the following existing utility service providers:

1. Water: Diablo Water District (DWD)

2. Wastewater collection and treatment: Ironhouse
Sanitary District (ISD)

3. Stormwater collection: City of Oakley

4. Gas and electricity: Pacific Gas and Electric Company (PG & E)
1 7 . P E D E S T R I A N

CIRCULATION
The project will include a pedestrian network of separated sidewalks along Main Street, Bridgehead Road, Big Break Road, and D Street, see Figure 31. Pedestrian pathways from each building will connect with the street sidewalks and will provide connectivity with the adjacent buildings, commercial retail south of Main Street, and residential neighborhoods to the south and east, as well as the Contra Costa Logistics project to the west.

The northern edge of the project abutting the open space will include a multi-use trail that will connect to the trail improved as part of the Contra Costa Logistics Center to the west and extend along the northern property line, see Figure 32. The regional trail will connect to the existing Big Bend Regional trail located just north of the existing residential area to the east of the project.

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Regional Trail

BIG BREAK ROAD

BRIDGEHEAD ROAD

MAIN STREET
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BLDG. 8

STREET D
B.N.S.F. RAILWAY

VINTAGE
PKWY
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BLDG. 6
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INDUSTRIAL WAY

WILBUR AVENUE
Figure 32, Pedestrian Plan
55 BRIDGEHEAD INDUSTRIAL PUD
43 The project will release sewer flows to the collection system in Big Break Road on the east side of the project. The two (2) buildings in the southeast corner of the project can flow by gravity into the existing sewer system. The other three (3) buildings will require pumps, a separate one for each building. Wastewater generation for the North Development Area alone would most likely not require upgrades to
the existing Bridgehead lift station. The combined (North Development Area and South Development Area) wastewater generation analysis would most likely impact the existing sewer lift station and modifications will be necessary to increase capacity to manage the flows from the project site.

Another consideration for the sanitary sewer in the North Development Area is if the sewer collection system on site is located within contaminated soils, the design will require special protections for the pipes and more analysis.

South Development Area
The sanitary sewer service provider for the project site is Ironhouse Sanitary District (ISD). There is an existing 18” sewer main along Main Street. As the 18” sewer main approaches the intersection of Neroly Road and Bridgehead Road, the existing gravity line turns into a force main. A portion of the sewer along Bridgehead Road fronting the South Development Area turn into gravity will require a force main to pump the affluent to the Lauritzen Lane lift station.

It’s envisioned that the South Development Area sewer will be similar to the North Development Area, where each of the five (5) buildings will have a separate sewer connection to the public system. It is likely that the South Development Area will require four (4) sewer pumps for four (4) of the buildings, and one (1) gravity sewer lateral. However, further studies will be required.

Storm Drainage
North Development Area
Municipal storm utility to the project site is operated and maintained by Contra Costa County. The property does not include any existing on-site basins or treatment. There is an existing 54” storm main south of the property connecting to an existing 84” storm drain, which bisects the North Development Area going north-south on the property. The existing 84” storm drain connects near the railroad and outfalls just outside the property boundary to the north near the marina. There is an existing 35’ drainage easement centered in the middle of the existing pipe, and an overlapping 45’ temporary construction easement. The project site plan will require re-routing the existing 84” storm drain and easement around the proposed buildings. The site will meet the City requirements for stormwater quality treatment by providing a series of above ground bio-filtration basins. The outfalls outside the project limits will be protected in place, see Figure 35.

Water
North Development Area
The Diablo Water District (DWD) provides potable water, fire service and irrigation services to the project area. The Diablo Water District has an existing 12” water main along Big Break Road. Additionally, the B.N.S.F Railway property to the south includes a 24” water main.

DWD will require separate connections for fire, domestic water, and irrigation. A new water meter and boxes should be anticipated for each building. As such, there are five (5) proposed buildings on-site, there will be five (5) meters and associated backflow preventers (BFP). The on-site fire service will be a multiple loop, private fire system. The on-site fire service line is expected to be 12”, with three (3) distinct connections to Big Break Road, each connection with a 12” double detector check. Additionally, three (3) irrigation connections and meters with back flow preventers are
expected to serve the site. A storage tank is not expected for the North Development Area, however fire pumps for each building may be required, see Figure 33
South Development Area
The DWD has water service running adjacent to the south and west side of the project site within Main Street and Bridgehead Road. Bridgehead Road includes a 12” water
main. Main Street includes a 10” water main, it should be meet the project demands, however, there is a possibility that a 12” new main may be required as part of the development, while it shown on the plans, Diablo Water district noted, that during the permit set further studies will be reviewed to assess if this main is necessary.

Similar to the North Development Area, DWD will require separate connections for fire, domestic water, and irrigation.

New water services and meters should be anticipated for each building. As such, there are five (5) proposed buildings on-site, there will be five (5) meters and BFPs, with four (4) of the connections branching off the water line in Main Street, and one (1) service line branching off the water line in Bridgehead. The on-site fire service will be a separate, private loop system. The on-site fire service is expected to be 12” water main. The site will also require irrigation meters subject to the same constraints as the North Development Area, see Figure 33.

Sewer
North Development Area
The sanitary sewer service provider for the project site is Ironhouse Sanitary District (ISD). There is an existing 10” sanitary sewer line located along Vintage Parkway. The site would connect into this sanitary sewer main at an existing manhole within the intersection of Vintage Parkway and
Almaden Circle, streets that connect to Big Break Road, see Figure 34.
56 BRIDGEHEAD INDUSTRIAL PUD
44 Figure 33, Conceptual Water Facilities
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VINTAGE
PKWY
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WILBUR AVENUE
57 BRIDGEHEAD INDUSTRIAL PUD
45 Figure 34, Conceptual Sewer Facilities
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VINTAGE
PKWY
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BLDG. 6
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BLDG. 10
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INDUSTRIAL WAY

WILBUR AVENUE
58 BRIDGEHEAD INDUSTRIAL PUD
46 Figure 35, Conceptual Storm Drain Facilities
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BRIDGEHEAD ROAD

MAIN STREET
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INDUSTRIAL WAY
59 BRIDGEHEAD INDUSTRIAL PUD
47 South Development Area
Municipal storm utility to the project site is operated and maintained by Contra Costa County. There is an existing 54” storm main that crosses the South Development Area from Main Street and continuing north through B.N.S.F Railway right-of-way. Before the 54” main crosses under the railroad tracks, the line becomes a 72” and continues routing north.

There is an existing 15’ easement for the existing pipe and 45’ temporary construction easement. The existing 54” may be relocated or remain in place, it is unknown at this stage of design, see Figure 35. The site will be designed to meet the City requirements for stormwater quality treatment by providing a series of above ground bio-filtration basins. The outfall that is outside the project limits will be protected in place. In addition, the project will not include any hard connections to the existing 12” SD stub from Bridgehead road, and a portion of building 6 run-off will be pumped across the existing gas easements, to ensure limited disturbance to the existing utilities. The final pump design, or possible elimination (once potholing is completed) will be considered.

However, the intent for the drainage will remain unchanged.

20. PUD ADMINISTRATION
During the project build out process, amendments may be necessary to respond to changing circumstances, including building footprint size, number of buildings, revisions to the design guidelines, and revisions to the development standards, or to allow for uses or conditional uses not contemplated at the time of adoption. An amendment to the PUD will be typically at the request of the property owners.

This PUD provides the principal framework for the orderly development of the Project Area. This PUD adopted by the City serves as the zoning for all properties within the Project Area. The City of Oakley will administer the PUD and related documents consistent with the provisions of the City of Oakley Municipal Code Title 9- Zoning Code Chapter 9.1.1612 which establishes the authorities and composition of the Planning Agency except as modified herein.

PUD Amendment Process
The PUD allows for flexibility to respond to both the current and future real estate market and development standards.

During project build out amendments to the adopted PUD
may be necessary to respond to changing circumstances,
including building footprint size, revisions to the design guidelines, and revisions to the development standards, or to allow for uses or conditional uses not contemplated at the time of adoption. An amendment to the PUD will be typically at the request of the property owners.

PUD Amendments
Based on the criteria outlined herein, the Community
Development Director (“Director”) shall make the
determination whether the revision is either a Major
Amendment requiring City Council approval and adoption
(following the recommendation by the Planning Commission), or an Administrative Amendment modification subject to the review and approval of the Director. Applicants may appeal the determination and actions of the Director to the City Council.

Administrative Amendment
The purpose of the Administrative Amendment is to facilitate the efficient processing necessary to develop the project that is consistent and meets the intent set forth in this Specific Plan. If the Director determines that the modifications meet the criteria for an Administrative Amendment, the
applicant shall submit application materials which contain the necessary information as determined by the City to
assist in making the findings required to support approval of the amendment. An Administrative Amendment shall be
processed if determined by the Director to be in substantial conformance with the following:

1. The overall intent of the PUD

2. The City of Oakley General Plan

3. The PUD’s Environmental Impact Report (EIR)
An amendment shall be considered in substantial conformance with intent of the PUD, City’s General Plan, and the PUD’s EIR, and therefore shall be processed as an Administrative Amendment, if the amendment proposes uses permitted
in the PUD at an equal to or lesser square footage than contemplated in the PUD and PUD’s EIR. Specific examples of Administrative Amendments include, but are not limited to:
a. The addition of new or updated information that
does not substantively change the PUD or the
finding of the EIR.
b. Adjustments to land use boundaries and street
alignments that maintain the general land use and
circulation pattern.
c. Variation in permitted use types and development
standards if such variations do not substantively
change the character of the PUD, does not increase
demand for water, sewer or other resources, or
increase traffic generated by the development above
that evaluated in the EIR, or are otherwise consistent
with the current applicable City standards.
d. Changes to infrastructure and facilities that do
not affect the level of service provided or affect to
increase the level of development capacity.
e. Changes to, phasing boundaries or sequencing that
do not affect infrastructure sizing, financing districts or the provision of adequate services to associated
development.
60 BRIDGEHEAD INDUSTRIAL PUD
48 Processing of Applications
Discretionary permitting steps must occur throughout the Project development, including the approval of Tentative and Final Subdivision Maps and/or Parcel Maps, Conditional Use Permits, Administrative Use Permits, Design Review
(Development Plan), Sign Permits, and building permits and improvement plans required for development of individual buildings. Each of these applications will utilize the approved EIR certified with the PUD to ensure consistency with the findings and Mitigation and Monitoring Review Program
(MMRP). Each of these application processes are discussed below.

Subdivisions
The Project will be further subdivided into individual
parcels that will require the approval of tentative and final subdivision maps (or parcel maps). Approval of such maps shall be governed by the Subdivision Map Act and the City’s Subdivision Ordinance and can be processed concurrently with other applications. All streets, sidewalks, landscape areas, public property infrastructure, and other improvements shown on the subdivision application shall comply with the guidelines of this PUD. No lot shall be created with size or dimensions rendering it incapable of meeting the land use, public utilities, or development standards of this PUD. In connection with a subdivision application, the applicant shall provide the City with all information required under the Subdivision Map Act and the City’s Subdivision Ordinance and shall submit the applicable processing fee.

Design Review (Development Plan)
If an applicant seeks to amend any portion of the previously approved Design Review (Development Plan) application, the applicant shall apply for an amendment. The amendment
shall contain all the information set forth in City application Development Plan requirements. The Community
Development Director has the discretion to either process the application at an administrative level or refer the application to the Planning Commission if it is determined that the amendment proposes changes not studied in the original
approval. If the Community Development Director decides to refer the application, a written report will be prepared for the Planning Commission, which will analyze the project and provide a staff recommendation.
f. Changes to the number or size of the proposed
industrial buildings, provided the overall total square footage, maximum FAR and site coverage assumed
in the PUD and EIR are not exceeded, and no new
or increased significant impacts on the environment
would result from any resulting changes to onsite
circulation.
g. Changes to the layout or orientation of the proposed industrial buildings, including changes to the number
of dock doors, provided the overall total square
footage, maximum FAR and site coverage assumed
in the PUD and EIR are not exceeded, and no new
or increased significant impacts on the environment
would result from any resulting changes to onsite
circulation.

