Pinole City Council
July 15, 2025

CITY COUNCIL
Cameron Sasai, Mayor
Anthony Tave, Mayor Pro Tem
Norma Martínez-Rubin, Council Member
Devin T. Murphy, Council Member
Maureen Toms, Council Member

PINOLE CITY COUNCIL

MEETING AGENDA
July 15, 2025
5:00 PM
Attend in Person: PINOLE CITY COUNCIL CHAMBERS - 2131 PEAR STREET OR
Attend VIA ZOOM TELECONFERENCE – Details provided below How to Submit Public Comments:

In Person:

Attend meeting at the Pinole City Council Chambers, fill out a yellow public comment card and submit it to the City Clerk.

Via Zoom:

Members of the public may submit a live remote public comment via Zoom video conferencing. Download the Zoom mobile app from the Apple Appstore or Google Play. If you are using a desktop computer, you can test your connection to Zoom by clicking here. Zoom also allows you to join the meeting by phone.

From a PC, Mac, iPad, iPhone or Android:
https://us02web.zoom.us/j/89335000272
Webinar ID: 893 3500 0272
By phone: +1 (669) 900-6833 or +1 (253) 215-8782 or +1 (346) 248-7799 • Speakers will be asked to provide their name and city of residence, although providing this is not required for participation.
• Each speaker will be afforded up to 3 minutes to speak (subject to modification by the Mayor) • Speakers will be muted until their opportunity to provide public comment.

When the Mayor opens the comment period for the item you wish to speak on, please use the “raise hand” feature (or press *9 if connecting via telephone) which will alert staff that you have a comment to provide and press *6 to unmute. To comment with your video enabled, please let the City Clerk know you would like to turn your camera on once you are called to speak.

Written Comments:

All comments received before 3:00 pm the day of the meeting will be posted on the City’s website on the agenda page (Agenda Page Link) and provided to the City Council prior to the meeting. Written comments will not be read aloud during the meeting. Email comments to [email protected] Please indicate which item on the agenda you are commenting on in the subject line of your email.

City Council
Agenda - July 15, 2025

OTHER WAYS TO WATCH THE MEETING
LIVE ON CHANNEL 26. They are retelecast the following week. The Community TV Channel 26 schedule is published on the city’s website at www.pinole.gov.

VIDEO-STREAMED LIVE ON THE CITY’S WEBSITE, www.pinole.gov and remain archived on the site for five (5) years.

If none of these options are available to you, or you need assistance with public comment, please contact the City Clerk, Heather Bell at (510) 724-8928 or [email protected].

Americans With Disabilities Act: In compliance with the Americans With Disabilities Act of 1990, if you need special assistance to participate in a City Meeting or you need a copy of the agenda, or the agenda packet in an appropriate alternative format, please contact the City Clerk’s Office at (510) 724-8928. Notification at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service.

Note: Staff reports are available for inspection on the City Website at www.pinole.gov. You may also contact the City Clerk via e-mail at [email protected].

Ralph M. Brown Act. Gov. Code § 54950. In enacting this chapter, the Legislature finds and declares that the public commissions, boards and councils and the other public agencies in this State exist to aid in the conduct of the people's business. It is the intent of the law that their actions be taken openly and that their deliberations be conducted openly. The people of this State do not yield their sovereignty to the agencies, which serve them. The people, in delegating authority, do not give their public servants the right to decide what is good for the people to know and what is not good for them to know. The people insist on remaining informed so that they may retain control over the instruments they have created.

City Council
Agenda - July 15, 2025

1. CALL TO ORDER & PLEDGE OF ALLEGIANCE IN HONOR OF THE US MILITARY TROOPS

2. LAND ACKNOWLEDGMENT
Before we begin, we would like to acknowledge the Ohlone people, who are the traditional custodians of this land. We pay our respects to the Ohlone elders, past, present, and future, who call this place, Ohlone Land, the land that Pinole sits upon, their home. We are proud to continue their tradition of coming together and growing as a community. We thank the Ohlone community for their stewardship and support, and we look forward to strengthening our ties as we continue our relationship of mutual respect and understanding.

3. ROLL CALL, CITY CLERK’S REPORT & STATEMENT OF CONFLICT An official who has a conflict must, prior to consideration of the decision: (1) publicly identify in detail the financial interest that causes the conflict; (2) recuse himself /herself from discussing and voting on the matter; and (3) leave the room until after the decision has been made, Cal. Gov't Code § 87105.

4. CONVENE TO A CLOSED SESSION
Citizens may address the Council regarding a Closed Session item prior to the Council adjourning into the Closed Session, by first providing a speaker card to the City Clerk.

A. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Gov. Code § 54957
Title: City Attorney

5. RECONVENE IN OPEN SESSION TO ANNOUNCE RESULTS OF CLOSED SESSION

6. CITIZENS TO BE HEARD (Public Comments)
Citizens may speak under any item not listed on the Agenda. The time limit is 3 minutes and is subject to modification by the Mayor. Individuals may not share or offer time to another speaker. Pursuant to provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The City Council may direct staff to investigate and/or schedule certain matters for consideration at a future Council meeting. PLEASE SEE THE COVERSHEET OF THE

AGENDA FOR INSTRUCTIONS ON HOW TO SUBMIT PUBLIC COMMENTS

7. REPORTS & COMMUNICATIONS
A. Mayor Report

1. Announcements
B. Mayoral & Council Appointments
C. City Council Committee Reports & Communications
D. Council Requests for Future Agenda Items
E. City Manager Report / Department Staff
F. City Attorney Report

8. RECOGNITIONS / PRESENTATIONS / COMMUNITY EVENTS

City Council
Agenda - July 15, 2025

A. Proclamations
None
B. Presentations

1. Traffic-Related Incidents Report by Police Chief Klawuhn

2. Presentation on California Lineage-Based Reparations and the California Reparations Commission Recommendation

9. CONSENT CALENDAR
All matters under the Consent Calendar are considered to be routine and noncontroversial. These items will be enacted by one motion and without discussion. If, however, any interested party or Council member(s) wishes to comment on an item, they may do so before action is taken on the Consent Calendar. Following comments, if a Council member wishes to discuss an item, it will be removed from the Consent Calendar and taken up in order after adoption of the Consent Calendar.

A. Approve the Minutes of the Regular City Council Meeting on July 1, 2025.

B. Receive the June 28, 2025 – July 11, 2025 List of Warrants in the Amount of $1,363,557.96, and the July 4, 2025, Payroll in the Amount of $582,368.68.

C. Resolution to Adopt Updated Citywide Records Retention Schedule Action: Adopt Resolution per Staff Recommendation (Heather Bell)
D. Adopt A Resolution Approving A Memorandum Of Understanding Between The City Of Pinole And The American Federation Of State, County, And Municipal Employees (AFSCME) Union Local 1 For The Period Of July 1, 2025 – June 30, 2026 Action: Adopt Resolution per Staff Recommendation (Stacy Shell)
E. Adopt A Resolution Approving A Memorandum Of Understanding Between The City Of Pinole And The American Federation Of State, County, And Municipal Employees (AFSCME) Union Local 512 For The Period Of July 1, 2025 – June 30, 2026 Action: Adopt Resolution per Staff Recommendation (Stacy Shell)
F. A Resolution Of The City Council Of The City Of Pinole Authorizing The Receipt And Expenditure Of $99,482.16 From The California Highway Patrol And The Cannabis Tax Fund Grant Program (CTFGP) #23421 Action: Adopt Resolution per Staff Recommendation. (Melissa Klawuhn)
G. Second Reading Of Ordinance Amending Pinole Municipal Code Chapter 10.40.040 “No Parking Areas Designated” To Include Restrictions Related To Parking Near Intersections In Compliance With Ab 413 (“Daylighting Law”) Action: Waive the second reading and adopt an Ordinance (Eric Casher, Heba El-Guindy, Melissa Klawuhn) H. Receive and file an update on Climate Action and Adaptation Plan building energy ordinances and reach codes Action: Receive Report (Lilly Whalen, Kapil Amin) I. Fiscal Year (FY) 2025/26 Fourth Quarter Strategic Plan Status Report Action: Recieve the report (Kelcey Young)
J. Approval Of Sixth Amendment To The Consulting Services Agreement With Gray-BowenPage 4 of 533 City Council
Agenda - July 15, 2025

Scott For Additional Project Management Support Services For The San Pablo Avenue Bridge Replacement At The Bnsf Railroad Project (Project No. RO1710) Action: Adopt Resolution per Staff Recommendation (Heba El-Guindy) K. Receive Update On Capital Projects, Inspection And Permitting, And Maintenance Action: Receive Report (Heba El-Guindy)
L. Approval Of Agreement Between The City Of Pinole And Spektren Engineering, Inc. For the Construction of the Sidewalk Rehabilitation Program (Cip Project No. RO2402) Action: Adopt Resolution per Staff Recommendation (Heba El-Guindy) M. Adopt a resolution authorizing the City of Pinole to apply for the Land and Water Conservation Fund (LWCF) program. Action: Adopt Resolution per Staff Recommendation (Andrea Dwyer, Lilly Whalen)

10. PUBLIC HEARINGS
Citizens wishing to speak regarding a Public Hearing item should fill out a speaker card prior to the completion of the presentation, by first providing a speaker card to the City Clerk. An official who engaged in an ex parte communication that is the subject of a Public Hearing must disclose the communication on the record prior to the start of the Public Hearing.

A. Conduct a public hearing and adopt a Resolution approving the issuance of the California Municipal Finance Authority Qualified 501(C)(3) bonds in an aggregate principal amount not to exceed $65,000,000 for the purpose of financing or refinancing the acquisition, rehabilitation, improvement and equipping of Bayside Apartment Homes and certain other matters relating thereto Action: Conduct Public Hearing and Adopt Resolution per Staff Recommendation (Lilly Whalen)

11. OLD BUSINESS
None

12. NEW BUSINESS
None

13. CITIZENS TO BE HEARD (Continued from Item 6) (Public Comments) Open only to members of the public who did not speak under the first Citizens to Be Heard, Agenda Item 6 Citizens may speak under any item not listed on the Agenda. The time limit is 3 minutes for City Council items and is subject to modification by the Mayor. Individuals may not share or offer time to another speaker.

Pursuant to provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The City Council may direct staff to investigate and/or schedule certain matters for consideration at a future meeting.

14. ADJOURNMENT to the Regular City Council Meeting of September 2, 2025 in Remembrance of Amber Swartz.

I hereby certify under the laws of the State of California that the foregoing Agenda was posted on the bulletin board at the main entrance of Pinole City Hall, 2131 Pear Street Pinole, CA, and on the City’s website, not less than 72 hours prior to the meeting date set forth on this agenda.

City Council
Agenda - July 15, 2025

_______________________
Heather Bell, CMC
City Clerk
POSTED: Friday, July 11, 2025 at 10:00 am

PINOLE POLICE

DEPARTMENT

TRAFFIC-RELATED INCIDENTS
JANUARY 1 – JUNE 30, 2025

City of Pinole

BIANNUAL TRAFFIC DATA

TRAFFIC COLLISIONS
JANUARY – JUNE 2025
3

TRAFFIC COLLISIONS

PRIMARY COLLISION FACTOR
JANUARY – JUNE 2025
4

COLLISIONS AT INTERSECTIONS
JANUARY – JUNE 2025
5

6 COLLISIONS
JANUARY – JUNE 2025

CITIZEN RIMS
Pinole Police Department’s Website:
https://www.pinole.gov/departments/police/
Click on “Crime Records & Surveillance Options”
Click on “Past Activity” to see the map
7

DRIVING UNDER THE INFLUENCE
JANUARY – JUNE 2025
8 12 arrests were made for DUI-related offenses:

January – 1 arrest
February – 2 arrests
March – 2 arrests
April – 5 arrests
May – 1 arrest
June – 1 arrest

9 DUI ARRESTS
JANUARY – JUNE 2025

CITATIONS
JANUARY – JUNE 2025
During the reporting period, Pinole Police Department officers, conducted 1355 traffic stops. Of these traffic stops, 584 resulted in a citation issued (43.1%).*
Common citations include:
*Citations include CVC violations, as well as other misdemeanor or infraction codes 10 CVC code Number of
Citations Issued Traffic Officer
Expired registration 289
Headlights/tail lamp/brake lights 109
Stop Sign 66 69% from Traffic Officer
Speed Violation 29 89% from Traffic Officer
Unlicensed Driver 27
Red Light Violation 24 62% from Traffic Officer

PARKING CITATIONS
JANUARY – JUNE 2025
11 During the reporting period, the Pinole Police Department issued 92 parking citations.

Future reports will include specific data for the new Daylighting ordinance – warnings and citations.

TRAINING AND EQUIPMENT
LIDAR and RADAR
• 2 officers are trained on LIDAR / 3 hand-held LIDAR devices • 2 officers trained on RADAR / 1 RADAR device – outdated and not calibrated • Need to prioritize more officer training
Reduced traffic unit staffing from January – March 2025 Speed trailer is out of service
12

GRANTS
OTS (Office of Traffic Safety) – applied for the grant in January 2025 • Requested $129,373.04, received intent to award $50,000 • Funding to include community outreach, officer training, personnel and equipment costs for 3 DUI checkpoints, equipment including a traffic motorcycle and speed trailer
CTFGP (Cannabis Tax Fund Grant Program) – applied for the grant in February 2025 • Requested $99,482.16, received intent to award full amount • Funding to include community outreach, officer training, traffic motorcycle, personnel and equipment costs for a DUID checkpoint with Hercules PD
13

QUESTIONS?

Pinole City Council Regular Meeting
Minutes – July 1, 2025

CITY COUNCIL MEETING

MINUTES
July 1, 2025

1. CALL TO ORDER & PLEDGE OF ALLEGIANCE IN HONOR OF THE US MILITARY TROOPS
The City Council Meeting was held in a hybrid format (in-person and via Zoom videoconference and broadcast) from the Pinole Council Chambers, 2131 Pear Street, Pinole, California. Mayor Sasai called the Regular Meeting of the City Council to order at 5:02 p.m. and led the Pledge of Allegiance.

