Robert S. McKinnell
City Clerk
Kevin A. Larson
City Treasurer
Jennifer Lampman
City Administrator
Christian L. Bettenhausen
City Attorney
Placentia City Council
Placentia City Council as Successor to the
Placentia Redevelopment Agency
Placentia Industrial Commercial
Development Authority
Placentia Public Financing Authority
AGENDA
June 16, 2026
Council Chambers
401 E Chapman Ave.
Placentia, CA 92870
Phone: (714) 993-8117
Email: [email protected]
www.placentia.org
CHAD P. WANKE
Mayor
District 4
JEREMY B. YAMAGUCHI
Mayor Pro Tem
District 3
THOMAS HUMMER
Councilmember
District 1
KEVIN KIRWIN
Councilmember
District 2
WARD L. SMITH
Councilmember
District 5
Mission Statement
The City Council is committed to keeping Placentia a pleasant place by providing a safe family atmosphere, superior public services and policies that promote the highest standards of community life.
Vision Statement
The City of Placentia is dedicated to fostering transparency, integrity, and responsiveness through innovative and ethical leadership, ensuring the delivery of high -quality services in a fair and equitable manner. We also strive for financial sustainability, supporting safe, welcoming neighborhoods, well -kept streets, parks, and public spaces while maintaining the small-town charm that defines our community.
Agenda Materials
Copies of all agenda materials are available online at www.placentia.org and at the City Clerk's Office. For questions regarding any agenda item, please contact the City Clerk's Office at (714) 993-8231 or email [email protected]. In compliance with California Government Code § 54957.5, any materials submitted to the majority of the Council/ Board Members after distribution of this agenda that are non-exempt public records will be made available for public inspection at the City Clerk's Office during normal business hours.
How to View the Meeting
The public can observe the meeting via livestream on the City's website at www.placentia.org/pctv , live on cable television on AT&T Universe (Channel 99), Spectrum (Channel 3), or in person in the Council Chamber.
Procedures for Addressing the Council/Board Members
Public comments are received during the Oral Communications section of the agenda. No action may be taken on off -agenda items unless authorized by law. Public comments for Public Hearings will only be taken at the time of the hearing. It is requested to state your name for the record, then proceed to address the Council/Board. All speakers shall observe civility, decorum, and good behavior.
Members of the public may address the Council/Board on any agenda item before or during Council/Board's consideration of the item, and on any other matters within the Council/Board's jurisdiction by using any of the following methods:
1) In -Person: Complete a "Speaker Request Form" indicating the agenda item or subject matter you wish to address and submit it to the City Clerk before the item is called. 2) Written Public Comments: Submit written comments electronically for the Council/Board consideration by emailing [email protected], by 3:00 p.m. the day of the meeting to ensure distribution.
Special Accommodations
In compliance with the Americans with Disabilities Act, if you need special accommodations contact the City Clerk's Office at (714) 993-8231. Notification at least 48 hours in advance of the meeting will enable the City to make arrangements to assure accessibility. (28 CFR 35.102.35.104 ADA Title II)
Study Sessions are open to the public and held in the City Council Chambers or City Hall Community Room. Closed Sessions are held in the Council Caucus Room. While the public may be in attendance during oral announcements preceding Closed Sessions, Closed Sessions are not open to the public.
1 PLACENTIA CITY COUNCIL REGULAR
MEETING AGENDA - CLOSED SESSION
June 16, 2026
5:00 p.m. - City Council Chambers
401 E. Chapman Avenue, Placentia, CA
CALL TO ORDER
ROLL CALL
Council Member/ Board Member Hummer
Council Member/ Board Member Kirwin
Council Member/ Board Member Smith
Mayor Pro Tem/ Board Vice Chair Yamaguchi
Mayor/ Board Chair Wanke
ORAL COMMUNICATIONS
At this time the public may address the City Council and Boards of Directors concerning any items on the Closed Session Agenda only. There is a five (5) minute time limit for each individual addressing the City Council and Boards of Directors. The City Council and Boards of Directors will recess to the City Council Caucus Room for the purpose of conducting their Closed Session proceedings.
CLOSED SESSION PROCEEDINGS
The City Council and Boards of Directors will recess to the City Council Caucus Room for the purpose of conducting their Closed Session proceedings.