Major Amendment
If a proposed amendment does not meet the criteria of an Administrative Amendment, a PUD Major Amendment shall
be required. A Major Amendment is required when one of
the following criteria is met:

1. Increase in building square footage above what
is approved in the PUD, or evaluated in the EIR,
unless the Director determines that the increase is
small enough such that it does not result in new or
increased significant impacts on the environment, in
which case an Administrative Amendment shall be
processed.

2. Any change proposed to the Plan would result in
new or increased significant environmental impacts
or would cause other significant development
impacts not studied in the EIR.

3. A PUD Major Amendment shall be processed and reviewed in the same manner as the initial adoption and will require both Planning Commission and City Council approvals.

Modifications to Design Standards
Modifications to the design standards in Section 13 of
the PUD may be necessary to respond to unique site
characteristics and/or changes in development because of market conditions. Modifications to these development
standards will be reviewed by the City of Oakley Community Development Director and a determination will be made
as to whether the modification is major or minor. Major modifications to these standards will require Planning
Commission and/or City Council review through a PUD
amendment per the City Zoning Ordinance requirements. If a modification is determined to be minor and complies with the intent of the standards, an administrative review and approval will be completed by City of Oakley Community
Development Director. Unless otherwise established herein, all definitions and land use terms shall be as set forth in the Specific Plan.
61 BRIDGEHEAD INDUSTRIAL PUD
49 Conditional Use Permit
If an applicant seeks to develop a conditionally permitted use as defined in the City of Oakley Zoning Ordinance, the applicant shall apply for a Conditional Use Permit (CUP) to the City containing the data and information set forth in the City’s application regulations. Consideration of the CUP application shall adhere to the review and approval procedures set forth in the. For projects which a discretionary permit is required pursuant to the City Zoning Ordinance, environmental review by the City pursuant to the California Environmental Quality Act (“CEQA”) will utilize the approved EIR to determine compliance. The Planning Commission must approve,
conditionally approve, or deny applications for Conditional Use Permits based on consideration of the requirements of the City Zoning Ordinace. A CUP may be processed concurrently with any other necessary development application(s) for the land that is the subject of the requested CUP.

Project Approvals
The City will prepare conditions of approval for individual Design Review (Development Plan), Conditional Use Permits, and Subdivision Map applications. The conditions as
approved for the PUD have been included in Appendix A of this document, and the approved EIR is located on the City of Oakley, Community Development website.

Signage
The Project entry, monument, and directional signage will be constructed per the information provided in this PUD. To the extent that this PUD provides for different or additional requirements and/or standards than the City, then the
requirements in this PUD shall govern. All building and address signage shall be constructed in accordance with the requirements set forth in the City of Oakley Zoning Ordinance and is subject to Fire Department approval for address
signage size and location.
62 63
Ord. No. 3-26 Page 1 of 5
ORDINANCE NO. 3-26

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF OAKLEY APPROVING A REZONE FROM BPL (BUSINESS PARK LOW) DISTRICT AND SP-2 (RIVER OAKS CROSSING SPECIFIC PLAN) DISTRICT TO P-1 (PLANNED UNIT DEVELOPMENT) DISTRICT FOR THE PROJECT KNOWN AS “BRIDGEHEAD INDUSTRIAL PROJECT (RZ 04-23)”
(APNS 037-020-007, 037-040-007 and 037-040-015)

FINDINGS
WHEREAS, on December 13, 2023, Oxfoot Oakley LLC ("Applicant") filed an application requesting approval of:
1) a General Plan Amendment (GPA 02-23) to redesignate the General Plan Land Use Designation of the southern portion (approximately 76.4-acres) of the approximately 164-acre site from Commercial (CO) to Light Industrial (LI); 2) a Rezone (RZ 04-23) to re-classify the Zoning District for the entire project from BPL (Business Park Low) District (northern portion) and SP-2 (River Oaks Crossing Specific Plan) District (southern portion) to P-1 (Planned Unit Development) District in conjunction with a Preliminary Development Plan;
3) a Tentative Map (TM 10-23) to subdivide the three existing parcels totaling approximately 164 acres into 10 lots;
4) a Design Review (DR 11-23), including site design and building architecture for 10 buildings totaling approximately 3.12 million square feet; 5) a Master Sign Program (MSP 01-23) for sign designs and specifications for the entire site, including all future buildings and entrances; and 6) a Development Agreement (DA 2025-01) ("Project").

The northern and southern portions are bisected by the BNSF railroad tracks and known as the North Development Area and the South Development Area. The North Development Area is zoned BPL (Business Park Low) District and is bordered by the Oakley Logistics Center to the west, Big Break Road to the east, open space to the north, and the BNSF railroad tracks to the south (APN 037-020-007). The South Development Area is zoned SP-2 (River Oaks Crossing Specific Plan) District and is bordered by Bridgehead Road to the west, the BNSF railroad tracks to the east and north, and Main Street to the south (APNS 037-040-007 and 037-040-015); and WHEREAS, the proposal complies with the requirements of the rezoning application requirements of Section 2.4.012 (a) of the Oakley Municipal Code; and 64 Ord. No. 3-26 Page 2 of 5
WHEREAS, on March 26, 2025, the project application was deemed complete per Government Code section 65920 et. seq; and
WHEREAS, on January 20, 2026, the Planning Commission held a duly noticed public hearing to consider the proposed Project for recommendation to the City Council, received the staff report and staff presentation, received comments from the public and interested parties, and deliberated on the Project. At the conclusion of its deliberations, the Planning Commission took a vote and adopted 1) Planning Commission Resolution No. 2-26 recommending the City Council adopt a resolution certifying the Bridgehead Industrial Project Environmental Impact Report (SCH. No. 2024050471), make certain findings concerning mitigation measures, adopt a mitigation monitoring and reporting program, make findings concerning alternatives, and adopt a statement of overriding considerations, and 2) Planning Commission Resolution No. 3-26 recommending City Council approve the project titled, “Bridgehead Industrial Project (GPA 02-23, RZ 04-23, TM 10-23, DR 11-23, MSP 01-23, DA 2025-01),” as conditioned; and WHEREAS, on or before February 26, 2026, the Notice of Public Hearing for the Project was duly noticed in the Contra Costa Times, a newspaper of general distribution, was posted at the Project site, at Oakley City Hall located at 3231 Main Street, outside the gym at Delta Vista Middle School located at 4901 Frank Hengel Way, and outside the library at Freedom High School located at 1050 Neroly Road, was posted to the City’s website, and was mailed out to all owners of property within a 500-foot radius of the project’s boundaries, to parties requesting such notice, and to outside agencies; and WHEREAS, on March 10, 2026, the City Council opened the public hearing at which it received a report from City Staff, oral and written testimony from the public, and deliberated on the project. At the conclusion of its deliberations, the City Council took a vote and adopted this resolution to approve the project, as revised by the City Council during its deliberations; and
WHEREAS, on March 10, 2026, the City Council took the following additional actions related to the Project:
 Adoption of City Council Resolution No. 17-26, certifying the Bridgehead Industrial Project Environmental Impact Report (SCH No. 2024050471);  Adopting of City Council Resolution No. 18-26, approving the Project’s proposed General Plan Amendment (GPA 02-23);
 Waiving the first reading and introducing an ordinance to approve the Project’s Development Agreement application (DA 2025-01); and  Adoption of City Council Resolution No. 19-26 approving the Project’s proposed Tentative Map (TM 10-23), Design Review (DR 11-23), and Master Sign Program (MSP 01-23); and
WHEREAS, during the March 10, 2026 City Council Public Hearing, the Applicant stated they would remove the use classified as “Data Center” from the proposed Planned Unit 65 Ord. No. 3-26 Page 3 of 5
District (“PUD”) that accompanied this Rezone application. Upon introduction of this ordinance, the City Council made a motion that included removing “Data Center” from the proposed PUD. As a result of the ordinance as introduced, the approved PUD has been amended to exclude “Data Center” from the list of uses allowed in the project; and WHEREAS, these Findings are based upon the City’s General Plan, the City’s Zoning Ordinance, the City’s Commercial and Industrial Design Guidelines, and the information submitted to the City Council at its March 10, 2026 meeting, both written and oral, including oral information provided by the applicant, as reflected in the minutes of such meetings, together with the documents contained in the file for the project (hereinafter the “Record”); and
WHEREAS, if any term, provision, or portion of these Findings or the application of these Findings to a particular situation is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of these Findings, or their application to other actions related to the Project, shall continue in full force and effect unless amended or modified by the City.

NOW, THEREFORE, BE IT RESOLVED THAT, on the basis of the above findings of fact and the entire Record, the City Council makes the following additional findings in support of the Project approval for the Rezone (RZ 04-23):

SECTION 1. Findings
A. Regarding the application requesting approval of a Rezone (RZ 04-23) to reclassify the Zoning District for the entire project from BPL (Business Park Low) District (northern portion) and SP-2 (River Oaks Crossing Specific Plan) District (southern portion) to P-1 (Planned Unit Development) District in conjunction with a Preliminary Development Plan, the Planning Commission finds that:

1. Consistent with the applicable evaluation criteria found in Oakley Municipal Code section 9.1.1002 Planned Unit Development (P-1), part h.4.c:
a. Given favorable market conditions, the applicant intends to start construction within two years from the effective date of the zoning change and plan approval;
b. The proposed planned unit development is consistent with the General Plan, in that the Rezone to P-1 (Planned Unit Development) District would allow for a consistent set of development and use regulations throughout the entire project in a manner consistent with the existing and proposed Light Industrial Land Use Designation; and c. The proposed planned unit development is fully in conformity with the applicable performance standards therein, and will constitute an 66 Ord. No. 3-26 Page 4 of 5
efficient and well organized development, with adequate provisions for truck access service and necessary storage.

2. Consistent with the applicable standards pertaining to Rezone applications found in Oakley Municipal Code section 2.4.012 Rezoning, part d:
a. The change proposed will substantially comply with the General Plan, in that the planned unit develop will include uses and development regulations applicable to light industrial development at the scale proposed by the project, which would comply with the underlying General Plan designation of Light Industrial (existing and as proposed);
b. The uses authorized or proposed in the land use district are compatible within the district and to uses authorized in adjacent districts, in that the types of uses permitted in the Proposed P-1 District include truck and trailer parking and storage, general warehousing, high-cube warehousing, cold storage warehousing, fulfillment center, parcel hub, automated sorting center, distribution and logistics facility, transload facility, general manufacturing, office, and industrial battery storage. The PUD also includes definitions and characteristics of each of those uses;
c. Community need, but not necessarily future financial success, has been demonstrated for the use proposed, in that the City of Oakley General Plan envisions the area the project lies within as an employment center and the proposed P-1 District will allow for a planned development with consistent design and internal circulation, and uses compatible with light industrial job creation.

B. The Rezone (RZ 04-23) application was analyzed under the Bridgehead Industrial Project Environmental Impact Report (SCH No. 2024050471), certified by the City of Oakley City Council on March 10, 2026.

C. The Project complies with Measure J Growth Management requirements.

SECTION 2. Property Defined and Rezoned
A. 164 acres of real property generally located north of Main Street, east of Bridgehead Road, and west of Big Break Road in Oakley, CA 94561 (APNs 037- 020-007, 037-040-007 and 037-040-015).
67 Ord. No. 3-26 Page 5 of 5
SECTION 3. Effective Date and Posting
This ordinance shall take effect and be in force thirty (30) days from and after the date of its passage. The City Clerk shall cause the ordinance to be published within fifteen (15) days after its passage in a newspaper of general circulation, or by publishing a summary of the proposed ordinance, posting a certified copy of the proposed ordinance in the City Clerk’s Office at least five (5) days prior to the City Council meeting at which the ordinance is to be adopted, and within fifteen (15) days after its adoption, publishing a summary of the ordinance with the names of the Council Members voting for and against the ordinance.

PASSED AND ADOPTED by the City Council of the City of Oakley on this 24th day of March 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTENTIONS:

APPROVED:

Hugh Henderson, Mayor
ATTEST:

Kim Snodgrass, City Clerk Date
I HEREBY CERTIFY that in accordance with Government Code Section 40806, this ordinance is a true and correct copy of a city ordinance. It has been published or posted pursuant to law.