2. LAND ACKNOWLEDGEMENT
Before we begin, we would like to acknowledge the Ohlone people, who are the traditional custodians of this land. We pay our respects to the Ohlone elders, past, present and future, who call this place, Ohlone Land, the land that Pinole sits upon, their home. We are proud to continue their tradition of coming together and growing as a community. We thank the Ohlone community for their stewardship and support, and we look forward to strengthening our ties as we continue our relationship of mutual respect and understanding.

3. ROLL CALL, CITY CLERK’S REPORT & STATEMENT OF CONFLICT An official who has a conflict must, prior to consideration of the decision; (1) publicly identify in detail the financial interest that causes the conflict; (2) recuse himself/herself from discussing and voting on the matter; and (3) leave the room until after the decision has been made, Cal. Gov.

Code § 87105.

A. COUNCILMEMBERS PRESENT
Cameron Sasai, Mayor
Anthony Tave, Mayor Pro Tem
Norma Martinez-Rubin, Council Member
Devin Murphy, Council Member
Maureen Toms, Council Member
B. STAFF PRESENT
Kelcey Young, City Manager
Eric Casher, City Attorney
Andrea Dwyer, Community Services Director
Heba El-Guindy, Public Works Director
Melissa Klawuhn, Chief of Police
Roxane Stone, Deputy City Clerk
Deputy City Clerk Roxane Stone announced the agenda had been posted on June 26, 2025 at 12:00 p.m. with all legally required written notices. Written comments had been received in advance of the meeting, distributed to the City Council and staff, posted to the City website and made available to the public to view in the Council Chambers.

Pinole City Council Regular Meeting
Minutes – July 1, 2025

Following an inquiry, the Council reported there were no conflicts with any items on the agenda.

4. CONVENE TO A CLOSED SESSION
Citizens may address the Council regarding a Closed Session item prior to the Council adjourning into the Closed Session, by first providing a speaker card to the City Clerk.

A. CONFERENCE WITH LABOR NEGOTIATORS
Gov. Code § 54957.6
Agency designated representatives: City Manager Kelcey Young, City Attorney Eric Casher, Human Resources Director Stacy Shell, Finance Director Markisha Guillory and Gregory Ramirez, IEDA
Employee organizations: AFSCME Local 1, AFSCME Local 512 and the Pinole Police Employees Association (PPEA)
B. CONFERENCE WITH REAL PROPERTY NEGOTIATORS
Gov. Code § 54956.8
Property: 2100 San Pablo Avenue
Agency negotiators: City Manager Kelcey Young and City Attorney Eric Casher Negotiating party: Art Pakpour
Under negotiation: Price and Terms

PUBLIC COMMENTS OPENED
Deputy City Clerk Stone reported there were no comments from the public.

PUBLIC COMMENTS CLOSED

5. RECONVENE IN OPEN SESSION TO ANNOUNCE RESULTS OF CLOSED SESSION At 6:42 p.m., Mayor Sasai reconvened the meeting into open session. There was no reportable action from the Closed Sessions.

6. CITIZENS TO BE HEARD (Public Comments)
Citizens may speak under any item not listed on the Agenda. The time limit is 3 minutes and is subject to modification by the Mayor. Individuals may not share or offer time to another speaker.

Pursuant to provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The City Council may direct staff to investigate and/or schedule certain matters for consideration at a future Council meeting.

Rafael Menis, reported on the current state of transmission for COVID-19, which continued to be elevated in the testing centers nearest the City of Pinole based on relevant data for Contra Costa County. Contra Costa County as a whole was low, but a testing center located in the City of Richmond was very high with two other centers in Contra Costa County at high and moderate levels. He encouraged people to wear masks in crowded indoor settings and get booster shots if available. He also wished everyone a Happy Fourth of July.

Pinole City Council Regular Meeting
Minutes – July 1, 2025

Mayor Sasai took the agenda items out of order at this time with the City Council moving on to Item 8. Recognitions / Presentations / Community Events.

8. RECOGNITIONS / PRESENTATIONS / COMMUNITY EVENTS
A. Proclamations

1. Parks Make Life Better
The City Council read into the record a proclamation recognizing July 2025 as Parks Make Life Better Month with the proclamation presented to Cecilia Morse. Mayor Sasai identified as the City of Pinole’s “Unofficial Trails Ambassador.”

PUBLIC COMMENTS OPENED
Cecilia Morse reported she had met Mayor Sasai when he campaigned for the City Council. She appreciated the fact that when there had been a gaping hole in the trail, the Mayor had liaised and the trail had been repaired. She highlighted her background as an East Coast transplant who appreciated living in the City of Pinole that she described as a beautiful paradise. She thanked the City Council for the proclamation.

PUBLIC COMMENTS CLOSED

2. Independence Day
The City Council read into the record a proclamation recognizing July 4, 2025 as Independence Day.

Mayor Sasai took the opportunity to recognize Recreation Department staff present in the Council Chambers who kept the City’s parks and recreation facilities maintained for the benefit of the community.

PUBLIC COMMENTS OPENED
Community Services Director Andrea Dwyer introduced members of the Community Service Department staff present in the Council Chambers including: Recreation Manager Maria Picazo; Recreation Coordinator, Senior Center, Mychael Jamison; and Recreation Coordinator, Youth Center, Jaylan Campbell. She also recognized Christine Murray, Coordinator for the Youth and Tiny Tots Programs who was unable to attend the meeting.

Community Services Director Dwyer added the kick-off for the City’s Fourth of July celebration would begin at 6:30 p.m. on July 4, 2025 at Pinole Valley High School (PVHS). Festivities would include performances from local dance groups, children’s activities, food trucks and a Key to the City celebration through the Mayor celebrating the life of City employee Robert Walker Jr. The event would end with a drone show at 9:30 p.m. Everyone was encouraged to come out and celebrate.

PUBLIC COMMENTS CLOSED

Pinole City Council Regular Meeting
Minutes – July 1, 2025

3. Bastille Day
The City Council read into the record a proclamation recognizing July 14, 2025 as Bastille Day.

PUBLIC COMMENTS OPENED
There were no comments from the public.

PUBLIC COMMENTS CLOSED
B. Presentations: None
Mayor Sasai declared a recess at 6:57 p.m. The City Council meeting reconvened at 7:07 p.m. with all Council members present.

The City Council returned to Item 7. Reports & Communications.

7. REPORTS & COMMUNICATIONS
A. Mayor Report

1. Announcements
Mayor Sasai reported he had attended a West Contra Costa Transportation Commission (WCCTC) meeting with an overview of Bay Bridge Forward, an update on projects in the I-80 Corridor, including High Occupancy Vehicle (HOV) lane access restrictions, Bay Bridge and Carquinez Bridge hours of operation and a presentation on Via Microtransit, an agency working with the City of Richmond to build and provide outreach on microtransit services in the community.

He reiterated that Fourth of July celebrations would be held on July 4, 2025, as earlier reported and reminded residents, neighbors and friends that fireworks were illegal in Contra Costa County and urged people to be safe.

B. Mayoral & Council Appointments: None
C. City Council Committee Reports & Communications
Council member Martinez-Rubin reported some Council members had participated in a presentation as part of an invitation from Evan Green, Watershed Conservation Coordinator with Contra Costa County Resource Conservation District, at which time they had learned about a project in which the agency was a partner and which involved the unhoused. The project involved a study that included a number of other conservation districts and the work the participants were doing helped them to learn about environmental stewardship skills, such as identifying non-native plants and helping to keep Pinole Creek clear of debris, among other things. The presentation was an informal job fair allowing participants of the Resilient and Equitable Urban Stream Corridors Project to learn about the skills gained from their participation and eventually to be part of a pipeline for further employment. She wished everyone a happy and safe Fourth of July.

Pinole City Council Regular Meeting
Minutes – July 1, 2025

Council member Murphy reported he had attended the Association of Bay Area Governments (ABAG) General Assembly as the City’s Delegate, to advance shared goals around housing, climate resilience, infrastructure and development. He highlighted the approval of ABAG’s $128 million Fiscal Year (FY) 2025/26 operating budget and work program and highlighted programs that specifically benefitted Pinole residents including the Bay Area Regional Energy Network (BayREN) and the San Francisco Estuary Partnership. He reported ABAG membership dues had slightly increased after 16 years, with the dues to fund ABAG’s core administration services, ensure access to regional planning tools, grant programs, housing assistance, technical assistance and environmental initiatives. He noted ABAG had focused on regional resiliency, particularly around climate threats like sea level rise, wildfire and drought. He commended the City Manager for attending the ABAG General Assembly and making the City of Pinole a strong leader at the table

Council member Murphy also attended the Rodeo-Hercules Fire Protection District (RHFPD) Change of Command Ceremony and reported the East Bay Regional Parks District (EBRPD) would be developing a new long-term road map guiding the next 100-years of park planning, access and preservation. He provided an overview of the various issues facing the EBRPD with the EBRPD to meet with all stakeholders across the East Bay as part of its long-term planning effort. He encouraged Pinole residents to engage with EBRPD’s community survey that would be open through July 31, 2025. More information was available on the EBRPD website.

Council member Murphy also thanked everyone who had participated in the Pinole Creek Unhoused Stewards Project Job fair at the Pinole Library and highlighted the different agencies that had participated in the event. He thanked Council member Martinez-Rubin and Mayor Sasai for making the event possible.

Council member Murphy further commented on the issue of immigration, which was top of focus of mind in terms of the moral perspective and economic issues. He referenced a new June 2025 report from the Bay Area Council Economic Institute, which had looked at the economic risk of mass deportation policies and which statistics he highlighted. He encouraged everyone to review the report which reinforced the need to ground policies in inclusion and economic resilience, which was all interconnected whether through climate planning or equitable development. He stated the City of Pinole was part of a broader ecosystem and with participation in regional spaces ensured the City was not just reacting but helping to lead.

Council member Toms reported she had attended the Pinole Car Show, including the pancake breakfast the morning of the event. She thanked the Community Services Department and all volunteers who made the programming possible. The Car Show had been well attended and was one of the top community events for local businesses. She had also attended the Special Olympics Torch Run, stated it had been a huge fundraiser, and thanked the law enforcement organizers. She was able to see the end of the torch run in the City of Santa Clara and again recognized all of the support for West County Special Olympics programs.

D. Council Requests for Future Agenda Items

PUBLIC COMMENTS OPENED

Pinole City Council Regular Meeting
Minutes – July 1, 2025

Rafael Menis, stated he was a member of the Pinole Planning Commission and he asked that the City Council consider a future agenda item to modify Pinole Municipal Code (PMC) Section

2.40.020, Election of Officers – Meetings. Currently, the text of the ordinance stated “…the Planning Commission shall adopt Robert’s Rules of Order Revised, for the transaction of business…” He recognized that Robert’s Rules of Order Revised was not the most recommended way to conduct public meetings in that Rosenberg’s Rules of Order was most often used at the City Council level. Since it had been written into the ordinance, the Planning Commission must use Robert’s Rules of Order Revised. He asked the City Council to consider an agenda item to amend Section 2.40.020, Election of Officers – Meetings, to allow the Planning Commission to choose Rosenberg’s Rules of Order.

Mayor Sasai stated he would follow-up with Mr. Menis on the request.

PUBLIC COMMENT CLOSED
E. City Manager Report / Department Staff
City Manager Kelcey Young thanked staff for all of their hard work on pothole repair, weed abatement and community events including the Special Olympics Torch Run, Car Show and preparing for the upcoming Fourth of July celebrations. Future community events would include Coffee with a Cop on July 9, 2025 from 8:00 to 10:00 a.m. at Starbucks on Pinole Valley Road; free concerts at Fernandez Park on July 10 and 24, 2025 from 6:00 to 8:00 p.m.; and kick-off for Movie Nights at Fernandez Park on July 18, 2025, with the movie Moana 2 to be shown at sundown. Also, a Citizens Academy would be held on August 6, 13 and 20, 2025 from 5:30 to 7:30 p.m. to discuss City processes, upcoming projects, upcoming events, career opportunities and answering community questions. Interested persons were encouraged to sign-up soon since the event was getting close to reaching capacity. She reminded everyone that fireworks were banned in Contra Costa County and anyone wishing to turn in their fireworks may do so at the Police Department, Public Safety Lobby, where fireworks would be accepted and disposed of safely, no questions asked.

F. City Attorney Report: None

9. CONSENT CALENDAR
All matters under the Consent Calendar are considered to be routine and noncontroversial. These items will be enacted by one motion and without discussion. If, however, any interested party or Council member(s) wishes to comment on an item, they may do so before action is taken on the Consent Calendar. Following comments, if a Council member wishes to discuss an item, it will be removed from the Consent Calendar and taken up in order after adoption of the Consent Calendar.

A. Approve the Minutes of the Regular City Council Meeting on June 17, 2025.

B. Receive the June 14, 2025 – June 27, 2025 List of Warrants in the Amount of $1,849,025.10 and the June 20, 2025 Payroll in the Amount of $528,964.97.