1. CONFERENCE WITH LEGAL COUNSEL - INITIATION OF LITIGATION Pursuant to Government Code Section § 54956.9(d)(4): 1 Case
2. CONFERENCE WITH LEGAL COUNSEL - POTENTIAL LITIGATION Pursuant to Government Code Section § 54956.9(d)(2): 1 Case
3. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to Government Code Section § 54957.6
Agency Designated Representatives: Jennifer Lampman, City Administrator; Alice Burnett, Director of Human Resources
Employee Organization: Placentia City Employees Association (PCEA)
4. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Pursuant to Government Code Section § 54957(b)(1)
Title: City Administrator
RECESS: The City Council and Boards of Directors will recess to their 6:00 p.m. Regular Meeting. 2 PLACENTIA CITY COUNCIL REGULAR MEETING AGENDA
June 16, 2026
6:00 p.m. - City Council Chambers
401 E. Chapman Avenue, Placentia, CA
CALL TO ORDER
ROLL CALL
Council Member/ Board Member Hummer
Council Member/ Board Member Kirwin
Council Member/ Board Member Smith
Mayor Pro Tem/ Board Vice Chair Yamaguchi
Mayor/ Board Chair Wanke
INVOCATION - Chaplain Tony Mercado
PLEDGE OF ALLEGIANCE - Police Chief Brad Butts
PRESENTATIONS
A. PROCLAMATION CELEBRATING THE 250TH ANNIVERSARY OF THE UNITED
STATES OF AMERICA
Presenters: Mayor and City Council
B. ACKNOWLEDGEMENT OF CENTENNIAL SPONSOR: AUDI NORTH OC Presenters: Mayor and City Council
Recipient: Audi North OC
C. ACKNOWLEDGEMENT OF CENTENNIAL SPONSOR: CITIZENS BUSINESS BANK Presenters: Mayor and City Council
Recipient: Citizens Business Bank
CLOSED SESSION REPORT
CITY ADMINISTRATOR REPORT
ORAL COMMUNICATIONS
At this time the public may address the City Council and Boards of Directors concerning any agenda item, which is not a public hearing item, or on matters within the jurisdiction of the City Council and Boards of Directors. There is a five (5) minute time limit for each individual addressing the City Council and Boards of Directors.
CITY COUNCIL MEMBER COMMENTS
1. CONSENT CALENDAR
All items on the Consent Calendar are considered routine and are enacted by one motion approving the recommended action listed on the Agenda. Any Member of the City Council and Boards of Directors or City Administrator may request an item be removed from the Consent Calendar for discussion. All items removed shall be considered immediately following action on the remaining items.
3 1.a CONSIDERATION TO WAIVE READING IN FULL OF ALL ORDINANCES AND
RESOLUTIONS
Recommended Action: It is recommended that the City Council:
Approve.
1.b APPROVAL OF MINUTES
Recommended Action: It is recommended that the City Council:
Approve minutes of the City Council/Successor Agency/ICDA/PPFA Regular Meeting on May 19, 2026 and Special Meeting on June 2, 2026.
1.c REGISTERS FOR JUNE 16, 2026
Fiscal Impact:
Check Registers $ 547,221.21
Electronic Disbursement Registers $ 4,346,954.12
Recommended Action: It is recommended that the City Council:
Receive and file.
1.d SECOND READING AND ADOPTION OF ORDINANCE NO. O-2026-09, AN
ORDINANCE OF THE CITY OF PLACENTIA, CALIFORNIA, AMENDING SECTION
8.04.120 (HOURS OF COLLECTION) OF CHAPTER 8.04 (SOLID WASTE COLLECTION) OF TITLE 8 (HEALTH AND SANITATION) OF THE PLACENTIA
MUNICIPAL CODE
Fiscal Impact:
None.
Recommended Action: It is recommended that the City Council:
Adopt Ordinance No. O-2026-09, An Ordinance of the City of Placentia, California, amending Section 8.04.120 (Hours of Collection) of Chapter 8.04 (Solid Waste Collection) of Title 8 (Health and Sanitation) of the Placentia Municipal Code.