Kim Snodgrass, CMC
City Clerk
68 Ordinance No. 4-26 Page 1 of
4 ORDINANCE NO. 4-26

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF OAKLEY APPROVING A DEVELOPMENT AGREEMENT FOR THE PROJECT KNOWN AS “BRIDGEHEAD INDUSTRIAL PROJECT (DA 2025-01)” (APNS 037-020-007, 037-040-007 and 037- 040-015)
WHEREAS, the City has enacted a Development Agreement Ordinance, codified as Chapter 3 of Title 9 of the Oakley Municipal Code (“OMC”) establishing the procedures and requirements for the consideration of development agreements pursuant to California Government Code Section 65864 et seq.; and
WHEREAS, on December 13, 2023, Oxfoot Oakley LLC ("Applicant") filed an application requesting approval of:
1) a General Plan Amendment (GPA 02-23) to redesignate the General Plan Land Use Designation of the southern portion (approximately 76.4-acres) of the approximately 164-acre site from Commercial (CO) to Light Industrial (LI); 2) a Rezone (RZ 04-23) to re-classify the Zoning District for the entire project from BPL (Business Park Low) District (northern portion) and SP-2 (River Oaks Crossing Specific Plan) District (southern portion) to P-1 (Planned Unit Development) District in conjunction with a Preliminary Development Plan;
3) a Tentative Map (TM 10-23) to subdivide the three existing parcels totaling approximately 164 acres into 10 lots;
4) a Design Review (DR 11-23), including site design and building architecture for 10 buildings totaling approximately 3.12 million square feet; 5) a Master Sign Program (MSP 01-23) for sign designs and specifications for the entire site, including all future buildings and entrances; and 6) a Development Agreement (DA 2025-01) ("Project").

The northern and southern portions are bisected by the BNSF railroad tracks and known as the North Development Area and the South Development Area. The North Development Area is zoned BPL (Business Park Low) District and is bordered by the Oakley Logistics Center to the west, Big Break Road to the east, open space to the north, and the BNSF railroad tracks to the south (APN 037-020-007). The South Development Area is zoned SP-2 (River Oaks Crossing Specific Plan) District and is bordered by Bridgehead Road to the west, the BNSF railroad tracks to the east and north, and Main Street to the south (APNS 037-040-007 and 037-040-015); and WHEREAS, on March 26, 2025, the project application was deemed complete per Government Code section 65920 et. seq; and
69 Ordinance No. 4-26 Page 2 of
4 WHEREAS, on January 20, 2026, the Planning Commission held a duly noticed public hearing to consider the proposed Project for recommendation to the City Council, received the staff report and staff presentation, received comments from the public and interested parties, and deliberated on the Project. At the conclusion of its deliberations, the Planning Commission took a vote and adopted 1) Planning Commission Resolution No. 2-26 recommending the City Council adopt a resolution certifying the Bridgehead Industrial Project Environmental Impact Report (SCH. No. 2024050471), make certain findings concerning mitigation measures, adopt a mitigation monitoring and reporting program, make findings concerning alternatives, and adopt a statement of overriding considerations, and 2) Planning Commission Resolution No. 3-26 recommending City Council approve the project titled, “Bridgehead Industrial Project (GPA 02-23, RZ 04-23, TM 10-23, DR 11-23, MSP 01-23, DA 2025-01),” as conditioned; and WHEREAS, on or before February 26, 2026, the Notice of Public Hearing for the Project was duly noticed in the Contra Costa Times, a newspaper of general distribution, was posted at the Project site, at Oakley City Hall located at 3231 Main Street, outside the gym at Delta Vista Middle School located at 4901 Frank Hengel Way, and outside the library at Freedom High School located at 1050 Neroly Road, was posted to the City’s website, and was mailed out to all owners of property within a 500-foot radius of the project’s boundaries, to parties requesting such notice, and to outside agencies; and WHEREAS, on March 10, 2026, the City Council opened the public hearing at which it received a report from City Staff, oral and written testimony from the public, and deliberated on the project. At the conclusion of its deliberations, the City Council took a vote and adopted this resolution to approve the project, as revised by the City Council during its deliberations; and
WHEREAS, on March 10, 2026, the City Council took the following additional actions related to the Project:
 Adoption of City Council Resolution No. 17-26, certifying the Bridgehead Industrial Project Environmental Impact Report (SCH No. 2024050471);  Adopting of City Council Resolution No. 18-26, approving the Project’s proposed General Plan Amendment (GPA 02-23);
 Waiving the first reading and introducing of an ordinance to approve the Project’s Rezone application (RZ 04-23);
 Adoption of City Council Resolution No. 19-26 approving the Project’s proposed Tentative Map (TM 10-23), Design Review (DR 11-23), and Master Sign Program (MSP 01-23); and
WHEREAS, these Findings are based upon the City’s General Plan, the City’s Zoning Ordinance, the City’s Commercial and Industrial Design Guidelines, and the information submitted to the City Council at its March 10, 2026 meeting, both written and oral, including oral information provided by the applicant, as reflected in the minutes of such meetings, together with the documents contained in the file for the project (hereinafter the “Record”); and
70 Ordinance No. 4-26 Page 3 of
4 WHEREAS, if any term, provision, or portion of these Findings or the application of these Findings to a particular situation is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of these Findings, or their application to other actions related to the Project, shall continue in full force and effect unless amended or modified by the City.

NOW, THEREFORE, BE IT RESOLVED THAT, on the basis of the above findings of fact and the entire Record, the City Council makes the following additional findings in support of the Project approval for the Development Agreement (DA 2025-01, as shown in Exhibit “A” of this resolution:

SECTION 1. Findings
Pursuant to Oakley Municipal Code Chapter 9.3, the City Council hereby finds and determines as follows:

A. Regarding the application requesting approval of a Development Agreement (DA 2025-01), the City Council finds that the Proposed Development Agreement:

1. Is consistent with the objective, policies, general land uses and programs specified in the General Plan;

2. Is compatible with the uses authorized in, and the regulations prescribed for, the land use district in which the real property is located;

3. Is in conformity with public convenience, general welfare and good land use practice;

4. Will not be detrimental to the health, safety and general welfare;

5. Will not adversely affect the orderly development of property; and

6. Pursuant to Oakley Municipal Code Section 6.12.154, the project includes conditions to address hazards related to construction or development in flood hazard zones in that Mitigation Measure 4.8-5 of the Project EIR reduces the impact to less than significant by requiring a Hydrological Study, raising the buildings out of the Flood Zone, and potentially needing to file a Conditional Letter of Map Revision.

B. The Project complies with Measure J Growth Management requirements. 71 Ordinance No. 4-26 Page 4 of
4 SECTION 2. Approval of the Development Agreement
The City Council hereby approves the proposed Development Agreement, included as Exhibit “A” to this ordinance, and authorizes and directs the Mayor to sign it.

SECTION 3. Recordation of Development Agreement
Within ten (10) days after the Mayor executes the Development Agreement, the City Clerk shall submit the Development Agreement to the County Recorded for recordation.

SECTION 4. Effective Date and Posting
This ordinance shall take effect and be in force thirty (30) days from and after the date of its passage. The City Clerk shall cause the ordinance to be published within fifteen (15) days after its passage in a newspaper of general circulation, or by publishing a summary of the proposed ordinance, posting a certified copy of the proposed ordinance in the City Clerk’s Office at least five (5) days prior to the City Council meeting at which the ordinance is to be adopted, and within fifteen (15) days after its adoption, publishing a summary of the ordinance with the names of the Council Members voting for and against the ordinance.

PASSED AND ADOPTED by the City Council of the City of Oakley on this 24th day of March 2026 by the following vote:

AYES:

NOES:

ABSENT:

ABSTENTIONS:

APPROVED:

Hugh Henderson, Mayor
ATTEST:

Kim Snodgrass, City Clerk Date
I HEREBY CERTIFY that in accordance with Government Code Section 40806, this ordinance is a true and correct copy of a city ordinance. It has been published or posted pursuant to law.

Kim Snodgrass, CMC
City Clerk
72 STAFF REPORT
1 City of Oakley | 3231 Main Street, Oakley, CA 94561
O (925) 625-7000 | F (925) 625-9859 | www.oakleyca.gov
DATE: March 24, 2026
TO: Joshua McMurray, City Manager
FROM: Billilee Saengchalern, Public Works Director/City Engineer SUBJECT: Consideration of a Resolution Establishing the Rate per Equivalent Runoff Unit for Fiscal Year (FY) 2026/27 and Requesting the Contra Costa County Flood Control and Water Conservation District to Adopt an Annual Parcel Assessment for Drainage Maintenance and the National Pollutant Discharge Elimination System Program
Background and Analysis
The City of Oakley joined the Contra Costa Clean Water Program in March of 2000 to implement its National Pollutant Discharge Elimination System Program as required by the Federal Water Pollution Control Act. To fund the City’s participation in the program, the Contra Costa County Flood Control and Water Conservation District was authorized by Assembly Bill 2768 to impose an annual assessment on behalf of member cities. The annual assessment is based on an Equivalent Runoff Unit (ERU) which is defined as the service charge rating assigned to each parcel based on its land use.

Prior to incorporation, the County collected $16.20 per ERU in the Oakley area. The estimated level of effort and corresponding budget for Oakley’s first two years as a member of the Clean Water Program required that the rate per ERU be increased to $20.65. That rate allowed the City to achieve the minimum requirements of the 5-Year National Pollutant Discharge Elimination System (NPDES) Permit that was in effect at that time. In FY 2003/04, anticipating a change in the permit requirements and an increased level of effort, the rate was raised to $25.00 per ERU.

In early 2004, the Countywide permits were amended to include new development and re-development requirements that were very stringent and time intensive. Since that time, the required monitoring, reporting, and administration efforts have become more cumbersome, and the permit fees charged by the Regional Water Quality Control Board have increased. The most recent permit, referred to as the Municipal Regional Permit, or MRP is even more restrictive. To cover these costs, the rate was raised to $28.00 per ERU in FY 2004/05; and to the maximum rate of $30.00 in FY 2005/06.

When the Stormwater Utility Areas were established by the legislation, maximum rates were established for each participating agency. Oakley’s maximum rate is $30.00 per ERU and can only be increased by a vote pursuant to Proposition 218. This results in a total budget estimate for FY 2026/27 of approximately $569,160.

Approved and
Forwarded to the
City Council
73 STAFF REPORT
City of Oakley | 3231 Main Street, Oakley, CA 94561 2
O (925) 625-7000 | F (925) 625-9859 | www.oakleyca.gov
In FY 2004/05, the City added a part-time Stormwater Coordinator to manage the program. Over the years, the responsibility of maintaining compliance with our NPDES Permit has been shared by many staff members. Currently, the Assistant Engineer has assumed the primary duties as Stormwater Coordinator with the assistance of a consultant and supervision of the Public Works Director.

The core activities of the program include drainage facility maintenance, street sweeping, and monitoring and reporting on the stormwater components of the City’s new development, industrial and commercial inspection, municipal maintenance, public education, and illicit discharge activities. The City is also continuing to implement the new permit provisions by tracking and monitoring all stormwater control features associated with new development and conducting public outreach activities that complement the countywide effort through presentations to the local schools and other mediums such as the Oakleaf Newsletter and during our annual Public Works event. The City pays nearly $75,000 to the Countywide program annually for their activities, which include extensive public education, coordination of the annual report, representation to the regional boards and other stakeholder groups, negotiation of permit requirements, and other administrative activities. Oakley’s Stormwater Coordinator attends the management committee that establishes the Countywide program budget, and a concerted effort has been made to keep the costs to a minimum. Staff have prepared a draft line-item budget for the City’s cleanwater activities that is attached to this report for reference and will be included in the annual City FY 2026/27 budget process. The budget may be modified as part of the Citywide budget hearings and approval but provides a logical nexus and justification for the proposed rate.