Pinole City Council Regular Meeting
Minutes – July 1, 2025

C. Adopt a Resolution Authorizing the City Manager to Amend the Contract with Contra Costa County to Continue Administration of the Pinole Energy Enhancement Rebate Program (PEER) through Additional Funding from the California Energy Commission (CEC) Local Government Building Decarbonization Challenge. Action: Adopt Resolution per Staff Recommendation (Lilly Whalen, Kapil Amin)
D. Resolution Accepting a Capacity-Building Microgrant from AARP to Support Educational Workshops for the Pinole Accessible Living (PAL) Program. Action:

Adopt Resolution per Staff Recommendation (Lilly Whalen, Keith Marks) E. Resolution Authorizing the City Manager to Execute Amendment No. 4 to the Agreement with Michael Baker International to Support Additional Outreach for the Safety and Health & Environmental Justice Elements. Action: Adopt Resolution per Staff Recommendation (Lilly Whalen, David Hanham)
F. Letter of Support for Senate Bill 63. Action: Approve Letter and Adopt Resolution per Staff Recommendation (Kelcey Young)
G. Letter of Support for Assembly Bill 1388. Action: Approve Letter per Staff Recommendation (Kelcey Young)
H. Letter of Support for Assembly Bill 762. Action: Adopt Letter per Staff Recommendation (Kelcey Young)
I. Letter of Support for Assembly Bill 996. Action: Adopt Letter per Staff Recommendation (Kelcey Young)
J. Placement of Liens for Delinquent Unpaid Waste Collection Charges Falling Delinquent between January and April 2025, Considered at an Administrative Hearing on June 5, 2025. Action: Adopt Resolution per Staff Recommendation (Roxane Stone)
K. Adopt a Resolution Approving the Cooperative Agreement between the City of Pinole and Contra Costa County for the San Pablo Avenue Enhanced Bicycle and Pedestrian Gap Closure Study. Action: Adopt Resolution per Staff Recommendation (Heba El-Guindy)
L. Approval of Fourth Amendment to the Consulting Services Agreement with Consor North America, Inc. (Formerly Quincy Engineering, Inc.) for Additional Services for the San Pablo Avenue Bridge Replacement at the BNSF Railroad Project (Project No. RO1710). Action: Adopt Resolution per Staff Recommendation (Heba El-Guindy)

PUBLIC COMMENTS OPENED

Pinole City Council Regular Meeting
Minutes – July 1, 2025

Bradley Dunn, Bay Area Rapid Transit (BART), Manager of Local Government and Community Relations, speaking to Item 9F, thanked the City Council for the consideration of a Letter of Support for Senate Bill (SB) 63. He noted everyone in the Bay Area whether they used BART or not, benefitted from the service, from cleaner air, reduced traffic congestion and increased access to jobs and education. BART recently received its highest rider satisfaction in over 10-years, but work from home had impacted transit agencies across the Bay Area and the nation. The Bay Area had a unique combination of finance, technology and other industries that were prone to workers telecommuting from home and the Bay Area had the highest work from home rates in the nation, which had led to BART facing a significant deficit between $350 and $400 million beginning in FY 2027. BART had one of the lowest costs per passenger miles of any major heavy rail agency in the country, and instituted cost savings measures such as hiring freezes to eliminate a $35 million deficit in FY 2026; however, and despite this effort, BARTs fares were half of what they had been before the pandemic. If additional funding was not secured, BART would be forced to make devasting service cuts including no service on weekends or after 9:00 p.m., eliminating lines and reducing the number of trains per week. BART’s Board of Directors supported SB 63, the Connect Bay Area Act, and were committed to working with community stakeholders to support sustainable transit funding.

Council member Martinez-Rubin requested that item 9A be pulled from the Consent Calendar.

Mayor Sasai requested that Items 9F, 9G, 9H and 9I be pulled from the Consent Calendar.

Speaking to Item 9A, Deputy City Clerk Stone clarified Council member Martinez-Rubin had submitted a very minor revision to a change she had made to the City Council meeting minutes of June 3, 2025 (as reflected on Page 25 of 300 of the agenda packet and as shown in the June 17, 2025 Planning Commission meeting minutes Item 9A). She had asked Council member Martinez-Rubin to pull the item to bring it to the City Council’s attention, with the requested change to be reflected in the final copy for the June 17, 2025 meeting minutes.

Mayor Sasai thanked staff for their work on all of the letters of support as shown on the Consent Calendar and Council member Martinez-Rubin for bringing forward a couple of the letters of support. He emphasized the importance of getting the letters right, which would move goals along benefitting the City and all Californians. For Item 9F, he noted SB 63 had been referred to the Senate Transportation Committee. He asked that Page 225 of 300 of the agenda packet be revised in that the letter was currently addressed to Senator Buffy Wicks and needed to be corrected to read: Assemblymember Buffy Wicks, and with the recipients to be corrected to read:

Chair of the Senate Transportation Committee, Senator Dave Cortese, Assemblymember Buffy Wicks and Senator Jesse Arreguín. He asked that the addresses for each recipient also be clarified for accuracy. Further, that the resolution of approval on Page 207 of 300 of the agenda packet be revised in the first WHEREAS clause to include WestCat.

For Item 9G, Mayor Sasai noted AB 1388 has been referred to the Senate Public Safety Committee. He asked that the letter, as shown on Page 228 of 300 of the agenda packet, be revised and addressed to the Chair of the Public Safety Committee, Senator Jesse Arreguín and the letter be copied to Assemblymember Buffy Wicks, Senator Jesse Arreguín, and the author of AB 1388 Assemblymember Isaac Bryan.

Pinole City Council Regular Meeting
Minutes – July 1, 2025

For Item 9H, Mayor Sasai asked staff whether AB 762, was still active since it would not be the best look to send a letter for something that was not being considered by the Legislature.

City Manager Young advised as long as the letter was sent by July 2, 2025, the letter would still be accepted.

Council member Martinez-Rubin was unaware whether AB 762 remained active. She wanted to ensure that the City could present the letters to the extent possible and have a process in place to do that. She commented one of the items the City Council had discussed as part of the Council Retreat in January 2025, was setting up a legislative process to respond to alerts about pending legislation. While the bill may or may not be currently active in the legislative system, possibly staff could review that in the morning and follow through as necessary.

Mayor Sasai understood AB 762 had not made it past the Assembly some time ago. He was unsure staff had the answer to provide clarification at this time and he would not be in favor of sending a letter in support but it could come back. He could support a letter to the author in support of a two-year bill.

Council member Martinez-Rubin understood but suggested this made space for agenda items that could be discussed more fully since this issue had come up before when the processes did not align with how quickly the legislative system worked.

Mayor Sasai referenced Item 9I and wanted assurance the letter would be sent to the Chair of the Senate Appropriations Committee Anna Caballero and Vice Chair Kelly Seyarto, and copied to the author of AB 996, Assemblymember Gail Pellerin.

ACTION: Motion by Council members Murphy/Toms to approve Item 9A, as amended; Items 9B, 9C, 9D and 9E, as shown; Items 9F, 9G and 9I, as amended; and Items J, K and L, as shown.

Vote: Passed 5-0
Ayes: Sasai, Tave, Martinez-Rubin, Murphy, Toms
Noes: None
Abstain: None

Absent: None
ACTION: Motion by Council members Martinez-Rubin/Toms to have staff take a look at the letter for Item 9H and inform the Mayor whether or not the bill was still viable.

Vote: Passed 5-0
Ayes: Sasai, Tave, Martinez-Rubin, Murphy, Toms
Noes: None
Abstain: None

Absent: None

10. PUBLIC HEARINGS

Pinole City Council Regular Meeting
Minutes – July 1, 2025

A. First Reading of Ordinance Amending Pinole Municipal Code Chapter 10.40 ‘Stopping Standing and Parking” Section 10.40.050 “No Parking Areas Designated” to include Restrictions Related to Parking Near Intersections in Compliance with Assembly Bill 413 (“Daylighting Law”). Action: Waive the First Reading and Introduce by Title Only on Ordinance Amending Pinole Municipal Code Chapter 10.40, “Stopping, Standing and Parking” Section

10.40.050 “No Parking Areas Designated” to include restrictions related to parking new intersections in compliance with Assembly Bill 413. (Eric Casher, Heba El-Guindy, Melissa Klawuhn)
City Attorney Eric Casher, Public Works Director Heba El-Guindy and Police Chief Melissa Klawuhn provided a PowerPoint presentation on an Ordinance to Amend PMC Chapter 10.40 ‘Stopping Standing and Parking” Section 10.40.050 “No Parking Areas Designated” to include Restrictions Related to Parking New Intersections in Compliance with Assembly Bill 413, (“Daylighting Law”) and which included an overview of AB 413, “Daylighting Law”; the definition of “daylighting”; creation of and definition of new subsection (n) of the California Vehicle Code (CVC) 22500; how AB 413 had been implemented at 24 intersections of safety concern and/or heavily used by pedestrians; how AB 413 would be enforced; proposed amendment to Section

10.40.040 of the PMC by adding a new subsection K, which reads: “Within 20 feet of the vehicle approach side of any marked or unmarked crosswalk or within 15 feet of any crosswalk where a curb extension is present. Signs or curb paint is not required,” and the fiscal impacts by implementing AB 413.

Staff recommended the City Council waive the first reading and introduce by Title Only an Ordinance Amending Pinole Municipal Code Chapter 10.40, “Stopping, Standing and Parking” Section 10.40.050 “No Parking Areas Designated” to include restrictions related to parking new intersections in compliance with Assembly Bill 413.

At this time a brief Public Service Announcement (PSA) created for AB 413 was shown to the City Council.

Responding to questions from the City Council, City Manager Young, City Attorney Casher, Public Works Director El-Guindy and Police Chief Klawuhn clarified the following:
• Exemptions to AB 413 included exemptions for loading zones, bicycle, electric bicycle and scooter parking. Staff would have to install appropriate signage for any areas that were exempt. As an example, a loading zone functioning during specific hours of the day would require signage accordingly. A resident may submit a request for an exemption in writing, via email or by telephone call to the Public Works Department. (Murphy) • The PSA video had been donated from the San Francisco Academy of Arts at no cost to the City aside from staff coordination. (Murphy)
• The PSA would be posted on the City and Police Department social media sites and on the City website. (Mayor Pro Tem Tave)
• Education on enforcement of AB 413 has been ongoing since April 2025, with flyers distributed by the Pinole Police Department. (Mayor Pro Tem Tave)

Pinole City Council Regular Meeting
Minutes – July 1, 2025

• AB 413 was a statewide law and other cities had provided notice through social and general media outlets. Education to the public on AB 413 would continue. The City of Pinole also published a map identifying all locations of curb painting and marking of individual intersections. (Mayor Pro Tem Tave)
• As indicated in the PowerPoint presentation, 24 intersections had been painted and potentially more locations could be added. The locations were evaluated in consultation with the Police Department and concerned community members. (Martinez-Rubin) • Acknowledged concerns with possible scenarios and conflicts involving WestCAT and school buses in cases where there could be no marked curbs and line-of-sight issues, with staff provided information on an area of concern at Tesoro Court and Ridgecrest Road. (Martinez-Rubin)
• Acknowledged additional possible scenarios for areas around schools where there could be further line-of-sight issues that needed to be taken into consideration. (Mayor Pro Tem Tave)
• No citations had been issued for violations of AB 413. Once the ordinance passed on first read it would come back for a second read. Once the second read of the ordinance was approved, the ordinance would go into effect 30-days thereafter. The City’s Master Fee Schedule would be required to be amended to add a $40 fine for this specific violation. At that time, the City Council may consider a higher or lower fine amount. (Mayor Sasai) • Violations of subsections (I) and (J) of Section 10.40.040 No Parking Areas – Designated, carried a $40 fine. (Mayor Sasai)
• Acknowledged a request for continued education to the public about AB 413 and continued conversations on the fines that could be imposed. (Mayor Sasai) • Clarified the location of a vehicle’s tires in comparison to the red curb determined whether a violation of the daylighting law had occurred. Ideally, the vehicle should not be in the red curb at all. The purpose of AB 413 was to increase visibility. (Mayor Sasai) • Clarified Police Officers had discretion when considering citations and may consider issuing a warning or a citation and the officer would take into consideration the totality of the circumstances. Primarily, the safety considerations for the public and drivers was paramount. While Police Officers did not have data on hand to determine whether there were repeat violations, records could be pulled quickly to determine whether a particular vehicle or person had been involved in a previous citation or warning, which were tracked. (Mayor Sasai)

PUBLIC HEARING OPENED
Rafael Menis, understood there was a map of all the intersections in Pinole that could be affected by AB 413 and he asked if it was available to the public. He lived relatively near to the intersection of Hazel Street and Dutra Court, and was unsure how much of the curb would be marked since in theory the exit point of Dutra Court onto Hazel Street could be considered a crosswalk.

Pinole City Council Regular Meeting
Minutes – July 1, 2025

Mr. Menis asked whether Dutra Court and the approach side of Hazel Street would be marked red and be considered a crosswalk since it was a cul-de-sac. The City had many cul-de-sacs and he asked if cul-de-sacs counted as a crosswalk at the point where they met a cross street, and if so, whether the requirements of AB 413 would be triggered.

Mr. Menis read into the record the new language for subsection K, and while paint was not required due to ongoing maintenance costs, he asked whether a possible compromise could be considered. He suggested using a cheaper and faster decaying paint and painting the curb initially so that it would be visually flagged, and having it set up so that the paint would not be repainted after a certain time period. After the paint decayed, the City would not have to pay the maintenance costs and paint over and over again. In the meantime, that would help the public be aware of the new daylighting law. He appreciated the fact the City had been issuing warnings up to this point and a full fee citation was not yet in place. He suggested a one-year phase-in for the paint depending on the feasibility of using cheaper paint versus staff costs, as a one-time thing as opposed to an ongoing obligation.

Anthony Vossbrink, understood the law had been in effect since January 1, 2025, and the City had done a lot of education. He asked why the Police Department could not give the general public a projected effective date for hard enforcement when citations could be issued. As to the red curb violation fines, he asked whether $40 was a standard fine for No Parking in red painted zones and how that fine compared to the red curb and daylighting fines in other cities. He suggested it would be wise to educate the public in general to report violators and asked that the City provide a specific phone number or place to report violations online. He added that people who double parked in school zones during pickup periods already violated the daylighting law.

Also, people parked in loading zones and he asked why those people had not been routinely cited for parking violations.

PUBLIC HEARING CLOSED
Responding to the public comment, Public Works Director El-Guindy explained the map referenced had been posted on the City website but due to mistakes it had been removed. The map would be revised and reposted by the end of the week. As to the concerns with cul-de-sacs, she clarified any intersection between two streets was identified as an intersection. It could be a major with a minor street, but was still an intersection. As long as the cul-de-sac intersected with another street the daylighting could be implemented; however, the City was not implementing the red curb everywhere since that was dependent upon safety conditions. Whether it was used by pedestrians or not, the surrounding land uses and any major traffic generators such as schools, were different factors considered prior to establishing the red curb or signage.

Regarding the paint, Public Works Director El-Guindy commented there was a certain type of paint that had certain road reflectivity to meet requirements and the City could not truly eliminate the maintenance in future years and would have to go back at least once a year and repaint the locations identified. She added that staff had received some phone calls from community members wondering why the City was not consistent with the 20-feet or 15-feet, which was really impacted by the sightlines at the intersections at the corners, and after prohibiting the 20-feet, they noticed the distance between the end of the red curb and the nearby driveway was not sufficient for the parking of one vehicle.

Pinole City Council Regular Meeting
Minutes – July 1, 2025

Public Works Director El-Guindy stated the red curb had then been extended all the way to the driveway so there would not be a car parking there encroaching within the red curb or the driveway. She clarified there was some judgment in the field as a result.

Police Chief Klawuhn added in terms of enforcement that the CVC allowed the Police Department to enforce the daylighting law as of January 1, 2025, but the City of Pinole chose not to impose enforcement until the ordinance was in place and the fee schedule determined, which would determine the start date of enforcement. In terms of reporting violators, individuals were encouraged to call the non-emergency police dispatch line to report such incidents at (510) 724- 1111. Any emergency would involve dialing or texting 9-1-1.

City Attorney Casher also clarified in response to the question about the standard fine that the $40 fee was the fee imposed for the No Parking zone violations in the Master Fee Schedule. He was uncertain how that compared to other cities but the Master Fee Schedule had been updated in April 2024, and become effective in July 2024.

Mayor Sasai wanted to see the comparables from other cities in the area to see exactly the citation amount for those kinds of violations.

Council member Murphy thanked staff for the presentation and for the execution of the statemandate. He referred to the traffic and parking on San Pablo Avenue and felt safer as a result of the daylighting law, and suggested that residents would also feel safer, particularly along San Pablo Avenue. He again thanked staff for the execution of the law and the intentionality around community education, which was a critical piece of why this law mattered, to save lives and protect people. He also appreciated the collaboration between the Police and Public Works Departments, and looked forward to hearing updates on the status of the enforcement of the law and feedback from residents and/or visitors to Pinole.

ACTION: Motion by Council member Toms/Mayor Pro Tem Tave to Waive the First Reading and Introduce by Title Only on Ordinance Amending Pinole Municipal Code Chapter 10.40, “Stopping, Standing and Parking” Section 10.40.050 “No Parking Areas Designated” to include restrictions related to parking new intersections in compliance with Assembly Bill 413.

Vote: Passed 5-0
Ayes: Sasai, Tave, Martinez-Rubin, Murphy, Toms
Noes: None
Abstain: None

Absent: None
City Attorney Casher thanked Police Chief Klawuhn and Public Works Director El-Guindy and the students from the San Francisco Academy of Arts for their work on the PSA.

11. OLD BUSINESS: None

12. NEW BUSINESS: None

13. CITIZENS TO BE HEARD (Continued from Item 6) (Public Comments)

Pinole City Council Regular Meeting
Minutes – July 1, 2025

Only open to members of the public who did not speak under the first Citizens to be Heard, Agenda Item 6.

Citizens may speak under any item not listed on the Agenda. The time limit is 3 minutes and is subject to modification by the Mayor. Individuals may not share or offer time to another speaker.

Pursuant to provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The City Council may direct staff to investigate and/or schedule certain matters for consideration at a future Council meeting.

Deputy City Clerk Stone reported there were no comments from the public.

14. ADJOURNMENT to the Regular Meeting of July 15, 2025 in Remembrance of Amber Swartz.

At 8:18 p.m., Mayor Sasai adjourned the meeting to a Regular City Council Meeting on July 1, 2025 in Remembrance of Amber Swartz.

Submitted by:
_________________________________
Heather Bell, CMC
City Clerk
Approved by City Council:

CITY COUNCIL
REPORT 9.C.

DATE: JULY 15, 2025
TO: MAYOR AND COUNCIL MEMBERS
FROM: Heather Bell, City Clerk, [email protected]
SUBJECT: RESOLUTION TO ADOPT UPDATED CITYWIDE RECORDS RETENTION

SCHEDULE

RECOMMENDATION
Staff recommends that the City Council adopt the resolution approving the proposed citywide records retention schedule update.

BACKGROUND
Pinole selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program. An upgrade in the existing program was necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law.

REVIEW AND ANALYSIS
The upgrade of the current records management systems are driven by many factors, including:
• Very limited space in City facilities
• Pinole produces and manages many permanent records
• Escalating records storage expenses
• Technology advancements
• Changes in law
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.

The retention periods are in compliance with all laws and are standard business practice for California cities.

The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records.

By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Pinole will realize

significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.

It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney (if applicable), which is provided in Section 2 of the resolution. This will reduce costs and improve efficiency for the City.

It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3 of the resolution.

FISCAL IMPACT
Pinole will realize significant savings both in labor and storage expenses; including the avoidance of future storage and/or construction costs.

ATTACHMENTS
A. Resolution
B. Proposed Citywide Retention Schedule

RESOLUTION NO. 2025-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

PINOLE, CALIFORNIA, ADOPTING A RECORDS RETENTION

SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING RESOLUTION 2008-13
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period for the effective and efficient operation of the government of the City of Pinole; 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 Pinole previously adopted Resolution No. 2008-13, approving Records Retention Schedules;

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

Section 1. Resolution No. 2008-13 is hereby repealed.

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

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

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

Section 5. The City Clerk shall certify the passage and adoption of this resolution and enter it into the book of original resolutions.

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

PASSED AND ADOPTED by the City Council of the City of Pinole on July 15, 2025, by the following vote:

AYES: CouncilmembersNOES: CouncilmembersABSTAIN: CouncilmembersABSENT: CouncilmembersI HEREBY CERTIFY that the foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Pinole on July 15, 2025.

Heather Bell, CMC
City Clerk

HOW TO USE RETENTION SCHEDULES
©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

The term “records” shall include all records as defined by the California Public Records Act.

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

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):

Destruction or deletion of an official (original) record that has exceeded its retention period must be authorized prior to destruction or deletion.
• If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.

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

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

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record.

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

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

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

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

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

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.

Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Lead Dept. CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-002
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, IRFP - Request for
Proposal or Successful Proposal, Certified
Payrolls, etc.)
Send All Original Agreements or Contracts
and Insurance Certificates 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), 29 CFR

97.42; OMB Circular A-133GC §34090
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Insurance Certificates,
RFP - Request for Proposal or Successful
Proposal, Certified Payrolls, etc.)
Send All Original Agreements or Contracts
and Insurance Certificates 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. CW-004
Agreements & Contracts:

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

QC & OD
Finance / Purchasing retains the originals
of Formal procurements; Includes
unopened bids; GC §34090
CITY-WIDE (Used by All Departments)
PINOLE, 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:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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-005
Boards, Commissions, & Committees:

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

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-records
Staffing Dept. CW-006
Boards, Committees, Commissions, Advisory
Bodies: All Citizen Advisory Bodies Created
by the City Council

AGENDAS & STAFF REPORTS
Minimum 2
years
Yes: Prior to
meeting
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: All Citizen Advisory Bodies Created
by the City Council

AUDIO RECORDINGS
Minimum 2
years
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: All Citizen Advisory Bodies Created
by the City Council

MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: All Citizen Advisory Bodies Created
by the City Council

VIDEO RECORDINGS
Minimum 2
years
Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
Staffing Dept. CW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

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

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

CW-012 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years

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

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
PINOLE, 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:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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)
Lead Dept. CW-013 Copies or duplicates of any record
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - ROUTINE
(Content relates in a SUBSTANTIVE way to
the conduct of the public's business)
(e.g. e-mail, Letters, Memorandums,
Administrative, Chronological, General Files,
etc.)
IF the Content relates in a SUBSTANTIVE way
to the conduct of the public's business
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
PINOLE, 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:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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-015
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, PowerPoint
presentations, speaker cards, speech notes,
staff videoconference chats, notes and
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-016 Developer Deposit Accounts / Developer Impact Fee Accounts (Escrow Accounts)
Closed + 5
years
Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; (meets municipal
government auditing standards); GC
§34090
Lead Dept. CW-017 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required

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

QC & OD
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 7927.500, 7928.705
PINOLE, 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:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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 and Specialized)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept.
(Managing the
Grant)
CW-019 Grant Applications funded by the City's General
Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept.
(Managing the
Grant)
CW-020 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
Grant)
CW-021
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), 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), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. CW-022 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-023
Personnel Files (Department Copies)
Send all originals to Human Resources
Except Police Department
Do Not Retain
In
Departments
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Originals are retained by
Human Resources; GC §34090.7
PINOLE, 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:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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-024 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-025 Photographs
When No
Longer
Required

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

QC & OD
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-026
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
13 CCR 1234(e); VC 34505.5(c); 49 CFR
396.11; GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-027 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-028 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
Lead Dept. CW-029
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals,
Newsletters, Plans / Strategic Plans, etc.:

Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-Records
Lead Dept. CW-030
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals, Newsletters, Plans / Strategic Plans,
etc.: Produced by YOUR Department
Minimum 2
years

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

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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-031
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals,
Newsletters, Administrative Policies, Plans /
Strategic Plans, etc.: Produced by OTHER
Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-032 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-033 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept. CW-034 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-035 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-036
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-037 Training Database (Vector Solutions / Target Solutions)
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

PINOLE, 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:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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-038
Training Presented by City Staff - COURSE

RECORDS
(Attendance Rosters or Sign-in Sheets, Outlines
and Materials; includes Ethics, Harassment, &
Safety. Workplace Violence Training &
Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years for personnel actions; 8
CCR §3203 et seq., 29 CFR 1627.3(b)(ii),
LC §6429(c);LC §6401.9(f), GC §§12946,
12960, 34090, 53235.2(b), 53237.2(b)
PINOLE, 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:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CITY ATTORNEY
City
Attorney CA-001 Advice Files / Attorney Work Product (Notes, etc.) Minimum 2
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I
Yes:

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

City
Attorney CA-002 City Attorney Opinions / Legal Opinions P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; ; CCP §§337. 337.1(a),
337.15, 343; GC §34090
City
Attorney CA-003 Code Enforcement City Attorney Files
Minimum
Resolution
+ 5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I
Yes:

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

City
Attorney CA-004
Lawsuits / Litigation
EXCLUDES Final Settlement Agreements,
Historically Significant Records (forward to
the City Clerk)
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; complaints
against peace officers within 5 years; CCP §337
et seq.; GC §§911.2, 34090, 34090.6; PC
§832.5(b)
City
Attorney CA-005
Lawsuits / Litigation
Final Settlement Agreements,
Historically Significant Records
P
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; ; CCP §§337. 337.1(a),
337.15, 343; GC §34090
City
Attorney CA-006 Legislative Advocacies, Amicus Briefs, etc. Minimum 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City
Attorney CA-007 Potential Claims Minimum 2 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I
Yes:

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

City
Attorney CA-008 Subject / Project Files Minimum 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
PINOLE, 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:

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

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

City Clerk CC-001
Agenda Packets: City Council, Finance
Subcommittee
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Yes: Prior to
meeting
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002
Agreements & Contracts, Amendments - ALL -

AFTER SCANNING / IMAGING, OR
INFRASTRUCTURE, JPAs, MOUs
Agreement or Contract includes all contractual
obligations (e.g. Scope of Work, all
attachments and exhibits), and all Insurance
Certificates
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 CLERK
PINOLE, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk CC-003
Agreements & Contracts, Amendments -
NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT SCANNED / IMAGED
(Excludes Recreation instructor or performer
contracts)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work), and all Insurance
Certificates
Examples of Non-Infrastructure:

Consultants, Franchises, Landscaping,
Painting, Slurry Seals (Paving), Tree
Trimming, Leases, Personnel, Professional
Services, etc.

Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal
government auditing standards; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions; CCP §§337. 337.1(a), 337.15, 343;
GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
City Clerk CC-004 Board & Commission / Committee Recruitment / Applications (All, whether appointed or not)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
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 Clerk CC-006
COIs / Certificate of Insurance / Insurance
Certificates that can't be matched to an
agreement or contract, but vendor may be
doing business with the City
(excludes non-records - those companies that
are not currently doing business with the City)
11 years Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
is 10 years for Errors & Omissions; CCP
§§337. 337.1(a), 337.15, 343; GC §34090
PINOLE, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk CC-007
COIs / Certificate of Insurance / Insurance
Certificates that can't be matched to an
agreement or contract, NOT a current vendor
of the City
When No
Longer
Required
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Not a City record
City Clerk CC-008 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I No Department preference; GC §34090
City Clerk CC-009 Claim for Damages / Claims Against the City / Verified Tort Claims
Final
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; municipal government
auditing standards is 5 years - Finance retains
records of payments; Statute of Limitations is 4
years; CCP §§337 et seq., 343; GC §34090,
City Clerk CC-010
Claims to Recover Funds for the City:

Subrogation Claims:/ Property Damage Claims
/ Restitution / Recovery of Damages to City
Property / City's Invoices to Insurance
Companies
Final
Resolution +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-011
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

ELECTRONICALLY FILED
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statements filed electronically are required for
10 years; City maintains copies only; original
statements are filed with FPPC; GC
§81009(f)(g); GC §84615
City Clerk CC-012
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the City's
Conflict of Interest code)
Date Filed +
7 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC
City maintains original statements; GC
§81009(e)&(g)
PINOLE, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk CC-013
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected & not elected. Includes City Council,
Finance Subcommittee Members, Planning
Commission Members, City Manager, City
Treasurer & City Attorney)
Date Filed +
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 Clerk CC-014 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; GC §81009(e) City Clerk CC-015 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Should post on website for 4 years; GC
§81009(e)
City Clerk CC-016 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC GC §81009(e)
City Clerk CC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr, OD, 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 Clerk CC-018
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 Clerk CC-019
Campaign Filings (FPPC 400 Series Forms &
Form 501): UNSUCCESSFUL

CANDIDATES
ELECTRONICALLY FILED - WITH or
WITHOUT Committees
10 years Mag, Ppr Yes: After

QC & OD
Statements filed electronically are required for
10 years; GC §81009(b)&(g); GC §84615
City Clerk CC-020
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 QC GC §81009(f)&(g)

CITY CLERK ELECTIONS (CONSOLIDATED)
PINOLE, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk CC-021
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidatecontrolled)7 years Mag, Mfr, OD, Ppr S / I Yes: After QC GC §81009(c)&(g)
City Clerk CC-022
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC GC §81009(b)&(g)
City Clerk CC-023
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 Clerk CC-024
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 Clerk CC-025
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Finance Subcommittee, Precinct
Maps, County Election Services, Candidate
Statements to be printed in the Sample Ballot,
Polling Locations and Precinct Board
Members, Notices, Postings, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-026
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-027 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
PINOLE, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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 CLERK
City Clerk CC-028 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
(End of Elections Section)
City Clerk CC-029
Ethics Training Certificates for City Council,
Finance Subcommittee, Board and
Commission Members, and Employees (in
NetFile Portal)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b) City Clerk CC-030
Historical Records / Archives, Photographs, &
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, Historically
significant litigation, 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 Clerk CC-031 Minutes: City Council, Finance Subcommittee P Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-032 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-033
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Law requires 1 year for petitions; GC §50115 City Clerk CC-034 Proclamations & Commendations 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
PINOLE, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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 CLERK
City Clerk CC-035
Prop. 218 (Property-based fees - Sewer Fees:

Protest Letters / Ballots, Tabulation
(Public Works / Utilities retains Notices and
Mailing Lists)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2)
City Clerk CC-036 Public Records Requests / Subpoenas Duces Tecum / Summons 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-037
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens and Releases, Notice of
Completion, Rights of Way
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City Clerk CC-038
Recordings: Audio Recordings / Video
Recordings:

City Council, Finance Subcommittee
Minimum 15
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 Clerk CC-039 Records Destruction Authorization Forms & Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-040 Resolutions: City Council, Finance
Subcommittee P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
PINOLE, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Communications, PCTV, Information Technology)
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
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-002 Project Files / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Finance CM-003 Travel Records / Expense Reports
Copies -
When No
Longer
Required

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

After QC
& OD
GC §34090.7

CITY MANAGER / COMMUNICATIONS
City Manager /
Commun. CM-004 Press Releases / Media Releases / Public Relations (Excludes Police) 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
GC §34090 et seq.