The agreement between the City and the Contra Costa County Flood Control and Water Conservation District (District) requires that the City determines the rate per ERU annually prior to May 1st of each year. The District has requested that the City submit certified resolutions in April so that they can schedule the item for a specific Contra Costa County Board of Supervisors hearing.

Consistency with the Oakley Strategic Plan 27+
This item is consistent with the Strategic Plan 27+ Finance and Fiscal responsibility Goal.

Fiscal Impact
Adoption of the resolution will authorize the Contra Costa County Flood Control and Water Conservation District to collect approximately $569,160 from the property tax rolls on Oakley’s behalf to fund program costs. Funds are disbursed from the District to the City as outlined in the Program agreement.
74 STAFF REPORT
City of Oakley | 3231 Main Street, Oakley, CA 94561 3
O (925) 625-7000 | F (925) 625-9859 | www.oakleyca.gov
Staff Recommendation
Staff recommends that the City Council adopt the Resolution Establishing the Rate per Equivalent Runoff Unit for FY 2026/27 and Requesting the Contra Costa County Flood Control and Water Conservation District to Adopt an Annual Parcel Assessment for Drainage Maintenance and the NPDES Program.

Attachments

1. Resolution

2. Draft FY 2026/27 Budget
75 Resolution No. XX-26 Page 1 of 2
RESOLUTION NO. XX-26

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OAKLEY

ESTABLISHING THE RATE PER EQUIVALENT RUNOFF UNIT FOR FISCAL YEAR (FY) 2026/27 AND REQUESTING THE CONTRA COSTA COUNTY FLOOD

CONTROL AND WATER CONSERVATION DISTRICT ADOPT AN ANNUAL PARCEL

ASSESSMENT FOR DRAINAGE MAINTENANCE AND THE NATIONAL

POLLUTANT DISCHARGE ELIMINATION SYSTEM PROGRAM
WHEREAS, under Federal Water Pollution Control Act, prescribed discharges of stormwater require a permit from the appropriate California regional water quality board under the National Pollutant Discharge Elimination System (NPDES) program; and WHEREAS, the City of Oakley (City) did apply for, and did receive, an NPDES permit which requires the implementation of selected Best Management Practices to minimize or eliminate pollutants from entering storm waters; and WHEREAS, it is the intent of the City to utilize funds received from its Stormwater Utility Area (SUA) for implementation of the NPDES program and drainage maintenance activities; and
WHEREAS, at the request of the City, the Contra Costa County Flood Control & Water Conservation District (District) has completed the process for formation of an SUA, including the adoption of the Stormwater Utility Assessment Drainage Ordinance No. 93- 47; and
WHEREAS, The SUA and Program Group Costs Payment agreement between City and District requires that the City annually, by May 1st, determine the rate to be assessed to a single Equivalent Runoff Unit (ERU) for the forthcoming fiscal year.

BE IT RESOLVED, that the City Council of the City of Oakley has determined that the rate to be assigned to a single ERU for FY 2026/27 shall be set at $30.00. The City Council does hereby request the District to adopt SUA levies based on said amount is approved.

PASSED AND ADOPTED by the City Council of the City of Oakley this 24th day of March 2026 by the following vote.
76 Resolution No. XX-26 Page 2 of 2
AYES:

NOES:

ABSENT:

ABSTENTIONS:

APPROVED:

____________________
ATTEST: Hugh Henderson, Mayor
_____________________ ____________________
Kim Snodgrass, City Clerk Date
77 Oakley Clean Water Program Budget
Fiscal Year 2026/27
FY 2026/27
Proposed
Description/Comments
Estimated FY 2026/27 ERUs 18,972 Parcels
Proposed FY 2026/27 Fee Rate 30.00 $ This fee rate is capped at the present amount $ 569,160.00
$ 186,560.00 City of Oakley share towards Program cost for monitoring, special studies, watershed management, and other group costs $ 382,600.00 Funds allocated to the City
City funds from other sources 100,000.00 $
$ 482,600.00
Task
Number
Task Title FY 2026/27
Proposed
Description/Comments
1 New Development and Construction Controls - $ Funds costs related to new development and construction activities are funded by developer project accounts.
2 Public Education and Outreach 500.00 $ Funds costs related to public education and outreach activities; includes newsletter publication
3 Municipal Maintenance 2,000.00 $ Funds costs related to municipal maintenance activities 4 Industrial and Commercial Inspections 2,000.00 $ Funds costs related to the inspection of industrial and commercial businesses for water quality compliance
5 Illicit Discharge Control 2,000.00 $ Funds costs related to identification and clean-up of illicit discharges
6 Permit Fees 15,000.00 $ Annual RWQCB permit fees
7 Agency Administration 1,000.00 $ Costs for attending mandatory meetings and workshops and program related conferences and training.
8 New Permit Implementation 5,000.00 $ Special studies and consultant assistance related to new permit requirements
9 Storm Water Basin Maintenance 10,000.00 $ Costs necessary to maintain storm water basins 10 Street Sweeping 252,000.00 $ Annual street sweeping contract 11 Drainage Maintenance 50,000.00 $ Funds eligible drainage maintenance activities such as catch basin cleaning
12 Total Staff Costs (Engineering) 51,330.00 $ Staffing costs necessary to implement the goals of the stormwater management plan
13 Total Staff Costs (Other) 11,770.00 $ Additional staffing costs necessary to implement the goals of the stormwater management plan for Public Works
14 Consultants 80,000.00 $ Annual Reports, C3 Inspections, Plan Check Review etc. $ 482,600.00
City Tasks Cost
Contra Costa Clean Water Program Tasks Cost
Total from ERU
Total Available for City Tasks
Total of City of Oakley Costs
78 STAFF REPORT
481
City of Oakley | 3231 Main Street, Oakley, CA 94561
O (925) 625-7000 | F (925) 625-9859 | www.oakleyca.gov
DATE: March 24, 2026
TO: Joshua McMurray, City Manager
FROM: Kim Snodgrass, City Clerk
SUBJECT: Adopt a Resolution Adopting Updated Records Retention Schedules, Authorizing Destruction of Certain City Records, and Rescinding Resolution No. 08-13 and Resolution No. 17-18
Background and Analysis
Between September 2025 and February 2026, staff worked with Gladwell Governmental Services, Inc. (GGS) to update the City’s Record Retention Schedules.

The City’s existing retentions schedules, with the exception of the Police Department, were last adopted in 2013 by Resolution Number 08-13 and are simply the Secretary of State Archives Division’s “Local Government Records Management Guidelines,” which were not specific to City of Oakley records. The Police Department Records Retention Schedule, which was also not as detailed as the proposed schedule, was last adopted in 2018 by Resolution Number 17-18.

The proposed retention schedules were updated with input from representatives of all departments. The schedules provide clear, specific records descriptions and retention periods, apply current law and technology to the management of Oakley’s records, are in compliance with all laws, and are standard business practice for California cities.

By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, the City will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.

To maintain these efficiencies, the policy authorizes the routine destruction of records that have met their legal retention threshold, subject to written approval from the Department Head, City Clerk, and City Attorney. Furthermore, it allows for future administrative updates to the schedules without further action from the Council, streamlining the City’s ability to remain current with evolving state law.

Consistency with the Oakley Strategic Plan 27+
Updating the Record Retention Schedules supports the Finance and Fiscal Responsibility Goal.

Approved and
Forwarded to the
City Council
79 STAFF REPORT
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City of Oakley | 3231 Main Street, Oakley, CA 94561
O (925) 625-7000 | F (925) 625-9859 | www.oakleyca.gov
Fiscal Impact
Oakley will realize savings in both labor and storage expenses, including the avoidance of future storage costs.

Staff Recommendation
Staff recommends the City Council adopt the attached resolution adopting updated Records Retention Schedules, authorizing destruction of certain City records, and rescinding Resolution No. 08-13 and Resolution No. 17-18.

Attachments

1. Proposed Resolution

2. Draft Records Retention Schedules
80 Resolution No. XX-26 Page 1 of 2
RESOLUTION NO. XX-26

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OAKLEY ADOPTING

THE UPDATED RECORDS RETENTION SCHEDULES, AUTHORIZING

DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING
RESOLUTION NO. 08-13 AND RESOLUTION NO. 17-18
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 Oakley; 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 Oakley previously adopted Resolution No. 08-13, approving a Records Retention Schedule reflecting the Secretary of State Archives Division’s Local Government Records Management Guidelines, and Resolution No. 17-18, approving a Police Department Records Retention Schedule.

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

Section 1. Resolution No. 08-13 and Resolution No. 17-18 are hereby repealed.

Section 2. The records of the City of Oakley, as set forth in the Records Retention Schedule attached as Exhibit A 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 written approval of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of Oakley.

Section 3: Updates are hereby authorized to be made to the Records Retention Schedules, 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. This resolution shall become effective immediately upon its passage and adoption.
81 Resolution No. XX-26 Page 2 of 2
PASSED AND ADOPTED by the City Council of the City of Oakley this 24th day of March 2026, by the following vote:

AYES:

NOES:

ABSTENTION:

ABSENT:

APPROVED:
___________________
Hugh Henderson, Mayor
ATTEST:
____________________ ___________________
Kim Snodgrass, City Clerk Date
82 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
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
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.
(Managing the
Agreement /
Contract)
CW-003
Agreements / Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always sent the
original 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,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

91.105(h), 92.505, & 570.502(b), GC
§34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-004
Agreements / Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always sent the
original 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; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-005
Agreements / Contracts:

UNSUCCESSFUL BIDS, PROPOSALS /
RESPONSES to RFPs (Request for
Proposals) / RFQs (Request for Qualifications)
that don't result in a contract
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Finance / Purchasing retains the originals
of Formal procurements; Includes
unopened bids; GC §34090
CITY-WIDE (Used by ALL Departments)
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
83 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-006
Boards, Commissions, / Committees: External
Organizations / Regional Boards /
Commissions - Agendas, Minutes,
Resolutions, / 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
Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
Department maintains originals
P
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090(e)
Staffing Dept. CW-010
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - VIDEO RECORDINGS of
Meetings / Video Recordings
Minimum 4
years
Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
Staffing Dept. CW-011
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS / MINUTES (if agendas or minutes
were created)
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
84 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by ALL Departments)
Staffing Dept. CW-012
Committees: Subcommittees of the City
Council (Ad-Hoc / Standing Committees)

AGENDAS / MINUTES
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.

CW-013
Complaints / Concerns Database / CRM
Database / Neighborhood Connections
(Excludes Police Officers)
Minimum 2
years

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

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-014 Copies / 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-015
Correspondence - ROUTINE
(IF CONTENT relates in a SUBSTANTIVE
way to the conduct of the public's business)
(e.g. e-mail / email with SUBSTANTIVE
content, Letters, Memorandums, Administrative
Files, Press Releases, Media Releases, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose vs.

Superior Court, 5 Cal. 5th 608 (2017). GC
§34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
85 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by ALL Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-016
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
social media posting, employee directories,
flyers, invitations, instant messaging,
inventories, logs, mailing lists, meeting room
registrations, PowerPoint presentations,
speaker cards, speech notes, Teams staff
videoconference chats, notes / recordings,
supply inventories, telephone messages, text
messages, transmittal letters, thank yous,
requests from other cities, preliminary notices
for construction projects, undeliverable
envelopes / returned mail, visitors logs, voice
mails, webpages, etc.)
When No
Longer
Required

Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.

Records where either the CONTENT
relates in a SUBSTANTIVE way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are SAVED by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC
§§34090, 7927.500, 7928.705.; 64 Ops.

Cal. Atty. Gen. 317 (1981)); City of San
Jose vs. Superior Court, 5 Cal. 5th 608
(2017).