City Manager /
Commun. CM-005 Recordings: Video - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
City Clerk OR
Planning CM-006
Recordings: Audio Recordings / Video
Recordings:

City Council, Planning Commission
Minimum 15
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 / PCTV
Communic. /
PCTV CM-007 Pinole Community Television (PCTV) Programming, Production & Scheduling When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary drafts; GC §34090 et seq.

Communic. /
PCTV CM-008 Pinole Community Television (PCTV) Video Footage: Historical events & programming P Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
When content is of historic significance; GC
§34090.7
PINOLE, 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:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Communications, PCTV, Information Technology)
Page CM-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).

Communic. /
PCTV CM-009
Pinole Community Television (PCTV) Video
Media -Bulletin Board, Events, Interviews
(DVD & Video) -
Not public meetings - See City Clerk or
Planning
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
GC §34090 et seq.

Information
Technology CM-010 Backups - DAILY, WEEKLY
When No
Longer
Required
Yes Mag.

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

Information
Technology CM-011
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.

Information
Technology CM-012 Network Configuration Maps & Plans
When No
Longer
Required
Mag.

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

Information
Technology CM-013

UNALTERABLE MEDIA / IMMUTABLE
CLOUD BACKUP / (WORM / DVD-r / CD-r
/ Blue Ray-R / Optical Disk) or other
unalterable media that does not permit
additions, deletions, or 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
PINOLE, 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:

Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) 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
Community
Develop. /
Building
CD-001 Building Permit Database (Central Square Indefinite (Permanent) Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Community
Develop. /
Building
CD-002
Address Files / Building Permits
(Construction Notices, Compliance Orders, Stop
Work Orders, etc.)
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Statewide
guidelines propose permanent; GC
§34090, H&S §19850
Community
Develop. /
Building
CD-003 Annexations / Boundaries / Consolidations /

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

After QC
& OD
Department preference; GC §34090
Community
Develop. /
Building
CD-004 Building Plans - Cancelled or Withdrawn
(Permit never issued)
Upon
Cancellation
or withdrawal

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

After QC
& OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Develop. /
Building
CD-005 Building Plans - Expired (Permit never issued) P Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Community
Develop. /
Building
CD-006
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION,

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;
Statewide guidelines propose 2 years for
blueprints & specifications; CBC 104.7 &
107.5, H&S§19850, GC §34090
Community
Develop. /
Building
CD-007
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES
(after 2017, when electronic filing was
implemented.)
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Site Plans Only
for dwellings less than 2 stories, garages
& appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
PINOLE, 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:

Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) 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
Develop. /
Building
CD-008 Certificate of Occupancy (CofO) P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop. /
Building
CD-009 Plan Check Comments
When
Permit is
Finalled

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

After QC
& OD
Preliminary Drafts; GC §34090
Community
Develop. /
Building
CD-010 Reports: Building Activity
When No
Longer
Required

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

After QC
& OD
Preliminary Drafts (the database is the
original); GC §34090
Community
Develop. /
Building
CD-011 Requests & Permissions to Receive Copies of
Plans (to and from Architects) 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
Community
Develop. /
Building
CD-012 Uniform Building Codes / California Building
Codes
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §50022.6

COMMUNITY DEVELOPMENT / CODE ENFORCEMENT
Lead Dept. CD-013 _Permit Database (Comcate)
Indefinite -
Minimum 2
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference - Data is
interrelated; GC §34090,
Community
Develop. /
Code
Enforcement
CD-014
Appeals / Hearing Officer Determinations /
Appeals of Code Enforcement Actions /
Notifications to Parties
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop. /
Code
Enforcement
CD-015
Code Enforcement / Abatement Case Files
(Includes Administrative Citations / Citations,
Notice of Violations, Photos, and Code
Enforcement Complaint Letters)
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
City Clerk CD-016 Liens & Releases
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
GC §34090.7
PINOLE, 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:

Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) 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 / ECONOMIC DEVELOPMENT
Community
Develop. /
Economic
Development
CD-017
Economic Development Projects / Business
Recruitment or Retention
(IF 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
& OD
Department preference; GC §34090

COMMUNITY DEVELOPMENT / HOUSING
Community
Develop. /
Housing
CD-018
CDBG Administration (Community Development
Block Grant) (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), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Community
Develop. /
Housing
CD-019
Housing Plans: Consolidated Annual
Performance and Evaluation Review (CAPER) /
Comprehensive Housing Affordability Strategy
(CHAS) / Consolidated Action Plan / Analysis of
Impediments to Fair Housing Choices / Citizen
Participation Plan / Action Plans, etc.

Expiration +
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Required for 5 years; 24 CFR 91.105(h);
GC §34090
PINOLE, 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:

Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) 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
Develop. /
Housing
CD-020
Housing Programs: Affordable Housing Projects,
Lead-Based Paint, Rehabilitation, CDBG-funded
Housing Projects, etc.

WITH a Recapture / Resale Restriction / WITH
Affordability Restrictions
Trust Deeds are kept in file; Deeds to property
owned by the City are sent to City Clerk
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer

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

After QC
& OD
HUD requires 5 years after the project
completion; documents imposing
recapture / resale restrictions are 5 years
after the affordability period terminates;
Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report; 2 CFR 200.334; 24
CFR 92.508(a)(c)(2); 29 CFR 97.42, GC
§34090
Community
Develop. /
Housing
CD-021
Housing Programs: Affordable Housing Projects,
Lead-Based Paint, Rehabilitation, CDBG-funded
Housing Projects, etc.

WITHOUT a Recapture / Resale Restriction
Trust Deeds are kept in file; Deeds to property
owned by the City are sent to City Clerk
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
HUD requires 5 years after the
agreement terminates; Consistent with
Consolidated Plan Requirements;
Required for 3-4 years from expenditure
or performance report; 24 CFR 85.42,

92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090

COMMUNITY DEVELOPMENT / PLANNING
Lead Dept. CD-022 Permit Database (Central Square 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
PINOLE, 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:

Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) 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
Develop. /
Planning
CD-023
Planning Projects - Discretionary &
Ministerial - APPROVED Permanent
Entitlements & Permits
(Includes Applications, CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, 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-024
Planning Projects - Discretionary &
Ministerial - Applications that are EXPIRED,
WITHDRAWN, or No Action
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090,
34090.7
Community
Develop. /
Planning
CD-025 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
PINOLE, 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:

Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) 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
Develop. /
Planning
CD-026
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the
project or the agency’s CEQA
compliance with respect to the project —
are not within the scope of section
21167.6, subdivision (e) and need not be
retained." Golden Door Properties, LLC
v. Superior Court of San Diego County
(2020) 53 Cal.App.5th 733; PRC
21167,6; GC §34090
Community
Develop. /
Planning
CD-027
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
Develop. /
Planning
CD-028
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans
and Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop. /
Planning
CD-029 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop. /
Planning
CD-030 Home Occupation Permits P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop. /
Planning
CD-031 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
Community
Develop. /
Planning
CD-032 Planning Commission

AGENDAS & STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
PINOLE, 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:

Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) 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
Develop. /
Planning
CD-033 Planning Commission

AUDIO RECORDINGS, VIDEO RECORDINGS
Minimum 15
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
Community
Develop. /
Planning
CD-034 Planning Commission

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

After QC
& OD
GC §34090(e)
Community
Develop. /
Planning
CD-035
Special Event Permits / Film Permits / Temporary
Use Permits issued by Planning (Approved &
Unapproved)
Expiration +
2 years
Yes:

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

After QC
& OD
GC §34090
Community
Develop. /
Planning
CD-036 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop. /
Planning
CD-037 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop. /
Planning
CD-038 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (copies); GC
§34090.7
PINOLE, 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:

Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-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 SERVICES
Community
Services CS-001 Registration Database (includes electronic applications, waivers etc.)
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Community
Services CS-002 Activity Guide / Class Guide / Program Guide / Brochures (Final) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Community
Services CS-003
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
(ALL Facilities and Programs)
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Community
Services CS-004
Community Services Commission / formerly Parks
& Recreation Commission

AGENDAS & STAFF REPORTS
Minimum 2
years
Yes: Prior to
meeting
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Services CS-005
Community Services Commission / formerly Parks
& Recreation Commission

AUDIO RECORDINGS
Minimum 2
years
Mag Department preference; Audio
Required for 30 days; GC §54953.5(b)
Community
Services CS-006
Community Services Commission / formerly Parks
& Recreation Commission

MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Services CS-007
Community Services Commission / formerly Parks
& Recreation Commission

VIDEO RECORDINGS
Minimum 2
years
Mag
Department preference; video
recordings of meetings are required
for 90 days; GC §34090.7
Community
Services CS-008 Contracts for Performances / Instructors (other types of Contracts are sent to City Clerk) Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Services CS-009 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
PINOLE, 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:

Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-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
Services CS-010
Facility Use Requests / Field Rentals / Facility
Use Applications and Permits (Includes Insurance
Certificates and ABC Permits where appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Community
Services CS-011 Incident Reports / Disruptive Patrons Minimum 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Community
Services CS-012 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Community
Services CS-013
Program Manager's Files: Activity / Special
Programs / Event Files: Tiny Tos, Youth
Programs, Senior Programs, Swim Programs,
Tennis Programs, 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
Community
Services CS-014 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Community
Services CS-015 Schedules / Hours (classes and staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
Community
Services CS-016 Special Events 2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
PINOLE, 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:

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-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 Agency-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder HOLDS: Litigation, complaints, claims, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ENGINEERING
Engineering EN-001
Capital Improvement Projects (CIP) - Where Engineering is the Lead: Large Format DrawingsDesign Drawings (finals), Record Drawings ("As Builts") P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD For Disaster Recovery Purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §60201 et seq.

Engineering EN-002
Capital Improvement Projects (CIP) - Where Engineering is the Lead: Permanent File Agreements / Contracts (copies), Bid Package (Conformed, Successful Proposal), Board Letters (copy), Change Orders / Task Orders (copies), Consultant Proposals (Successful), CEQA / NEPA / Environmental, Final As-Built Drawings (Record Drawings), Inspection Pictures, Inspection Reports, Material Testing, Operations & Maintenance Manuals, Notice of Completion, Permits (Design, Environmental), Preliminary Design Report, Rights of Way / Easements (copies), Soils, Geotechnical Reports, Hydrology Reports, Specifications, Submittals, Surveys, etc.

P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Administrative Services / Contracts retains originals of contract, change orders, task orders, deeds, easements and rights of way; GC §60201 SAWPA ©1995-2020 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 11/3/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-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 Agency-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder HOLDS: Litigation, complaints, claims, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering EN-003
Capital Improvement Projects (CIP) - Where Engineering is the Lead: Administration - 10 year file Project Administration, Bid Summary, Bonds, Certified Payroll, Grant Documents, Errors & Omissions, Insurance Certificates, Public Notices, Progress Payments, Punch Lists, Videos PostConstruction & Pre-Construction, Consultant Proposals (Unsuccessful), Correspondence (Substantial Content), Engineer's Estimates, Memoranda, NPDES Permits & Monitoring (Discharge Permits & Monitoring), Phone Message Log, Printed E-mails, Project Manager's Notes, Project Schedules, Requests for Information, Claims, Correspondence (Content NOT Substantial), Permits (Construction & Street Opening), Phone Message Log, Preliminary Notices, Stop Notices, etc.

Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §60201 Engineering
OR Water
Resources
& Planning
EN-004
CEQA / NEPA Documents - Where Engineering is the Lead: Prepared for Agency Purposes(Environmental Impact Reports (EIRs), Environmental Assessments, Negative Declarations, etc.) P
Yes: Until
Project
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Usually filed in Project File; GC §60201 SAWPA ©1995-2020 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 11/3/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-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 Agency-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder HOLDS: Litigation, complaints, claims, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering
OR Water
Resources
& Planning
EN-004.1
CEQA Correspondence and Staff Notes regarding Environmental Impact Reports (EIRs), Negative Declarations, etc.(California Environmental Quality Act)Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project(The Final EIR, Negative Declaration or other CEQA document is retained Permanently in the Project File.) Project
Approval or
Denial +
180 days
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §60201 Engineering EN-005
CEQA / NEPA Documents: Prepared by others for NON-Agency Projects(Agency comments) (Environmental Impact Reports (EIRs), Environmental Assessments, Negative Declarations, etc.) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records; GC §60200 Engineering EN-006 Comment Letters: No Comment, Non- Interference Letters to City or County 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201Engineering EN-007 Correspondence with Regulatory Agencies Minimum 10 years Yes: While Active Issues Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Agency preference; some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §60201Engineering EN-008 Environmental Agencies / Regulatory Agencies Permits (EPA, DHS / DPH, NPDES, etc.)Note: Does not include AQMD Minimum
Expiration
+ 10 years
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; GC§60201; NPDES Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 SAWPA ©1995-2020 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 11/3/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-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 Agency-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder HOLDS: Litigation, complaints, claims, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering
OR Water
Resources
& Planning
EN-009
Grants (SUCCESSFUL - all records - excludes
FEMA or OES Claims)If Engineering is the Lead
After
Funding
Agency
Audit, if
required –
Minimum
10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Agency Preference (may include records
pertaining to independent contractor's compensation, or expense reimbursement); Meets auditing standards; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.333; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §60201; GC §8546 7 Engineering
OR Water
Resources
& Planning
EN-010
Grants: UNSUCCESSFUL (Applications,
Correspondence, etc.)If Engineering is the Lead
2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Engineering EN-011 Real Estate Appraisal Reports - NOT Purchased Property 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference (not accessible to the public until close of escrow); USPAP (Uniform Standards of Professional Appraisal Practice) ethical standards require appraisers to retain records for at least 5 years, or final disposition + 2 years, if used in a judicial proceeding; GC §§60201, 6254(h) Engineering EN-012 Real Estate Appraisal Reports - PURCHASED Property P Yes: Before Purchase Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference (not accessible to the public until close of escrow); USPAP (Uniform Standards of Professional Appraisal Practice) ethical standards require appraisers to retain records for at least 5 years, or final disposition + 2 years, if used in a judicial proceeding; GC §§60201, 6254(h) Engineering EN-013 Reports & Studies (Geology, Hydrology, Soils, Water, etc.) P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 et seq.