Lead Dept. CW-017 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, 7927.500, 7928.705
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
86 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-018 GIS Database / Data / Layers (both City-wide / 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.
(Managing the
grant)
CW-019 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
grant)
CW-020
Grants Administration / 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), copy of 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; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 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)
Send all originals to Human Resources; may
exclude some Peace Officer records
Copies -
When No
Longer
Required
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
87 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by ALL Departments)
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
Prop. 218 (Property-based fees - Improvement
Districts: Notices / Mailing List
(Protest Letters / Ballots are tabulated by the
City Clerk)
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
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), GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
88 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Plans / Strategic Plans,
Plans (if not provided in the schedule),
Standard Operating Procedures (SOPs),
Studies, Reports (if not provided in the
schedule.): 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: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals / O&M Manuals, Newsletters, Plans /
Strategic Plans, Plans (if not provided in the
schedule), Standard Operating Procedures
(SOPs), Studies, Reports (if not provided in the
schedule.): 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, Handbooks, Manuals / O&M
Manuals, Newsletters, Administrative Policies,
Plans / Strategic Plans, Plans (if not provided
in the schedule), Standard Operating
Procedures (SOPs), Studies, Reports (if not
provided in the schedule.): 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, 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, Studies (other than Historically significant - 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
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
89 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-035
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
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. CW-036 Special Event Permits Expiration + 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

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

Lead Dept. CW-037 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-038 Subpoenas (appearance / duces tecum) 2 years Mag,
Mfr,
OD, Ppr
S / I Yes: After

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

Lead Dept. CW-039
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the
survey forms are considered a draft / transitory
record, / can be destroyed as drafts (When No
Longer Required)
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-040 Training Database (Vector Solutions / Target Solutions)
Indefinite -
Minimum
Separation +
5 years
Mag Data is interrelated; GC §34090 et seq.;
LC §§1198.5,
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
90 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-041
Training Presented by Staff - COURSE

RECORDS
(Attendance Rosters / Sign-in Sheets, Outlines
/ Materials; includes Ethics, Fiscal & Financial,
Harassment, Workplace Violence, Safety
Training, Tailgates)
Send all training certificates to Human
Resources
5 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics, Fiscal & Financial,
Harassment & Workplace Violence
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, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b), LC §6401.9(f),
LC §§1198.5
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
91 Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Administration, Budget, Accounting, Payroll, former Redevelopment Agency) 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).

ADMINISTRATIVE SERVICES / FINANCE / ADMINISTRATION
Admin.

Services /
Finance /
Admin.

FIN-001 Financial Services Database / ERP Database
(Tyler Munis - Tyler Eden is Legacy Database)
Indefinite -
Minimum 7
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
Contains original Personnel Action
Entries; 26 CFR 31-6001-1; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 53237.2(b), LC
1198.5
Admin.

Services /
Finance /
Admin.

FIN-002
Audit Reports / Annual Comprehensive
Financial Report (ACFR) / related Audit
Opinions
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Admin.

Services /
Finance /
Admin.

FIN-003 Audit Work Papers
Drafts -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; (preliminary
drafts); GC §34090
Admin.

Services /
Finance /
Admin.

FIN-004 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA / OES Audits, etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Admin.

Services /
Finance /
Admin.

FIN-005
Bonds / Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) / General Obligation Bonds / Revenue
Bonds / Assessment District Bonds / CFD
Bonds - Includes Continuing Disclosure
Reports
See Bank Statements for statement retention.

Fully
Defeased +
10 years
Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Statute of
Limitations for Bonds issued by local
governments are 10 years; IRS bond
auditing regulations state, "…material
records should generally be kept for as
long as the bonds are outstanding,
plus 3 years after the final redemption
date of the bonds; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a);
26 CFR 1.6001-1(e): 26 CFR § 1.148-
5(d)(6)(iii)(E); GC §43900 et seq.

OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
92 Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Administration, Budget, Accounting, Payroll, former Redevelopment Agency) 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).

City Clerk FIN-006 Investment Reports
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Included in the City Council Agenda
Packet; GC §34090.7
Admin.

Services /
Finance /
Admin.

FIN-007
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
5 years Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; FTC Reg's rely on
"self-enforcement"; GC§§ 34090,
43900

ADMINISTRATIVE SERVICES / FINANCE / BUDGET
Admin.

Services /
Finance /
Budget
FIN-008 Budgets - Adopted / Final P
Yes:

Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Admin.

Services /
Finance /
Budget
FIN-009 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.

ADMINISTRATIVE SERVICES / FINANCE / GENERAL ACCOUNTING
Admin.

Services /
Finance /
General
Accounting
FIN-010 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Admin.

Services /
Finance /
General
Accounting
FIN-011
Accounts Payable / Invoices / Backup
(Includes Invoices, Purchase Orders, Travel
Expense Reimbursements, Warrant Request,
Vouchers, etc.)
7 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference to facilitate
grant audits; meets municipal
government auditing standards; GC
§34090
OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
93 Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Administration, Budget, Accounting, Payroll, former Redevelopment Agency) 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).

Admin.

Services /
Finance /
General
Accounting
FIN-012
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Tax Return /
Application for 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
Admin.

Services /
Finance /
General
Accounting
FIN-013
Bank Statements / Trustee Statements, Fiscal
Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
Admin.

Services /
Finance /
General
Accounting
FIN-018 Capital Assets - Annual Listing (Source
Documents) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Admin.

Services /
Finance /
General
Accounting
FIN-014 Checks / Warrant Register Report (Signed) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Included in City Council Agenda
Packet; GC §34090.7
Admin.

Services /
Finance /
General
Accounting
FIN-015 Checks / Warrants (Cashed / Returned / NSF) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Admin.

Services /
Finance /
General
Accounting
FIN-016 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
94 Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Administration, Budget, Accounting, Payroll, former Redevelopment Agency) 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).

Admin.

Services /
Finance /
General
Accounting
FIN-017 Escheat (Unclaimed money / uncashed
checks) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Admin.

Services /
Finance /
General
Accounting
FIN-019 Journal Entries / Journal Vouchers / Budget
Adjustments 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference to match
Accounts Payable; meets municipal
government auditing standards;
Statute of Limitations is 4 years; GC
§34090, CCP § 337
Admin.

Services /
Finance /
General
Accounting
FIN-020
Reports, Financial Reports Created by EDEN
(before 2024), General Ledgers Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards (Financial system
CANNOT re-create reports accurately);
GC §34090
Admin.

Services /
Finance /
General
Accounting
FIN-021
Reports, Financial Reports Created by
Financial Software) General Ledgers
Subsidiary Ledgers, Reconciliations,
Registers, Transaction Histories, Balance
Sheets, etc.

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

QC & OD
Department Preference; Financial
system can re-create reports
accurately; GC §34090
Admin.

Services /
Finance /
General
Accounting
FIN-022
Reports: Annual State / 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,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Admin.

Services /
Finance /
General
FIN-023 W-9s
Vendor
Inactive + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Meets IRS auditing standards; GC
§34090

ADMINISTRATIVE SERVICES / FINANCE / PAYROLL
OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
95 Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Administration, Budget, Accounting, Payroll, former Redevelopment Agency) 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).

Admin.

Services /
Finance /
Payroll
FIN-024 Timekeeping and Payroll Database
Indefinite -
Minimum 7
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
Contains original Personnel Action
Entries; 26 CFR 31-6001-1; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 53237.2(b), LC
1198.5
Admin.

Services /
Finance /
Payroll
FIN-025
1095-C, 1094-C (Employer-Provided Health
Insurance Offer / Coverage) / Transmittal
Form)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Instructions
state "Generally, keep copies of
information returns you filed with the
IRS or have the ability to reconstruct
the data for at least 3 years, from the
due date of the returns"; GC §34090
Admin.

Services /
Finance /
Payroll
FIN-026
CalPERS Reports, PARS 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
Admin.

Services /
Finance /
Payroll
FIN-027 Checks / Warrant Register Report - Payroll
Only 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Admin.

Services /
Finance /
Payroll
FIN-028 Checks / Warrants - Cancelled - Payroll Only 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090,
26 CFR 31.6001-1
Admin.

Services /
Finance /
Payroll
FIN-029
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,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2),
R&T §19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
96 Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Administration, Budget, Accounting, Payroll, former Redevelopment Agency) 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).

Admin.

Services /
Finance /
Payroll
FIN-031 Payroll Reports (includes Leave Registers,
time Transaction Reports, etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; (meets
municipal government auditing
standards); GC §34090
Admin.

Services /
Finance /
Payroll
FIN-032 PERS Statements 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Admin.

Services /
Finance /
Payroll
FIN-033 Time Sheets / Time Cards / Overtime Sheets /
Overtime Cards / Time Keeping Database 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);
Admin.

Services /
Finance /
Payroll
FIN-034 W-2s 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
ADMINISTRATIVE SERVICES / FINANCE / former REDEVELOPMENT AGENCY / SUCCESSOR AGENCY Admin.

Services /
Finance /
Former
Redevelop.

FIN-035
Redevelopment Projects / Project Areas
(Ensure Planning has all Environmental
Documents, Engineering has all CIP
Projects, / City Clerk has all Real Property
records for Permanent retention)
Completion
+ 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public
Works /
Engineering
FIN-036
Redevelopment Projects / Project Areas
CIP Projects built by Redevelopment
Agency, if any
Send to
Engineering
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
97 Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Administration, Budget, Accounting, Payroll, former Redevelopment Agency) 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).

Community
Develop. /
Planning
FIN-037
Redevelopment Projects / Project Areas
Environmental Documents / CEQA Permits,
EIRs, Categorical Exemptions, Negative
Declarations, etc.

Send to
Planning
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk FIN-038
Redevelopment Projects / Project Areas
Real Property: Deeds, Easements, Rights
of Way
Send to City
Clerk
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
98 Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / 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).

ADMINISTRATIVE SERVICES / HUMAN RESOURCES
Admin.

Services /
Human
Resources
HR-001
Human Resources Database / ERP
Database (Tyler Munis - Tyler Eden is
Legacy Database)
Indefinite -
Minimum 7
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
Contains original Personnel Action
Entries; 26 CFR 31-6001-1; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 53237.2(b), LC
1198.5
Admin.

Services /
Human
Resources
HR-002 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 4 years
after personnel actions; 29 CFR
1627.3(b)(2); 29 USC 1027; 28 CCR
1300.85.1; GC §34090
Admin.

Services /
Human
Resources
HR-003
California Civil Rights Department (CRD) /
Department of Fair Employment / Housing
(DFEH / EEOC) Claims / Harassment Claims
Final
Resolution +
4 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 4 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
12960, 34090
Admin.

Services /
Human
Resources
HR-004
Classification / Reorganization Studies (for
employee classifications / 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
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
99 Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / 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).

Admin.

Services /
Human
Resources
HR-005 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
Admin.

Services /
Human
Resources
HR-006 Contracts for Investigators (Employees Only)
Excludes Police
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
Admin.

Services /
Human
Resources
HR-007 DE-34 (California EDD Report of New
Employees) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Admin.

Services /
Human
Resources
HR-008 Deferred Compensation (City Statements) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Admin.

Services /
Human
Resources
HR-009 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC
§34090
Admin.

Services /
Human
Resources
HR-010
EDD Claims / Forms (Employment
Development Department) / Unemployment
Claims
Close + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
100
Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / 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).

Admin.

Services /
Human
Resources
HR-011 Employee Investigations
Final
Resolution +
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State Law requires 4 years; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State
Law requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Admin.

Services /
Human
Resources
HR-012 Ethics Training Certificates / Harassment
Prevention Training Certificates
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
GC §§ 3105, 12946, 12960, 34090,
53235.2(b), 53237.2(b); LC 1198.5
Admin.

Services /
Human
Resources
HR-013 Garnishments, Child Support, Court Orders
regarding Employee Wages
Completion +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Admin.

Services /
Human
Resources
HR-014 Grievances
Final
Resolution +
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; 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)
Admin.

Services /
Human
Resources
HR-015 I-9s Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-016 Job Descriptions / Job Classification / Job
Specifications
Minimum
Superseded +
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State Law
requires 4 years from any Personnel
Action; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090;
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
101
Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / 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).

Admin.

Services /
Human
Resources
HR-017 Labor Relations / Negotiation Notes 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Admin.

Services /
Human
Resources
HR-018
Litigation - Employee Related
OTHER than Final Settlement, Records
with Significant Historical Value)
Final
Resolution +
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State Law requires 4 years; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State
Law requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Admin.

Services /
Human
Resources
HR-019
Litigation - Employee Related -
Final Settlement, Records with
Significant Historical Value
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Admin.