SAWPA ©1995-2020 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 11/3/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-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 Agency-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder HOLDS: Litigation, complaints, claims, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering EN-014 Utility Requests: Review of Design for USAs (Underground Utility Alerts) / Dig Alerts Minimum 5 years Mag, Mfr, OD, Ppr S/i Yes: After QC & OD Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(d) & 4216.3(d), 60201

PRE-TREATMENT
Engineering
/ PreTreatment EN-015 Chains of Custody / Water Analysis & Sampling - Other than Specialized Tests 10 years Mag, Mfr, OD, Ppr S/i Yes: After QC & OD Department preference; NPDES Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 Engineering
/ PreTreatment EN-016 Hazardous Materials Manifests / Asbestos Manifests P Yes Mag, Mfr, OD, Ppr S/i Yes: After QC & OD Department preference (Agency has "cradle to grave" liability); only 3 years is mandated; 22 CCR 66262.40; GC §60201 Operations
OR
Engineering
/ PreTreatment
EN-017
Incidents / Unauthorized Discharges: Pipeline Breaks, Spills, Investigations and Corrective Actions, Notice to Comply Last Action
+ 5 years
Yes:

Before
Resolution
Mag, Mfr,
OD, Ppr S/i Yes: After QC & OD
Department Preference; Code of Federal Regulations requires 3 years; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b)(2); 22 CCR §64470 Engineering
/ PreTreatment EN-018 Pre-Treatment Database 3 years Mag, Mfr, OD, Ppr S/i Yes: After QC & OD Department preference; Users are required by Ordinance No. 8 to retain their records for 3 years; NPDES Monitoring records required for 3 years; POTW reports are required for 3 years; SAWPA Ordinance No. 8; 40 CFR 403.12; GC §60201 Engineering
/ PreTreatment EN-019 Pre-Treatment Reports - Annual Reports P Mag, Mfr, OD, Ppr S/i Yes: After QC & OD Department preference; Users are required by Ordinance No. 8 to retain their records for 3 years; NPDES Monitoring records required for 3 years; POTW reports are required for 3 years; SAWPA Ordinance No. 8; 40 CFR 403.12; GC §60201 SAWPA ©1995-2020 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 11/3/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-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 Agency-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder HOLDS: Litigation, complaints, claims, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering
/ PreTreatment EN-020 Pre-Treatment Reports - Semi-Annual Reports, Quarterly Reports 3 years Mag, Mfr, OD, Ppr S/i Yes: After QC & OD Department preference; Users are required by Ordinance No. 8 to retain their records for 3 years; NPDES Monitoring records required for 3 years; POTW reports are required for 3 years; SAWPA Ordinance No. 8; 40 CFR 403.12; GC §60201 Engineering
/ PreTreatment EN-021
SARI (Santa Ana River Interceptor) / Brine Line - Line Direct Connection Permits / Businesses P Yes Mag, Mfr, OD, Ppr S/i Yes: After QC & OD Department preference; GC §60201 Engineering
/ PreTreatment EN-022
SARI (Santa Ana River Interceptor) / Brine Line - Dump Station Records, Waste Manifests 5 years Mag, Mfr, OD, Ppr S/i Yes: After QC & OD Department Preference (sewage sludge is required for 5 years); WC §13263.2(b) et seq.; 40 CFR 122.41(j)(2); GC §60201 SAWPA ©1995-2020 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 11/3/2020

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

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

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

FINANCE / ADMINISTRATION
Lead Depart. FIN-001 Financial Services Database / ERP Database (Tyler Enterprise ERP)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Admin. FIN-002
Audit Reports / Annual Comprehensive
Financial Report (ACFR) and related Audit
Opinions
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.

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
Finance /
Admin. FIN-004 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA or OES Audits, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets
municipal government auditing
standards); GC §34090
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, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a);
26 CFR 1.6001-1(e): GC §43900 et
seq.

Finance /
Admin. FIN-006 Budgets - Adopted / Final P
Yes:

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

Finance /
Admin. FIN-007 Budgets - Preliminary, Backup Documents
Drafts - When
No Longer
Required
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.

Finance /
Admin. FIN-008 Investment Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
PINOLE, 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:

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

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

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

Finance /
Admin. FIN-009
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900

FINANCE / BUSINESS LICENSE
Finance /
Business
License
FIN-010 Business License / Database (Tyler Enterprise
ERP)
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
Finance /
Business
License
FIN-011 Business License Applications 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Business
License
FIN-012 Business License Registrations and
Renewals 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-013 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
Finance /
General
Accounting
FIN-014
Accounts Payable / Invoices and Backup
(Includes Invoices, Purchase Orders, Travel
Expense Reimbursements, Warrant Request,
Vouchers, etc.)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets
municipal government auditing
standards; GC §34090
Finance /
General
Accounting
FIN-015
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: False Alarm Billings,
Insurance Companies, Franchise Fees, DUI
Billing, Transient Occupancy Tax (TOT),
Auctions of Surplus Property, Credit Card
Payment Receipts, Tenant Billing / Rent, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
PINOLE, 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:

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

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

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

Finance /
General
Accounting
FIN-016
Assessment Districts, Community Facilities
Districts (CFDs), Landscape Maintenance
Districts (LMDs) Accounting, Assessor Tax
Rolls
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-017
Bank Statements and 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
City Clerk FIN-018 Checks / Warrant Register Report (issued) Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Originals in City Council Agenda
Packets; GC §34090.7
Finance /
General
Accounting
FIN-019 Checks / Warrants (Cashed or Returned /
NSF) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-020 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
Finance /
General
Accounting
FIN-021 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), 1355. 1519;
GC §34090
Finance /
General
Accounting
FIN-022 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-023 Journal Entries / Journal Vouchers / Budget
Adjustments 5 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
PINOLE, 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:

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

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

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

Finance /
General
Accounting
FIN-024
Reports from Tyler ERP Database: Financial
Reports, 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
Finance /
General
Accounting
FIN-025
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-026 W-9s
Vendor
Inactive + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets IRS auditing standards; GC
§34090

FINANCE / PAYROLL
Lead Depart. FIN-027 Financial Services Database / ERP Database (Tyler Enterprise ERP)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Payroll FIN-028
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Payroll FIN-029 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-030 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
PINOLE, 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:

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

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

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

Finance /
Payroll FIN-031 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
Finance /
Payroll FIN-032
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
Finance /
Payroll FIN-033 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
Finance /
Payroll FIN-034 Employment Verifications (From lenders or other outside companies) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records, content is not
substantive; GC §34090 et seq.

Finance /
Payroll FIN-035 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 Finance /
Payroll FIN-036 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
Finance /
Payroll FIN-037 PERS Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 PINOLE, 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:

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

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

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

Finance /
Payroll FIN-038 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
Finance /
Payroll FIN-039 W-2's 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
PINOLE, 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:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-1
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

HUMAN RESOURCES
Lead Depart. HR-001 ERP Database (Tyler Incode)
Indefinite -
Minimum 5
years
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Human
Resources HR-001.5
1095-C, 1094-C (Employer-Provided Health Insurance Offer and 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 Human
Resources HR-002 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the Contract + 6 years 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 Human
Resources HR-003
California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention for personnel files; All State and Federal laws require retention until final disposition of formal complaint; State requires 4 years after "fully and finally disposed"; 2 CCR 11013(c); GC §§12946, 12960, 34090 Human
Resources HR-004
Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 PINOLE, 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:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-2
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Human
Resources HR-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 Human
Resources HR-006 Contracts for Investigators (Employees Only) 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 Human
Resources HR-007 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 Human
Resources HR-008
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 Human
Resources HR-009 Employee Investigations Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; PINOLE, 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:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-3
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Human
Resources HR-010 Grievances Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; LC 1198.5; 26 CFR 31-6001-1; 53235.2(b); 53237.2(b) Human
Resources HR-011 I-9s Separation + 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. /
Board
Secretary
HR-012 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; Human
Resources HR-013 Labor Relations / Negotiation Notes 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Human
Resources HR-014 Litigation - Employee Related Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; LC 1198.5; 26 CFR 31-6001-1; 53235.2(b); 53237.2(b) PINOLE, 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:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-4
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Human
Resources HR-015 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33(a), 8 CCR §3203(b)(1), GC §34090.7; LC §6429c Human
Resources HR-016
Personnel Files - Employee File / Official Personnel File: ALL EmployeesIncludes Application, Backgrounds, Discipline, Evaluations, Policy Acknowledgements, Employee's Oath of Office / Oath for Disaster Worker for employees, Council and Boards & Commissions, Harassment Prevention Training Certificates for employees, Council and Boards & Commissions, PAF / Personnel Action Forms, W-4s, etc.) Separation + 6
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53235.2(b), 53237.2(b), LC 1198.5 Human
Resources HR-017
Personnel Files - Medical File: ALL
EmployeesMedical Records including 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 PINOLE, 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:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-5
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Human
Resources HR-018
Recruitment and Testing File / On-Line Recruitment DatabaseIncludes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Background Checks, etc.

Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 1-3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 12960, 34090 Human
Resources HR-019
Volunteer / Docent / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive /
Separation + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 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 §§, 12960, 34090 Human
Resources HR-020
Volunteer / Docent / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; 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 §§, 12960, 34090

RISK MANAGEMENT
Human
Resources /
Risk Manage.

HR-021
Accident / Incident Reports (Accidents or Incidents) - MEMBERS OF THE PUBLICEmployees are Workers Compensation Claims 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Human
Resources /
Risk Manage.

HR-022
Insurance Policies - General Liability, Property, Fire, Theft, etc.(JPIA) Expiration + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; Covers statute of limitations for contracts; CCP §337 et seq.; GC §34090 PINOLE, 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:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
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).

Human
Resources /
Risk Manage.

HR-023
Insurance Policies - Workers Compensation Excess Liability(JPIA) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers statute of limitations; CCP §337 et seq.; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i); GC §§ 911.2, 34090 Human
Resources /
Risk Manage.

HR-024 OSHA Citations and Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), OMB 1220- 0029; GC §34090; LC §6429c Human
Resources /
Risk Manage.

HR-025 Safety Committee / Safety Steering Committee 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Human
Resources /
Risk Manage.

HR-026 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 Human
Resources /
Risk Manage.

HR-027
Workers Compensation Claims (Includes all Accident, Incident, or 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 Human
Resources /
Risk Manage.

HR-028
Workplace Violence – Hazard identification, evaluation, correction, incident logs, investigations, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

POLICE ADMINISTRATION / OFFICE OF THE CHIEF OF POLICE
Police /
Admin. PD-001
Background Files - Successful Employee
Applicants & Volunteers (Employees,
including 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. PD-002
Background Files - Unsuccessful
Employee Applicants & Volunteers
(Employees, including 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. PD-003
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - UNSUCCESSFUL / DENIED
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. PD-004
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - SUCCESSFUL / APPROVED
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. PD-005
Complaints from Employees -Internal
Affairs Investigations WITHOUT Sustained
Finding of Misconduct
Final
Disposition +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
; State requires 2 years after action is taken;
Statute of Limitations is 4 years for
misconduct after the discovery of the offense
for misconduct in office; EVC §1045, GC
§§12946,12960, 34090, PC §§801.5, 803(c),
832.5, 832.7, VC §2547
Police /
Admin. PD-006
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 PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Admin. PD-007
Complaints from Members of the Public -
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. PD-008
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. PD-009
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. PD-010 Press Releases / Media Releases / Public Relations - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. PD-011 Reports and Studies - Historical (e.g. Department Annual Reports) P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. PD-012
Reports to State or Federal Agencies:

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

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

Police /
Admin. PD-013
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. PD-014 Subpoenas: Civil 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; Court or District
Attorney records; GC §34090 et seq.

PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

ADMINISTRATION / TRAINING
Police /
Professional
Standards &
Training
PD-015
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters or Sign-in Sheets,
Outlines and Materials; Includes Use of
Force training, safety training, etc.

Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 8 CCR §3203
et seq., 29 CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police /
Professional
Standards &
Training
PD-016
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 /
Professional
Standards &
Training
PD-017
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 OPERATIONS (Patrol, Traffic, DARE, SWAT, School Resource Officers, etc.) Police /
Operations PD-018 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-019
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 /
Operations PD-020 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-021 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Operations PD-022 Patrol Schedules 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Operations PD-023 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 /
Operations PD-024
Recordings: Drone (Unmanned Aerial
Vehicle) - NOT booked into Evidence /
Attached to a case
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Operations PD-025 Recordings: Video - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Operations PD-026 Ride-A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Operations PD-027 Speedometer Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Operations PD-028 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-029 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

SUPPORT / COMMUNICATIONS / CAD / DISPATCH
Police /
Support /
Communications
PD-030
Recordings: Audio - (CAD/RMS)
Recordings of Radio Communications
Dispatch Tapes (CAD) / 911 Recordings
6 months Mag
As of 2025, 911 recordings for domestic
violence and other specified crimes - if any -
are required to be provided to a victim or
representative for 5 years - upon request.