Services /
Human
Resources
HR-020
Personnel Files - Employee Background
File (All employees)
Background Files which include LiveScan
Responses / CORIs (Criminal Offender
Record Information)
Separation +
6 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; consistent with
Personnel Files; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4 years; W4s 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; 53237.2(b), LC 1198.5
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
102
Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / 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).

Admin.

Services /
Human
Resources
HR-021
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline,
Evaluations, Policy Acknowledgements,,
PAF / Personnel Action Forms, Training
Certificates, 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; State Law requires
4 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; 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;
53237.2(b), LC 1198.5
Admin.

Services /
Human
Resources
HR-022
Personnel Files - Medical File / Long Term
/ Short Term Disability Claims
Medical Records, Pre-Employment Medical
Clearance; ADA Accommodations, Fit for
Duty, Respiratory Fit Tests, etc.

Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately;
Claims can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
Admin.

Services /
Human
Resources
HR-023 Recruitment / NeoGov Database 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State Law
requires 4 years for employment actions;
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
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
103
Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES Page HR-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).

Admin.

Services /
Human
Resources
HR-024
Recruitment / Testing File
Includes Advertisements, Applications for
Unsuccessful Candidates, Backgrounds for
unsuccessful candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
/ statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Expiration of
Eligibility List
+ 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State Law requires 4 years for
employment actions; 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
Admin.

Services /
Human
Resources
HR-025
Verification of Employment from outside
companies / Employment Verifications from
outside companies (for employee car
purchases, etc.)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Content Not Substantive; does not pertain
to the conduct of City business; City of
San Jose vs. Superior Court, 5 Cal. 5th
608 (2017); GC §34090
Admin.

Services /
Human
Resources
HR-026
Volunteer / Unpaid Intern Applications /
Agreements - Unsuccessful / Pending
Applicants
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
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), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-027
Volunteer / Unpaid Intern Applications /
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
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; 29
USC 1113
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
104
Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES Page HR-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).

Admin.

Services /
Human
Resources
HR-028 W-4s
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
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
105
Ver. 3.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / RECREATION Page REC-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).

ADMINISTRATIVE SERVICES / RECREATION
Admin. Services
/ Recreation REC-001 Registration Database - Recreation Applications, Waivers, Registration (Civic Rec)
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Admin. Services
/ Recreation REC-002 Activity Guide / Class Guide / Program Guide / Art Exhibit Brochures, etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Admin. Services
/ Recreation REC-003
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
Admin. Services
/ Recreation REC-004 Contracts for Performances / Instructors Completion + 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Admin. Services
/ Recreation REC-005
Evaluations / Surveys (Programmatic
Evaluations of Art, Recreation / Theatre
programs)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Admin. Services
/ Recreation REC-006
Facility Use Requests / Field Rentals / Facility
Use Applications / Permits / Requests
(Includes Insurance Certificates / ABC Permits
where appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Admin. Services
/ Recreation REC-007 Incident Reports / Disruptive Patrons Minimum 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Admin. Services
/ Recreation REC-008 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
106
Ver. 3.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / RECREATION Page REC-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).

Admin. Services
/ Recreation REC-009
Program Manager's Files: Activity / Special
Programs / Event Files: After-School,
Children's Programs, Gardening, Health
Programs, Sports Programs, etc.

IF the Content relates in a SUBSTANTIVE way
to the conduct of the public's business
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Admin. Services
/ Recreation REC-010 Reports generated from Registration Database When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content Not Substantive / Preliminary
drafts / Transitory records (The
database is the original record); GC
§34090
Admin. Services
/ Recreation REC-011 Rosters / Sign-in / Sign-Out Sheets for classes / programs 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Admin. Services
/ Recreation REC-012 Schedules / Hours (classes / 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
Admin. Services
/ Recreation REC-013
Youth Advisory Commission Agendas and
Minutes (NOT a City Council created or
appointed Advisory Board)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
107
Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / RISK MANAGEMENT Page RM-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).

ADMINISTRATIVE SERVICES / RISK MANAGEMENT
Admin.

Services /
Risk
Management
RM-001 OSHA Citations / 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
Admin.

Services /
Risk
Management
RM-002 Safety Committee / Safety Steering
Committee 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Admin.

Services /
Risk
Management
RM-003 Safety Investigations 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), 29
CFR 1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090 et seq.; LC §6429c
Admin.

Services /
Risk
Management
RM-004
Workers Compensation Claims (Includes all
Accident, Incident, / Injury Reports from
Employees)
Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
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
Admin.

Services /
Risk
Management
RM-005
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, Training, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD LC §6401.9(f), GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
108
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
Comprehensive Emergency Management
Plan (includes Office of Emergency
Management / Homeland Security)
When
Superseded Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City
Manager CM-002 EOC Activations (Excludes FEMA Claims or EOC Claims) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City
Manager CM-003
Projects, Programs, Subject / Issues
(Issues / projects will vary over time - e.g.

Sister City, Goals / Objectives, , etc.)
Minimum 2
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
OAKLEY, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
109
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / CITY CLERK (Elections)
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
Manager /
City Clerk
CC-000
Accident / Incident Reports (Accidents /
Incidents) - MEMBERS OF THE PUBLIC
That don't result in a Claim
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City
Manager /
City Clerk
CC-001
Agenda Packets: City Council,
Redevelopment Agency, Successor Agency,
Oversight Board, Planning Commission
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City
Manager /
City Clerk
CC-002
Agreements / Contracts, Amendments - ALL:

AFTER SCANNING / IMAGING, /
INFRASTRUCTURE, JPAs, MOUs
Agreement / Contract includes all contractual
obligations (e.g. Scope of Work / all
attachments / exhibits)
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
response; Statute of Limitations is 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention
requirements in 48 CFR 4.703(a)
City
Manager /
City Clerk
CC-004 Board / Commission / Committee Recruitment
/ Applications (All, whether appointed / not)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City
Manager /
City Clerk
CC-005 Board / Commission / Committee Maddy Act
Lists / Vacancy Notices 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090

CITY MANAGER / CITY CLERK
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
110
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / CITY CLERK (Elections)
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 MANAGER / CITY CLERK
City
Manager /
City Clerk
CC-006
Bonds: 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
City
Manager /
City Clerk
CC-007 City Articles of Incorporation P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City
Manager /
City Clerk
CC-008 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,
City
Manager /
City Clerk
CC-009
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES /
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
City maintains original statements; GC
§81009(e)&(g)
City
Manager /
City Clerk
CC-010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ELECTRONICALLY FILED /

DATABASE
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Department preference; Only Campaign
Statements filed electronically are required
for 10 years; GC §81009(f)(g); GC §84615
City
Manager /
City Clerk
CC-011
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200
Filers (elected / not elected. Includes City
Council Members, Planning Commission
Members, City Manager, City Treasurer / City
Attorney)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Standard municipal government practice; City
maintains copies only; original statements are
filed with FPPC; GC §81009(f)&(g)
City
Manager /
City Clerk
CC-012 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After QC Must post on website; GC §81009(e)
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
111
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / CITY CLERK (Elections)
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 CITY MANAGER / CITY CLERK
Manager /
City Clerk
CC-013 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After QC Should post on website for 4 years; GC
§81009(e)
City
Manager /
City Clerk
CC-014 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After QC GC §81009(e)
City
Manager /
City Clerk
CC-015 FPPC Form 806 (Agency Report of Public
Official Appointments) 7 years Mag, Ppr S / I Yes: After QC Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
City
Manager /
City Clerk /
Elections
CC-016
Campaign Filings (FPPC 400 Series Forms /
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC GC §81009(b)&(g)
City
Manager /
City Clerk /
Elections
CC-017
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; Paper must be
retained for at least 2 years; GC §81009(b)&(g)
City
Manager /
City Clerk /
Elections
CC-018
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED -
WITH / WITHOUT Committees
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Campaign statements must be posted on the
City’s website within 72 hours and remain on
line for 4 years; Statements filed electronically
are required for 10 years; GC §81009(b)&(g);
GC §84615
City
Manager /
City Clerk /
Elections
CC-019
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 GC §81009(f)&(g)
City
Manager /
City Clerk /
Elections
CC-020
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not
candidate-controlled)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years GC §81009(c)&(g)

CITY CLERK / ELECTIONS
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
112
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / CITY CLERK (Elections)
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 CITY MANAGER / CITY CLERK
Manager /
City Clerk /
Elections
CC-021
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; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City
Manager /
City Clerk /
Elections
CC-022
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
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100
City
Manager /
City Clerk /
Elections
CC-023
Elections - GENERAL, WORKING /
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Polling Locations /
Precinct Board Members, Notices, Postings,
etc.)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City
Manager /
City Clerk /
Elections
CC-024
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination
+ 1 year
after
petition
examination
Ppr
Not accessible to the public;1 year after
examination if the proponents choose to
examine the petitions, unless there is a legal
or FPPC proceeding. EC §§17200(b)(3),
17400
City
Manager /
City Clerk /
Elections
CC-025
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determinatio
n of
Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes
the determination of insufficiency / examines
the petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
City
Manager /
City Clerk /
Elections
CC-026 Elections - Petitions (Initiative, Recall /
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
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
113
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / CITY CLERK (Elections)
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 MANAGER / CITY CLERK
City
Manager /
City Clerk /
Elections
CC-027
Elections - Prop. 218 (Property-based fees -
Improvement Districts: Protest Letters /
Ballots, Tabulation
(Notices / Mailing lists are retained in the Lead
Dept.)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
(End of Elections Section)
City
Manager /
City Clerk
CC-028
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line - SB
272)
When
Superseded Mag. GC §34090 et seq.

City
Manager /
City Clerk
CC-029
Ethics Training Certificates for City Council,
Board / Commission Members, Employees
PRIOR to Human Resources becoming the
Office of Record (2023)
5 years
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
City
Manager /
City Clerk
CC-030
Historical Records / Archives, 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
City
Manager /
City Clerk
CC-031
Minutes: City Council, Redevelopment
Agency, Successor Agency, Oversight Board,
Planning Commission
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City
Manager /
City Clerk
CC-032 Oaths of Office / Disaster Service Worker
Oaths (All employees / officials)
Separation
+ 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Statute of Limitations:

Public official misconduct is discovery of
offense + 4 years, GC §§36507, 26202; PC
§§801.5, 803(c); 29 USC 1113
City
Manager /
City Clerk
CC-033 Ordinances P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
114
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / CITY CLERK (Elections)
Page CC-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).

CITY MANAGER / CITY CLERK
City
Manager /
City Clerk
CC-034
Petitions (submitted to Council on any subject
- Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 City
Manager /
City Clerk
CC-035 Proclamations / Certificates 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City
Manager /
City Clerk
CC-036 Public Records Requests / Subpoenas Duces
Tecum / Summons (Next Request) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City
Manager /
City Clerk
CC-037
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion,
Rights of Way, etc.

P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
City
Manager /
City Clerk
CC-038
Recordings: Audio Recordings: City Council,
Redevelopment Agency, Successor Agency,
Oversight Board, Planning Commission
2 years Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City
Manager /
City Clerk
CC-039
Recordings: Video Recordings: City Council,
Redevelopment Agency, Successor Agency,
Oversight Board, Planning Commission
10 years Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City
Manager /
City Clerk
CC-040 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
Manager /
City Clerk
CC-041 Records Retention Amendment Authorization
Forms 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
City
Manager /
City Clerk
CC-042
Redistricting Web Page / Council District
Boundary Web Page (Map, Redistricting
Process, Agendas, Calendars, Notice, etc.)
10 years Mag, Ppr EC §21160(i); GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
115
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / CITY CLERK (Elections)
Page CC-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).

City CITY MANAGER / CITY CLERK
Manager /
City Clerk
CC-043
Resolutions: City Council, Redevelopment
Agency, Successor Agency, Oversight Board,
Planning Commission
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
116
Ver. 1.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-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).

ECONOMIC DEVELOPMENT
Economic
Development ED-001 Economic Development Projects (Records related to Business Recruitment or Retention) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
117
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / INFORMATION TECHNOLOGY Page IT-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
/ Information
Technology
IT-001 Backups / Computer Disaster Recovery
Backups
When No
Longer
Required
Yes Mag.

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

City Manager
/ Information
Technology
IT-002 Network Configuration Maps / Plans
When No
Longer
Required
Mag.

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

City Manager
/ Information
Technology
IT-003

UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup) /
(WORM / DVD-r / CD-r / Blue Ray-R /
Optical Disk) / other unalterable media that
does not permit additions, deletions, /
changes
Follows
Retention of
Official
Electronic
Record
OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); must
be stored in a "safe and separate
location"; GC 34090, 12168.7, EVC 1550,
2 CCR 22620 et seq.

City Manager
/ Information
Technology
IT-004
Recordings - Video Recordings - Regular
and Ongoing Operations / Building
Security
See City Clerk's schedule for City Council
Video Recordings
1 year Mag Records regular and ongoing operations
or Building Security; GC §34090.6 et seq,
City Manager
/ Information
Technology
IT-005
Recordings - Video Recordings - Public
Areas / Public Activity (Does not record
regular /j ongoing operations)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,

CITY MANAGER / INFORMATION TECHNOLOGY
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
118
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Business License, Code Enforcement, Planning, Redevelopment, Successor Agency) Page CD-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).

COMMUNITY DEVELOPMENT / BUILDING
Lead Dept. CD-001 Permit Database (Tyler EnerGov, / Eden is Legacy)
Indefinite
(Perm) Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; CBC §§ 1.8.4.3.1, 104.7, and
107.5 Building Permits are required to be
retained Permanently, or Life of the
Structure; GC §34090, H&S §19850
Community
Development /
Building
CD-002 Address Files / Building Permits / Applications P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, CBC §104.7, H&S §19850
Community
Development /
Building
CD-007
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
P 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 §§ 1.8.4.3.1, 104.7
& 107.5, H&S§19850, GC §34090
Community
Development /
Building
CD-008 Building Plans - Cancelled / Withdrawn AFTER
to Building Permit Issuance
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 §§ 1.8.4.3.1, 104.7
and 107.5; H&S§19850, GC §34090
Community
Development /
Building
CD-009 Building Plans - Cancelled / Withdrawn PRIOR
to Building Permit Issuance
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 §§ 1.8.4.3.1, 104.7
and 107.5; H&S§19850, GC §34090
Community
Development /
Building
CD-010 Building Plans - Expired P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CBC §§

1.8.4.3.1, 104.7 and 107.5; H&S§19850,
GC §34090
Community
Development /
Building
CD-011 Building Plans - Finalled - TENANT
IMPROVEMENTS P 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 §§

1.8.4.3.1, 104.7 & 107.5, H&S§19850,
GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
119
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Business License, Code Enforcement, Planning, Redevelopment, Successor Agency) Page CD-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).

Community
Development /
Building
CD-012 Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL (All Finalled) 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 §§ 1.8.4.3.1, 104.7 & 107.5,
H&S§19850, GC §34090
Community
Development /
Building
CD-013 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
Community
Development /
Building
CD-014 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Building
CD-015
Copyright Release Forms / Requests /
Permissions to Receive Copies of Plans (to / from
Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Development /
Building
CD-016 Correction Notices - Building
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Building
CD-017 Energy Calculations
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Building
CD-018 Geotechnical / Soils Reports P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Building
CD-019 Plan Check Comments
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
120
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Business License, Code Enforcement, Planning, Redevelopment, Successor Agency) Page CD-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).

Community
Development /
Building
CD-020 Stop Work Notices
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Building
CD-021 Structural Calculations
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

COMMUNITY DEVELOPMENT / BUSINESS LICENSE
Community
Development /
Business License
CD-022 Business License Database (Eden)
Indefinite -
Minimum 5
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; GC §34090, H&S §19850
Community
Development /
Business License
CD-023 Permits: Solicitors Permits, Solicitors License 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Community
Development /
Business License
CD-024 Business License Applications 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Community
Development /
Business License
CD-025 Business License Renewals 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

COMMUNITY DEVELOPMENT / CODE ENFORCEMENT
Lead Dept. CD-026 Case Management Database (GOGov)
Indefinite
Minimum 2
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference - Data is
interrelated and contains Building Permits
and other Permanent Records; GC
§34090, H&S §19850
Community
Development /
Code
Enforcement
CD-027
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos, /
Code Enforcement Complaint Letters)
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
121
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Business License, Code Enforcement, Planning, Redevelopment, Successor Agency) Page CD-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).

Community
Development /
Code
Enforcement
CD-028 Hearing Officer Determinations / Appeals of Code Enforcement Actions - Includes Audio Recordings
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Code
Enforcement
CD-029 Liens / Releases P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090(a)
Community
Development /
Code
Enforcement
CD-030 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
COMMUNITY DEVELOPMENT / PLANNING (includes Former Redevelopment) Lead Dept. CD-031 Permit Database (Tyler EnerGov) Indefinite (Permanent Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated and contains Building Permits
and other Permanent Records; GC
§34090, H&S §19850
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
122
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Business License, Code Enforcement, Planning, Redevelopment, Successor Agency) Page CD-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).

Community
Development /
Planning
CD-032
Planning Projects - Discretionary / Ministerial -
Approved Permanent Entitlements / Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, Uniform Development Application,
etc.)
Examples:

Conditional Use Permits (CUPs)
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Rezones
Sign Permits
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
Community
Develop. /
Planning
CD-033 Planning Project Files - Cancelled / Expired /
Withdrawn
Minimum
Cancellation,
Expiration or
withdrawal +
2 years

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

QC & OD
Department preference (project was not
pursued by applicant); GC §34090
Community
Development /
Planning
CD-034 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
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
123
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Business License, Code Enforcement, Planning, Redevelopment, Successor Agency) Page CD-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).

Community
Development /
Planning
CD-035 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Census Bureau CD-036 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (Non-Records - Census Bureau is OFR)
Community
Development /
Planning
CD-037
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence / staff notes that provide
insight into the project / 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
Community
Development /
Planning
CD-038
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
Community
Development /
Planning
CD-039
General Plan, Elements / Amendments / Master
Plans, Specific Plans, Land Use Plans /
Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-040 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-041 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
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
124
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Business License, Code Enforcement, Planning, Redevelopment, Successor Agency) Page CD-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).

Community
Development /
Planning
CD-042 Planning Commission - AGENDAS / STAFF

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

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

Community
Development /
Planning
CD-043 Planning Commission - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Development /
Planning
CD-044
Temporary Use Permits issued by Planning
(Approved / Unapproved) - Christmas Tree Lots,
Pumpkin Lots, Tent Sales, etc.

Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-045 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
CD-046 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
CD-047 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
125
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) 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 / OFFICE OF THE CHIEF OF POLICE Police /
Admin. / Chief PD-001 Background Files - Successful
Volunteers (Chaplain, Reserves)
Separation
+ 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; State Law & POST
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 /
Admin. / Chief PD-002 Background Files - Unsuccessful
Volunteers (Chaplain, Reserves) 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 /
Admin. / Chief PD-003
Background Files - Massage Permits /
City's Permits / Regulatory Permits /
Permits required by the Municipal Code -
Expiration
of Permit +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police /
Admin. / Chief PD-004
CCW Applications / Renewals (Concealed
Carry Weapon Applications / Permits) -

UNSUCCESSFUL / DENIED
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-005
CCW Applications / Renewals (Concealed
Carry Weapon Applications / Permits) -

SUCCESSFUL / APPROVED
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-006
Complaints against Peace Officers -
Internal Affairs 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 OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
126
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) 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 /
Admin. / Chief PD-007
Complaints against Peace Officers -
Internal Affairs 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 4 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 /
Admin. / Chief PD-008
Complaints from Members of the Public -
Internal Affairs 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 /
Admin. / Chief PD-009
Crime Prevention / Community Relations
Programs / Community Outreach / Youth /
School Programs / Citizen Patrol / Events,
etc.

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Admin. / Chief PD-011
Policies / Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies / Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-012 Press Releases - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. / Chief PD-013 Recordings: Automated License Plate Readers (ALPR)
When No
Longer
Required
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq, CC
§1798.90.53(b)(2)(G);
Police /
Admin. / Chief PD-014 Recordings: Body-Worn Cameras –
LOGS of Access / Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
127
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) 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 /
Admin. / Chief PD-015
Recordings: Body-Worn Cameras - that
ARE evidence, Officer Involved
Shootings / Detention / Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et
seq.

Police /
Admin. / Chief PD-016 Recordings: Body-Worn Cameras - that are NOT evidence 1 year Mag,
Department preference (law recommends 60
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Admin. / Chief PD-017 Recordings: Drone (Unmanned Aerial Vehicle)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Admin. / Chief PD-018 Recordings: Video Recordings -
Evidence Room 1 year Mag GC §34090.6 et seq,
Police /
Admin. / Chief PD-019 Recordings: Video Recordings - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Admin. / Chief PD-020
Recordings: Video Recordings -
Temporary Holding Cell (Juveniles /
Adults)
1 year Mag Records regular and ongoing operations; GC
§34090.6 et seq,
Police /
Admin. / Chief PD-021
Recordings: Video Recordings -
Temporary Holding Cell (Juveniles /
Adults)
1 year Mag Records regular and ongoing operations; GC
§34090.6 et seq,
Police /
Admin. / Chief PD-022 Reports / Studies - Historical (e.g.

Department Annual Reports) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
128
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) 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 /
Admin. / Chief PD-023
Reports to State / Federal Agencies:

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

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

Police /
Admin. / Chief PD-024
Reviews: On-Duty Traffic Accidents, Use
of Force, Vehicle Pursuits - 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
Police /
Admin. / Chief PD-025
Training - Department Training Records -

EMPLOYEE FILE
Training Certificates / Training Records
Separation
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Rosters are sent to
POST; OSHA requires safety training 5
years; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -
3 years; 8 CCR §3203 et seq., 29 CFR
1602.31 , LC §6429(c); GC §§12946,12960,
34090, 53235.2(b)
Police /
Admin. / Chief PD-026
Training - Presented by City Staff -
Department Training Records - COURSE

RECORDS
(Attendance Rosters, Sign-in Sheets,
Outlines / Materials; includes Ethics,
Harassment, Workplace Violence, Safety
Training, Tailgates)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Rosters are sent to POST; OSHA requires
safety, Ethics, Harassment & Workplace
Violence training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 8 CCR §3203 et
seq., 29 CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b),
53237.2(b); LC §6401.9(f)
Police /
Admin. / Chief PD-027
Weapons Inventory: Department-owned
weapons, personal weapons, alternate
weapons, secondary handguns, etc.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
129
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) 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 / FLEET SERVICES
Police / Fleet
Services PD-028 Fleet Maintenance Database
Indefinite -
Minimum 5
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data is interrelated; Databases where sewer
records may be stored are required for 5
years; SWRCB Order 2022-0103-DWQ;
CCP §§338 et seq., 340 et seq., 342, GC
§34090
Police / Fleet
Services PD-029 Bay Area Air Quality Management District (BAAQMD) Permits - for Generators, etc.

Issue Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Police / Fleet
Services PD-030
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) Police / Fleet
Services PD-031 Fleet - Tire Disposal / Waste Manifests 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 14 CCR 18459.3; GC §34090 Police / Fleet
Services PD-032 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.

Police / Fleet
Services PD-033
Fleet - Vehicle / Equipment History Files
Maintenance, Brakes, Smog Certificates,
etc.

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
Police / Fleet
Services PD-034 Generator Operation Logs / Inspections 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Police / Fleet
Services PD-035 Inspections / Audits by the CHP (Fleet) 5 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Consistent with CHP requirements; OSHA
requires 1 year; 8 Ca. Code Reg. §
3203(b)(1); GC § 34090
Police / Fleet
Services PD-036 Pressure Vessel Certifications / 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.