Commission on State Mandates has not
determined if this requirement is an unfunded
state mandate; GC §§34090, 34090.6; 13
CCR 1100.7
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Support /
Communications
PD-030.1
Recordings: Audio - (CAD/RMS)
Recordings of Telephone Communications
Dispatch Tapes (CAD) / 911 Recordings
1 year Mag
As of 2025, 911 recordings for domestic
violence and other specified crimes - if any -
are required to be provided to a victim or
representative for 5 years - upon request.

Commission on State Mandates has not
determined if this requirement is an unfunded
state mandate; GC §§34090, 34090.6; 13
CCR 1100.7
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

SUPPORT / EVIDENCE AND PROPERTY
Police /
Support /
Evidence &
Property
PD-031 Property & Evidence Database (SunRidge)
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-032 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Support /
Evidence &
Property
PD-033 Gun and 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-034 Property & Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Support /
Evidence &
Property
PD-035 Recordings: Body-Worn Cameras – LOGS
of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Support /
Evidence &
Property
PD-036
Recordings: Body-Worn Cameras - that
ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et
seq.

Police /
Support /
Evidence &
Property
PD-037 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.

PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Support /
Evidence &
Property
PD-038 Recordings: Video - Evidence Room 1 year Mag GC §34090.6 et seq, Police /
Support /
Evidence &
Property
PD-039 Recordings: Video - Temporary Holding
Cell (Juveniles & Adults) 1 year Mag Records regular and ongoing operations; GC §34090.6 et seq,
Police /
Support /
Evidence &
Property
PD-040 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

SUPPORT / INVESTIGATIONS
Police /
Support /
Investigations
PD-041 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-042 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-043 Detectives Investigation Files and Arrest
Files
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Support /
Investigations
PD-044 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-045 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
Police /
Support /
Investigations
PD-046
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-047 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-048 Registrants: Gang Adults- Shared Gang
Databases & Written Attestations 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 11 CCR 773.8; 11 CCR 774.7 GC §34090 Police /
Support /
Investigations
PD-049 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-050 Registrants: Gang Juveniles - Shared
Gang Databases & Written Attestations 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 11 CCR 774; 11 CCR 774.7 GC §34090 Police /
Support /
Investigations
PD-051 Registrants: Narcotics 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Support /
Investigations
PD-052 Registrants: Sex Offender Registrations:

Adults 100 years 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-053 Registrants: Sex Offender Registrations:

Juveniles
Sealing
Date + 5
years
(or Court
Order) or
100 years
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.

SUPPORT / RECORDS
Police /
Support /
Records
PD-054 RMS Database (SunRidge)
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-055
Backgrounds for 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 State of
California /
CHP
PD-056
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-057
Citations / Notice of Violations / Citation
Database (Parking, Traffic, Marijuana /
Cannabis), Animal, Code Enforcement,
Administrative Citations (Includes requests
for dismissals, cancellations, and appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE 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-058
CRIME REPORTS / INCIDENT REPORTS:

Lost or 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-059
CRIME REPORTS / INCIDENT REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), & Sexual Assault (Rape),
Arson (Suspected or Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799;
803(h), 11169 et seq.; 11170(a)(3); WIC
707(b)
Police /
Support /
Records
PD-060
CRIME REPORTS / INCIDENT REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(i)
Police /
Support /
Records
PD-061
CRIME REPORTS / INCIDENT REPORTS:

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

Police /
Support /
Records
PD-062
CRIME REPORTS / INCIDENT REPORTS:

Except those specifically mentioned in
the schedule - INCIDENT REPORTS AND

MISDEMEANORS
3 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.

PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE 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-063
CRIME REPORTS / INCIDENT REPORTS:

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

Police /
Support /
Records
PD-064
CRIME REPORTS / INCIDENT REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
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-065
CRIME REPORTS / INCIDENT REPORTS:

Misdemeanor or Infraction - Adult
Marijuana / Cannabis - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with
procedure in H&S §11361.5) - Except those
with outstanding stolen property, including
firearms, or lost firearms
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-066
CRIME REPORTS / INCIDENT REPORTS:

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

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE 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-067
CRIME REPORTS / INCIDENT REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Support /
Records
PD-068
CRIME REPORTS / INCIDENT REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Support /
Records
PD-069
CRIME REPORTS / INCIDENT REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, or Victim of Intimate
Partner Violence or Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy);
GC §34090; PC §§236.14(k); 236.15(k)
Police /
Support /
Records
PD-070
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-071
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
Police /
Support /
Records
PD-072
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; PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE 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).

State of
California /
Department of
Justice
PD-073
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-074 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-075 Livescan Application Forms and Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Support /
Records
PD-076 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-077 Pawn Slips / Secondhand Dealer
Transaction Records 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Court or
District
Attorney
PD-078
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-079 STOP Source Data, Audit Log / Racial and
Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC
§34090
Court or
District
Attorney
PD-080 Subpoenas - Criminal or 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.

PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) 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 (OpenGov) Indefinite
(Perm) Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated and includes Building
Permits; GC §34090, H&S §19850
City Clerk PW-002
Assessment Districts / Landscape & Lighting
Districts / Community Facilities Districts /
Lighting Districts / Landscape Maintenance
Districts / Special Districts:

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

QC & OD
Retained in City Council Agenda Packets;
GC §34090.7
Public Works /
Engineering PW-003
Assessment Districts / Landscape & Lighting
Districts / Community Facilities Districts /
Lighting Districts / Landscape Maintenance
Districts / Special District
Formation, Historically Significant Records
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-004 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-005
Bonds: Labor & Materials, Performance Bonds,
Letters of Credit, Encroachment Permits,
Monitoring Bonds
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I No Security; GC §34090
Public Works /
Engineering PW-006
Capital Improvement Projects (CIP) - where
Engineering is the Lead: MAINTENANCEONLY PROJECTS (Painting, Re-Roof, etc. - No change in Infrastructure Configuration)
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
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
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-007
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Administration File
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas
& Minutes, Monthly Reports, Notices, Real
Estate Appraisals, RFIs / RFQs , Safety.

SWPPP / WPCP, etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-008
Capital Improvement Projects (CIP) - where
Engineering is the Lead: 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
City Clerk PW-009
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases - Supporting Documents
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD City Clerk retains final; GC §34090(a)
Public Works /
Engineering PW-010
Design & Construction Standards - Authored by
the City for Construction of City Infrastructure
(CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-011
Drawings - where Engineering is the Lead:

Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) 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
Permits / License Agreements: Permanent
Encroachment (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-013
Permits: Temporary Encroachment (Banner
Permit, Film Permits, Excavation, Street
Closure Permits, Street Cuts, Street & Sidewalk
Repair, Streetlight Repair, Traffic Control,
Transportation Permits, Utility Cuts, Wide Load
/ Heavy Load, etc.)
Includes Insurance Certificates
Minimum
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept. PW-014
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the
Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Public Works /
Engineering &
Building
PW-015 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-016
Land Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

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

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-017
Land Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-018 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-019 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090

PUBLIC WORKS / ENGINEERING - TRAFFIC
Public Works /
Engineering /
Traffic
PW-020 Traffic and Pedestrian Safety Committee

AGENDAS & STAFF REPORTS
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering /
Traffic
PW-021 Traffic and Pedestrian Safety Committee

AUDIO RECORDINGS
Minimum 2
years
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
Public Works /
Engineering /
Traffic
PW-022 Traffic and Pedestrian Safety Committee

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Public Works /
Engineering /
Traffic
PW-023 Traffic and Pedestrian Safety Committee

VIDEO RECORDINGS
Minimum 2
years
Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
Public Works /
Engineering /
Traffic
PW-024 Traffic Calming Requests (Speed Humps, Red
Curbs, Stop Signs, etc.) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) 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).

Police or Sheriff PW-025 Traffic Collision Reports / SWTRS Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies or Not City Records; GC
§34090.7
Public Works /
Engineering /
Traffic
PW-026 Traffic Counts / Traffic Studies 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering /
Traffic
PW-027 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering /
Traffic
PW-028 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering /
Traffic
PW-029 Transportation Permits / Wide Load Permits,
Heavy Load Permits, etc.

Expiration +
2 years
Yes: Until
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Engineering /
Traffic
PW-030 Transportation Plans / Master Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

PUBLIC WORKS / OPERATIONS & MAINTENANCE / FLEET MAINTENANCE Public Works /
Lead Div. PW-031 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 /
O&M / Fleet
Maint.

PW-032
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; 13 CCR
1234(e),VC 34505.5(c); 49 CFR 396.11;
GC §34090
Public Works /
O&M / Fleet
Maint.

PW-033 Fleet - Tire Disposal / Waste Manifests 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Public Works /
O&M / Fleet
Maint.

PW-034 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.

PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
O&M / Fleet
Maint.

PW-035
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
Public Works /
O&M / Fleet
Maint.

PW-036 Generator Operation Logs & Inspections 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
O&M / Fleet
Maint.

PW-037 Inspections or 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
Public Works /
Lead Div. PW-038 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Lead Div. PW-039
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
O&M / Fleet
Maint.

PW-039 Vehicle Titles (Pink Slips) Sale or
Disposal
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Given to Auction House / New Owner; GC
§34090
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) 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).

Division
Providing
Service / Work
PW-040
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; GC §34090
Division
Providing
Service / Work
PW-041
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-042
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) 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 / OPERATIONS / LANDSCAPE, PARKS, TREES, STREETS Public Works /
Lead Div. PW-043 Air Pollution Control District (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 /
Lead Div. PW-044 Daily Record (log of work performed) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-045 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Lead Div. PW-046 Operations & Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Lead Div. PW-047 Playground Equipment Inspections and Maintenance 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Public Works /
Lead Div. PW-048 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Lead Div. PW-049
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
O&M / Maint. PW-050 Streets - Sidewalk Inspection & Maintenance, Grinding, Asphalt Ramping (Logs and Forms) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) Page PW-9
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
O&M / Maint. PW-051 Tree DATABASE
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works /
O&M / Maint. PW-052 Tree Maintenance, Trimming, Arborists Reports (ALL City-owned trees) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
O&M / Maint. PW-053 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The Excavator, Operator and Regional
Notification Cetner all have an obligation
to retain for 3 years; GC §§4216.2(f) &
4216.3(d), GC §34090
Division
Providing
Service / Work
PW-054
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; GC §34090
Division
Providing
Service / Work
PW-055
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-056
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

PUBLIC WORKS / SEWER / WASTEWATER COLLECTIONS
Public Works /
Stormwater &
Wastewater
Collections
PW-057 CCTV Videos of Sewer Lines 20 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) Page PW-10
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Lead Div. PW-058
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Cal/OSHA
requests 3 years of documents of
Lockout-Blockouts / Lockout-Tagouts
during audits; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6); GC
§34090
Public Works /
Lead Div. PW-059 Daily Record (log of work performed) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Stormwater &
Wastewater
Collections
PW-060 FOG (Fats, Oil & Grease) Inspections /
Pretreatment Annual & Quarterly Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Stormwater &
Wastewater
Collections
PW-061 Sanitary Spills and Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years;
SWRCB Order 2002-0103-DWQ & 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Stormwater &
Wastewater
Collections
PW-062 Sewer Odor Complaints / Gas Detection
Results / Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Stormwater &
Wastewater
Collections
PW-063
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be updated every 6 5 years;
SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB
General Order 2006-03; & 2022-0103-
DWQ; GC §34090
Public Works /
Stormwater &
Wastewater
Collections
PW-064 Storm Drain System Maintenance (Slip Lining,
etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) Page PW-11
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Lead Div. PW-065 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The Excavator, Operator and Regional
Notification Cetner all have an obligation
to retain for 3 years; GC §§4216.2(f) &
4216.3(d), GC §34090
Division
Providing
Service / Work
PW-066
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; GC §34090
Division
Providing
Service / Work
PW-067
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-068
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

PUBLIC WORKS / SEWER TREATMENT PLANT / WASTEWATER TREATMENT PLANT / WATER POLLUTION CONTROL PLANT Lead Dept. PW-069 AQMD Permits (Air Quality Management
Districts) - for Generators, etc.

Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
WWTP PW-070 Biosolids / Sewage Sludge Handling Logs and Weigh Tickets (Blockages) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Code of Federal Regulations requires 5
years; 40 CFR 503.17; 40 CFR
122.41(j)(2); GC §34090
Lead Dept. PW-071 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Lead Dept. PW-072 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) Page PW-12
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
WWTP PW-073 Lab Reports & Chains of Custody: Wastewater Minimum 10 years Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Public Works /
WWTP PW-074 Logs: Vac Con Trucks, etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. PW-075 Operations & Maintenance Manuals / O & M Manuals
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (some equipment
is from the 1950's, and the O&M Manual
isn't helpful); GC §34090
Public Works /
WWTP PW-076
Permits - Wastewater Regulatory / Operating
Permits: Examples (CalARP, Cal OSHA,
CERS, CUPA, NPDES, SWRCB, etc.)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. PW-077 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
WWTP PW-078
Reports - Wastewater Reports to Regulatory
Agencies: Examples (CalARP, Cal OSHA,
CERS, CUPA, NPDES, SWRCB, etc.)
Minimum 10
years

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

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

Lead Dept. PW-079
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) Page PW-13
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
WWTP PW-080 Sanitary Survey of Sewer System 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
WWTP PW-081 SCADA Database (Wastewater)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works /
WWTP PW-082 Wastewater Treatment Plant Operators Certificates (posting required) When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
WWTP PW-083 Wastewater Treatment Plant Safety Training Certificates (posting required) Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

PUBLIC WORKS / SOLID WASTE
Public Works /
Solid Waste PW-084
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste
Collection and Recycling) . CalRecycle Annual
Waste Diversion Report / CalREcycle Report,
etc.
15 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SB 1383
compliance is required for 5 years; LowCarbon Fuel Standard regulations credits can be received for 10 years, and are
eligible for an extension; 14 CCR §
18995;.2 H&S §39730.7; GC §34090
Public Works /
Solid Waste PW-085
Solid Waste Reports to Regulatory Agencies
(California Integrated Waste Management
Board, etc.)
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Solid Waste PW-086 Solid Waste Services / Hauler Quarterly Reports 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

PUBLIC WORKS / STORMWATER (NPDES)
Public Works /
Stormwater PW-087 Stormwater Illicit Discharges 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 3 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) Page PW-14
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Stormwater PW-088 Stormwater: NPDES Annual Reports 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Stormwater PW-089 Stormwater: NPDES Permits / MS-4 Permits Expiration + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090

PUBLIC WORKS / UTILITY BILLING
Public Works /
Utility Billing PW-090 Utility Billing Database
Indefinite -
Minimum 5
years
Yes
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
GC §34090
Public Works /
Utility Billing PW-091 Collection Agency Assignments / Unpaid Accounts 5 years Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Department Preference; Negative credit
information remains on credit reports for
7 - 10 years; Meets auditing standards;
City does not Lien property (Liens are
good for 10 years from recording date,
and may be extended by re-recording
lien); WC 36729; GC §34090
Public Works /
Utility Billing PW-092 Payment Stubs / Water Receipts / Utility Receipts - If NOT bundled with Cash Receipts When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Department preference; Preliminary
Documents - payments can be made
without including the stub; GC §34090 et
seq.

Public Works /
Utility Billing PW-093
Prop. 218 (Property-based fees - Improvement
Districts: Notices and Mailing lists,
Protest Letters / Ballots, Tabulation are retained
by the City Clerk
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
Public Works /
Utility Billing PW-094 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final
Decision + 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
PINOLE, 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:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Operations & Maintenance, Sewer / Wastewater, Solid Waste, Stormwater, Utility Billing) Page PW-15
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Utility Billing PW-095
Water Billing: Non-payment Notices / Notice of
Payment Delinquency & Impending
Discontinuation
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Public Works /
Utility Billing PW-096 Water Billing: NSF Checks / Adjustments to Customer accounts / Deposits and Releases When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Public Works /
Utility Billing PW-097 Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc.

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

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116910
Public Works /
Utility Billing PW-098 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116906; GC
§34090
Public Works /
Utility Billing PW-099 Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116918; GC
§34090
PINOLE, 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:

CITY COUNCIL
REPORT 9.D.

DATE: JULY 15, 2025
TO: MAYOR AND COUNCIL MEMBERS
FROM: Stacy Shell, Human Resources Director, 510-741-3864, [email protected] SUBJECT: ADOPT A RESOLUTION APPROVING A MEMORANDUM OF

UNDERSTANDING BETWEEN THE CITY OF PINOLE AND THE AMERICAN

FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES
(AFSCME) UNION LOCAL 1 FOR THE PERIOD OF JULY 1, 2025 – JUNE 30, 2026

RECOMMENDATION
Staff recommends that the City Council adopt a resolution approving a Memorandum of Understanding (MOU) between the City and American Federation of State, County, and Municipal Employees (AFSCME) Union Local 1 for the period of July 1, 2025 – June 30, 2026.

BACKGROUND
The current MOU between the City and AFSCME Local 1 expired on June 30, 2023. In accordance with the provisions of the Meyers-Milias-Brown Act, the City and the representatives of AFSCME Local 1 must meet and confer in good faith in an effort to reach agreement on terms for a successor MOU.

Prior to the commencement of this round of negotiations, the City undertook a thorough review of the current MOU. The City’s labor relations consultant, IEDA, reviewed the MOU for potential clean-up and clarifying matters, as had front-line Human Resources and Finance staff.

During the negotiations process, the AFSCME Local 1 and the City exchanged a number of economic and non-economic proposals and counter proposals.

REVIEW AND ANALYSIS
The City’s negotiating team first met with AFSCME Local 1 on March 11, 2025, to commence negotiations for a successor MOU. During the negotiation process, the City and AFSCME Local 1 met eight (8) times, with the exchange of proposals occurring throughout. After meeting and conferring, including the exchanging of counter proposals, the City and AFSCME Local 1 reached a Total Tentative Agreement (TTA) on June 24, 2025 (Attachment B).

AFSCME Local 1 members met and notified the City that the membership ratified the TTA on July 9, 2025.

The successor agreement (Exhibit A to the attached resolution) is for a one (1) year period.

Outlined below are the significant economic changes to the existing Memorandum of

Understanding (MOU) for the period of July 1, 2025 – June 30, 2026. A summary of all the changes to the MOU are reflected in the TTA in Attachment B.

Cost of Living Adjustment
A Cost-of-Living Adjustment (COLA) of 3% effective on the first full pay period following June 30, 2025.

List of Official Holidays
Addition of Christmas Eve (December 24th).

In addition to the economic proposals listed above, the City agreed to include language in the MOU pertaining to other non-economic provisions related to unit composition, medical insurance, term, deferred compensation, retiree medical committee, and "me too" side letters, as listed below:
• Clean-up language for represented job classifications to include newly created or revised classifications assigned to the unit.
• Clean-up language for City contributions toward employee health premiums. • Clean-up language for agreement term from 7/1/2025 – 6/30/2026. • Clean-up language for deferred compensation and Roth IRA plans. • Side letter to establish a retiree medical committee to explore more sustainable plan options.
• Side letter to establish a "Me Too" clause for AFSCME Local 512 and Pinole Police Employees' Association successor agreements.

All economic and non-economic revisions agreed to by the City and AFSCME Local 1, in addition to other formatting or housekeeping changes, are identified in the attached redline version of the MOU between the City and AFSCME Local 1 (Attachment C).

The City continues to appreciate the willingness of our employees to complete negotiations in a cooperative spirit and we are pleased to be able to provide an increase in our employees’ base salaries. This agreement represents an amenable compromise between the City and our employees and will support the retention and recruitment of experienced employees.

FISCAL IMPACT
The total cost of the provisions for this bargaining unit under a one-year agreement is estimated at $92,000 ($31,000 general fund; $61,000 non-general fund) for the FY 2025/26 Operating and Capital Budget.

The total costs are spread over various City funds, depending on each employee’s staffing allocation.

ATTACHMENTS

A. Resolution and Exhibit (MOU)
B. Pinole Local 1 Total Tentative Agreement EXECUTED 06242025 C. Pinole Local 1 MOU 2025-2026 DRAFT

RESOLUTION 2025-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PINOLE

APPROVING THE MEMORANDUM OF UNDERSTANDING

BETWEEN THE CITY OF PINOLE AND THE AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES (AFSCME) UNION LOCAL 1 FOR THE PERIOD OF JULY 1, 2025 – JUNE 30, 2026
WHEREAS, the Memorandum of Understanding between the City of Pinole and the American Federation of State, County, and Municipal Employees (AFSCME) Union Local 1 expired on June 30, 2025; and
WHEREAS, in accordance with Government Code Section 3505, the City’s Negotiating Team met and conferred in good faith with representatives of AFSCME Local 1 to negotiate a successor agreement; and
WHEREAS, representatives of the City and AFSCME Local 1 first met to commence negotiations on March 11, 2025, and reached a Total Tentative Agreement for a successor Memorandum of Understanding on June 24, 2025, and WHEREAS, the City agreed to retroactivity of the economic changes to the Memorandum of Understanding effective the first full pay period following June 30, 2025; and
WHEREAS, the Total Tentative Agreement for a successor Memorandum of Understanding for the period of July 1, 2025 – June 30, 2026, was ratified by the membership of AFSCME Local 1 on July 9, 2025.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pinole that it does hereby approve the Memorandum of Understanding between the City of Pinole and AFSCME Local 1 for the period of July 1, 2025 – June 30, 2026, as provided in Exhibit A, herein incorporated by reference.

BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Memorandum of Understanding on behalf of the City.

PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pinole held on July 15, 2025 the by the following vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

I hereby certify that the foregoing ordinance was regularly introduced, passed, and adopted on this 15th day of July, 2025.
______________________________________
Heather Bell, CMC
City Clerk

LOCAL 1

MEMORANDUM OF

UNDERSTANDING
Between the City of Pinole and
AFSCME Public Employees Union – Local One
July 1, 2025 to June 30, 2026
Exhibit A

ii
City of Pinole and AFSCME Public Employees Union – Local One Memorandum of Understanding
Table Of Contents
PREAMBLE ............................................................................................................. 1 ARTICLE I. DEFINITIONS....................................................................................... 1 ARTICLE II. RECOGNITION .................................................................................... 2

2.1 Unit Composition. ............................................................................................ 2 ARTICLE III. DUES DEDUCTION ............................................................................. 3

3.1 Payroll Deduction of Union Dues. ................................................................... 3

3.2 Notification of Union Dues Increase. ............................................................... 3

3.3 Hold Harmless and Indemnification Clause. ................................................... 3 ARTICLE IV. MAINTENANCE OF MEMBERSHIP.................................................... 3

4.1 Revocation of Union Membership. .................................................................. 3 ARTICLE V. UNION REPRESENTATIVES.............................................................. 4

5.1 Union Representatives/Stewards Defined....................................................... 4

5.2 Time Off for “Meet and Confer”. ...................................................................... 4

5.3 “Meet and Confer” Committee......................................................................... 4

5.4 Notice to Supervisors. ..................................................................................... 4

5.5 Release Time for Quarterly Meetings.............................................................. 4

5.6 Leave for Union Activities................................................................................ 5 ARTICLE VI. SALARIES ........................................................................................... 5

6.1 Cost of Living and Market Adjustments........................................................... 5

6.2 Pay Plan. ......................................................................................................... 5

6.3 Longevity. ........................................................................................................ 5

6.4 Pro-rata Benefits.............................................................................................. 5 ARTICLE VII. HOURS OF WORK AND OVERTIME.................................................. 5

7.1 Work Week Defined......................................................................................... 5

7.2 Overtime Work Schedule................................................................................. 6

7.3 Overtime and Seniority.................................................................................... 6

7.4 Regular Work Week-Amount of Overtime Earned. ......................................... 6

7.5 Alternative Work Week-Amount of Overtime Earned...................................... 6

7.6 Rate of Overtime/Compensatory Time............................................................ 7

7.7 Call Back. ........................................................................................................ 7

7.8 Alternative Work Schedules/Flex Time. .......................................................... 8

7.9 Court Appearance on Off-Duty Hours by Community Services Officers......... 8

7.10 Meal Allotment................................................................................................. 8

7.11 Rest Periods. ................................................................................................... 9 ARTICLE VIII. STANDBY PAY.................................................................................... 9

8.1 Employees Assigned....................................................................................... 9

8.2 Method of Assignment..................................................................................... 9

8.3 Cell Phone Assignments. ................................................................................ 9

8.4 Standby Protocol. ............................................................................................ 9

8.5 Standby Schedule Assignments.................................................................... 10

8.6 Standby Exceptions....................................................................................... 10

8.7 Rest Periods While on Standby..................................................................... 10

8.8 Amount of Standby Pay................................................................................. 10

8.9 Mileage Reimbursement While on Standby. ................................................. 11

iii
ARTICLE IX. ACTING IN HIGHER CLASSIFICATION ........................................... 11

9.1 Pay Defined and Rate of Pay. ....................................................................... 11 ARTICLE X. SICK LEAVE...................................................................................... 11

10.1 Rate of Sick Leave Earned............................................................................ 11

10.2 Sick Leave Incentive...................................................................................... 11

10.3 Use of Sick Leave for Family Care................................................................ 12

10.4 Use of Sick Leave.......................................................................................... 12

10.5 Other Use of Sick Leave................................................................................ 12 ARTICLE XI. HOLIDAYS......................................................................................... 12

11.1 Authorized Legal Holidays............................................................................. 12

11.2 List of Official Holidays. ................................................................................. 13

11.3 Holidays Falling on Saturday or Sunday. ...................................................... 13

11.4 Holidays Falling on a Regularly Scheduled Day Off. .................................... 13

11.5 Compensation for Hours Worked on a Holiday............................................. 14 ARTICLE XII. VACATION......................................................................................... 14

12.1 Vacation Schedule and Seniority. ................................................................. 14

12.2 Vacation Sell Back......................................................................................... 14

12.3 Rate of Vacation Earned. .............................................................................. 14 ARTICLE XIII. MEDICAL INSURANCE..................................................................... 15

13.1 Medical Insurance Provided. ......................................................................... 15

13.2 Retiree Medical Insurance............................................................................. 15

13.3 Medical In-Lieu Payments. ............................................................................ 17 ARTICLE XIV. DENTAL INSURANCE....................................................................... 17

14.1 Dental Insurance Provided. ........................................................................... 17

14.2 Orthodontic Insurance Provided.................................................................... 17 ARTICLE XV. VISION INSURANCE......................................................................... 18

15.1 Vision Insurance Provided............................................................................. 18 ARTICLE XVI. LIFE INSURANCE ............................................................................. 18

16.1 Life Insurance Provided................................................................................. 18

16.2 Life Insurance Premium Rates. ..................................................................... 18 ARTICLE XVII. DISABILITY INSURANCE ................................................................. 18

17.1 Disability Insurance Provided. ....................................................................... 18

17.2 Long Term Disability Insurance..................................................................... 18

17.3 Disability Insurance Option for Upgrade........................................................ 19 ARTICLE XVIII. FLEXIBLE BENEFITS PLAN, DOMESTIC PARTNERSHIP AND COVERAGE DEFINED ...................................................................... 19

18.1 Flexible Benefits Plan.................................................................................... 19

18.2 Domestic Partnership and Coverage Defined............................................... 19 ARTICLE XIX. TUITION REIMBURSEMENT PROGRAM......................................... 19

19.1 Eligibility for Participation in the Tuition Reimbursement Program. .............. 19 ARTICLE XX. PREMIUM PAY.................................................................................. 20

20.1 Pesticide Applicators License........................................................................ 20

20.2 Agricultural Pest Control License. ................................................................. 20

20.3 Wastewater Treatment Plant Operators Grade License. .............................. 20

20.4 International Certified Building Official Certificate. ........................................ 20

20.5 ASE Refrigerant Recovery and Recycling Review Certificate. ..................... 21

20.6 Educational Degrees. .................................................................................... 21

20.7 Bilingual Pay.................................................................................................. 21 ARTICLE XXI. RETIREMENT .................................................................................... 22

21.1 CalPERS Retirement Plan. ........................................................................... 22

21.2 Employee and Employer Contribution Rates. ............................................... 22

21.3 457(b) Deferred Compensation and Roth IRA Plans. ................................... 22