Police / Fleet
Services PD-037 Vehicle Titles (Pink Slips) Sale or Disposal Ppr Given to Auction House / New Owner; GC §34090 OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
130
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) 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 / OPERATIONS (Patrol, Traffic, School Resource Officers, etc.) Police /
Operations PD-038 Canine (Police Service Dogs) Program Files: Service Animal Files Separation
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-039 Ops Plans (Fourth of July, etc.) Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-040 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Operations PD-041 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 /
Operations PD-042 Ride-A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Operations PD-043 Speedometer Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Operations PD-044 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 /
Operations PD-045 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

POLICE / SUPPORT / EVIDENCE AND PROPERTY
Police /
Support /
Evidence &
Property
PD-046 Property / Evidence Database
Indefinite -
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (data is interrelated);
GC §34090
Police /
Support /
Evidence &
Property
PD-047 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
131
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) 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 /
Support /
Evidence &
Property
PD-048 Gun / Narcotics Destruction Log
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Support /
Evidence &
Property
PD-049 Property / Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Support /
Evidence &
Property
PD-050 Safekeeping: Lost / Found Property
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

POLICE / SPECIAL SERVICES
Police /
Special
Services
PD-051 Homeless Services, Grow Houses, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
132
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) 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 / SUPPORT / INVESTIGATIONS
State of
California /
ABC
PD-052 Alcoholic Beverage Control Licenses /
Permits / ABC Permit Applications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Not a City record
Police /
Support /
Investigations
PD-053 Criminal Intelligence Files 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 /
Support /
Investigations
PD-054 Detectives Investigation Files / 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 /
Support /
Investigations
PD-055 Informant Files 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
Police /
Support /
Investigations
PD-056 Neighborhood Security Camera
Registrations
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Support /
Investigations
PD-057 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 DOJJ, records are destroyed
after age 25 or sealing pursuant to W&I
§781; GC §34090.7
OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
133
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) 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 /
Support /
Investigations
PD-058
Registrants: Arson Registrations:

Juveniles released from Division of
Juvenile Justice
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 /
Support /
Investigations
PD-059 Registrants: Gang Adults Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (registration
pursuant to PC 186.30(a)); GC §34090
Police /
Support /
Investigations
PD-060 Registrants: Gang Adults- Shared Gang
Databases / CalGang / Written Attestations
5 years
After Last
Reset
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 11 CCR 773.8; 11 CCR 774.7; GC §34090 Police /
Support /
Investigations
PD-061 Registrants: Gang Juveniles
3 years, or
Sealing
Date + 5
years, or
Court Order
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (registration pursuant
to PC 186.30(a)); Records are destroyed
pursuant to W&I §781;GC §34090
Police /
Support /
Investigations
PD-062
Registrants: Gang Juveniles - Shared
Gang Databases / CalGang / Written
Attestations
3 years
After Last
Reset
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 11 CCR 774; 11 CCR 774.7; GC §34090 Police /
Support /
Investigations
PD-063 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 /
Support /
Investigations
PD-064 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.

POLICE / SUPPORT / RECORDS
OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
134
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) Page PD-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).

Police /
Support /
Records
PD-065 RMS Database (Tiburon)
Indefinite -
Follows the
Retention of
the Crime
Report
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; GC
§34090
Police /
Support /
Records
PD-066 Traffic Collision Database (Crossroads)
Indefinite -
Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; GC
§34090
State of
California /
CHP
PD-067
CHP Forms: Pursuit Report (CHP 187A),
Vehicle Report (CHP 180), etc. that are
not filed with Crime Report
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Entered Directly into CHP’s portal (a State
record)
Police /
Support /
Records
PD-068
Citations / Notice of Violations / Citation
Database (Parking, Traffic, Marijuana /
Cannabis), Animal, Code Enforcement,
Administrative Citations (Includes requests
for dismissals, cancellations, / appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Police /
Support /
Records
PD-069
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault After January 1, 2024
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support /
Records
PD-070
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault Before January 1, 2024
Age of
Majority +
22 years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
135
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) Page PD-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).

Police /
Support /
Records
PD-071
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 W&I §§389(a), 781(d), GC §34090; Police /
Support /
Records
PD-072
CRIME REPORTS:

Lost / Stolen 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
Police /
Support /
Records
PD-073
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), / Sexual Assault (Rape),
Arson (Suspected / Undetermined), Fatal
Traffic Collisions
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 /
Support /
Records
PD-074
CRIME REPORTS:

Child Abuse / Neglect Investigation Reports
- Unsubstantiated / 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 /
Support /
Records
PD-075
CRIME REPORTS:

Except those specifically mentioned in
the schedule (ALL Others, Including
Felonies / Misdemeanors)
Minimum 10
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.

OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
136
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) Page PD-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).

Police /
Support /
Records
PD-076
CRIME REPORTS:

Misdemeanor / Infraction - Adult
Marijuana / Cannabis - HS
§11357(b)(c)(d)(e) / HS §11360(b) (with
procedure in HS §11361.5) - Except those
with outstanding stolen property, including
firearms, / lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
("Shall" Destroy); GC §§68152(c)(8); H&S
§11361.5
Police /
Support /
Records
PD-077
CRIME REPORTS:

Misdemeanor / Infraction - Juvenile
Marijuana / Cannabis - HS §11357(E) -
Except those with outstanding stolen
property, including firearms, / 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 /
Support /
Records
PD-078
CRIME REPORTS:

Misdemeanor / Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in HS §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 /
Support /
Records
PD-079
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 OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
137
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) Page PD-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).

Police /
Support /
Records
PD-080
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, / 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 /
Support /
Records
PD-081
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, / Victim of Intimate
Partner Violence / 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)
State of
California /
Department
of Justice
PD-082
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Entered Directly into DOJ’s portal (a State
record)
State of
California /
Department
of Justice
PD-083 Department of Justice Validation Lists
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Entered Directly into DOJ’s portal (a State
record)
Police /
Support /
Records
PD-084 Livescan Application Forms / Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Support /
Records
PD-085 Local Criminal History Checks
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
These are copies / printouts from the RMS
database; GC §34090 et seq.

Police /
Support /
Records
PD-086 Public Records Act Requests - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
138
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Training, Comms., Support Community Svc., Evidence And Property, Investigations, Records) Page PD-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).

Court or
District
Attorney
PD-087
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(When Not filed with the case file)
Expiration
of the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Not a City record
Police /
Support /
Records
PD-088 STOP Source Data, Audit Log / Racial /
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
Court or
District
Attorney
PD-089 Subpoenas - Civil / Criminal / Subpoenas
Duces Tecum 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; Court or District
Attorney records; GC §34090 et seq.

OAKLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
139
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance - Facilities, Parks, Street)
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
Lead Dept. PW-001 Permit Database (Tyler EnerGov) - Temporary Encroachment Permits / Street Cut Permits, etc.

Indefinite
(Perm) Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; Building Permits are required
to be retained Permanently, or Life of the
Structure; GC §34090, H&S §19850
Public Works /
Engineering PW-002 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept.
(Managing the
Project)
PW-003
Capital Improvement Projects (CIP):

MAINTENANCE-ONLY PROJECTS - No
Change in Infrastructure
All Final Records (Plans, RFP / Specifications /
Addenda, Successful Proposal, Change
Orders, Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference - meets municipal
government auditing standards; Statute
of Limitations for Errors & Omissions not
applicable; Some grant funding agencies
require audits; Statute of Limitations:

Contracts & Spec's=4 years, CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Project)
PW-004
Capital Improvement Projects (CIP):

Administration File / Construction
Management
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Permits for Construction,
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; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
140
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance - Facilities, Parks, Street)
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).

Lead Dept.
(Managing the
Project)
PW-005
Capital Improvement Projects (CIP):

Permanent File
Plans, RFP / Specifications / Addenda,
Successful Proposal, Change Orders, EIRs,
Negative Declarations, Categorical Exemptions,
Materials Testing Reports, Grading Permits,
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; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Project)
PW-006
Drawings, Maps 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
Lead Dept.
(Managing the
Project)
PW-007
Capital Improvement Projects (CIP):

Design / Construction Standards - Authored
by the City for Construction of City Infrastructure
(CIP / Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-009
Encroachment Permits: Temporary Permits
(Excavation, Street Permits, Temporary
Construction, Sidewalk Repairs, Special Event
Permits, Street Cuts, Tree Removal Traffic
Control, Transportation Permits, Utility Cuts
(Installation / Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Engineering PW-010
Encroachment Permits: Permanent (Structures
in the City's Right of Way, Retaining Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-011 Grading Permits P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
141
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance - Facilities, Parks, Street)
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-012
Private 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-013
Private Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical / 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; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
City Clerk PW-014
Recorded Documents / Real Property:

Easements, Right of Ways, Abandonments /
Vacation, Liens / Lien Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Engineering PW-015 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-015.5
Subrogation Claims:/ City's Invoices to
Insurance Companies / Property Damage
Claims / Restitution / Recovery of Damages to
City Property
Final
Resolution +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Meets municipal government auditing
standards; Department preference; GC
§34090
Public Works /
Engineering PW-016 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-017 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.) Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
142
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance - Facilities, Parks, Street)
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).

Police or State
of California PW-018 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-019 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-020 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-021 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-022 Transportation Plans / Master Plans P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-049 Wide Load Permits / Oversize Load PermitsIncludes Insurance Certificates Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090

PUBLIC WORKS / MAINTENANCE - FACILITIES & PARKS
Public Works /
Lead Div. PW-023 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Maintenance PW-024 Graffiti Abatement Work Sheets 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Maintenance PW-025 Herbicide / Pesticide Application Forms (Excludes Parks) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; GC §34090; 3 CCR
6623, 40 CFR 110.3(d)
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
143
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance - Facilities, Parks, Street)
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 /
Lead Div. PW-026 Operations / Maintenance Manuals (O and 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 /
Maintenance
Playground Inspections, Sidewalk Maintenance
(grinding / ramping), etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference, GC §34090
Public Works /
Lead Div. PW-027 Pressure Vessel Certifications / 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.

Public Works /
Lead Div. PW-028
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
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 /
Lead Div. PW-029 APCD / 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 /
Maintenance PW-030 Weed Abatement Work Sheets / Pesticide Applications (Excludes Parks) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; GC §34090; 3 CCR
6623, 40 CFR 110.3(d)
Division
Providing
Service / Work
PW-031
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

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

QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
144
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance - Facilities, Parks, Street)
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).

Division
Providing
Service / Work
PW-032
Work Orders / Service Requests / Service
Orders - 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-033
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (/ 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
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq., 340 et
seq., 342, GC §34090

PUBLIC WORKS / MAINTENANCE - STREETS
Public Works /
Lead Div. PW-052 Air Pollution Control District (APCD 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 /
Lead Div. PW-053 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Streets Maint. PW-054 NPDES / Stormwater Quality Permits Superseded + 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.

Public Works /
Streets Maint. PW-055 NPDES / Stormwater Quality Reports 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.

Public Works /
Lead Div. PW-056 Operations / Maintenance Manuals (O and 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 Maint. PW-057 Pothole Repairs (Excel Logs) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
145
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance - Facilities, Parks, Street)
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 /
Lead Div. PW-058 Pressure Vessel Certifications / 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.

Public Works /
Lead Div. PW-059
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
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 /
Maintenance PW-060
Sidewalks / Trees: Correspondence (Notice) to
Property Owner to repair privately-owned
sidewalks / maintain privately-owned trees
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Streets Maint. PW-061 Storm Drain System Maintenance (Slip Lining, etc.) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Streets Maint. PW-062 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs / Forms) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Streets Maint. PW-063 Tree DATABASE (Excludes Parks)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works /
Streets Maint. PW-064 Tree Maintenance, Trimming, Arborists Reports (Excludes Parks) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Streets Maint. PW-065 Tree Removal / Tree Trimming Permits / Applications Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
OAKLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
146
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance - Facilities, Parks, Street)
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 /
Lead Div. PW-066 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; entered into
DigAlert Software the Excavator,
Operator and the Regional Notification
Center all have an obligation to retain the
notice for 3 years; GC §§4216.2(f) GC
§34090
Division
Providing
Service / Work
PW-067
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

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

QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Division
Providing
Service / Work
PW-068
Work Orders / Service Requests / Service
Orders - 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-069
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (/ 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