1.e CITYWIDE RECORDS RETENTION SCHEDULE AMENDMENT
Fiscal Impact:
Implementation of Laserfiche's Vault and Records Management Module, required for compliance with state retention laws, costs $9,187 annually plus one-time CPS configuration services. Ongoing costs will be included in future budgets, with expected long-term efficiency and cost savings.
Recommended Action: It is recommended that the City Council:
Adopt Resolution No. R-2026-36, A Resolution of the City Council of the City of Placentia, California, Adopting an amended Records Retention Schedule, authorizing the destruction of certain city records, and rescinding previous Resolution No. R- 2011-04.
1.f NOTICE OF GENERAL MUNICIPAL ELECTION - NOVEMBER 3, 2026 4 Fiscal Impact:
Estimated Expense: $90,000
Budgeted: $90,000 FY 2026-27 (101002-6299)
Recommended Action: It is recommended that the City Council:
1. Adopt Resolution No. R-2026-37, A Resolution of the City Council of the City of Placentia, California, Calling for and Giving Notice of a General Municipal Election to Be Held in the City of Placentia on Tuesday, November 3, 2026, for the Election of Certain Officers, and Requesting the Board of Supervisors of Orange County to Consolidate With the Statewide General Election Being Held on That Date; and
2. Adopt Resolution No. R-2026-38, a Resolution of the City Council of the City of Placentia, California, adopting regulations for candidates for elective office pertaining to candidates' statements submitted to the voters at an election to be held on Tuesday, November 3, 2026.
1.g SETTING OF THE ANNUAL SPECIAL TAX RATE FOR FISCAL YEAR 2026-27 FOR COMMUNITY FACILITIES DISTRICT NO. 2018-01 (TOD MAINTENANCE
SERVICES)
Fiscal Impact:
Annual Revenue: $102,039 (223-90000-4208)
Recommended Action: It is recommended that the City Council:
1. Adopt Resolution No. R-2026-32, a Resolution of the City Council of the City of Placentia, California, setting the levy of an annual special tax for Community Facilities District No. 2018-01 (TOD Maintenance Services) for Fiscal Year 2026-27; and
2. Authorize inclusion of the Annual Special Tax for Community Facilities District No. 2018-01 (TOD Maintenance Services) for Fiscal Year 2026-27 on the Orange County Secured Property Tax Roll.
1.h SETTING OF THE ANNUAL SPECIAL TAX RATE FOR FISCAL YEAR 2026-27 FOR COMMUNITY FACILITIES DISTRICT NO. 2024-01 (OLD TOWN
MAINTENANCE SERVICES)
Fiscal Impact:
Revenue: $2,879 Recouped through special taxes
Recommended Action: It is recommended that the City Council:
1. Adopt Resolution No. R-2026-48, a Resolution of the City Council of the City of Placentia, California, setting the levy of an annual special tax for Community Facilities District No. 2024-01 (Old Town Maintenance Services); and
2. Authorize inclusion of the Annual Special Tax for Community Facilities District No. 2024-01 (Old Town Maintenance Services) for Fiscal Year 2026-27 on the Orange County Secured Property Tax Roll.
1.i MEASURE M ELIGIBILITY APPLICATION PACKAGE FOR FISCAL YEAR 2026- 27 Fiscal Impact:
5 Revenue: $1,198,336 in estimated Measure M Funds (211-90000-4507) Recommended Action: It is recommended that the City Council:
1. Authorize staff to submit the 7 -year Capital Improvement Program (CIP) project list utilizing Measure M funding; and
2. Adopt Resolution No. R-2026-30, a Resolution of the City Council of the City of Placentia, California, Concerning the Status and Update of the Local Signal Synchronization Plan (LSSP) for the Measure M (M2) Program; and
3. Adopt Resolution No. R-2026-31, a Resolution of the City Council of the City of Placentia, California, Concerning the Status and Update of the Pavement Management Plan (PMP) for the Measure M (M2) Program; and
4. Authorize staff to submit the Measure M Eligibility application package to OCTA to ensure continued eligibility for Measure M funding and receipt of Local Fair Share M2 funds.
1.j RESOLUTION ADOPTING FISCAL YEAR 2026-27 PROJECT LIST FOR COMPLIANCE WITH SB 1, THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
Fiscal Impact:
Projected Annual Revenue: $1,514,655 (State Gas Tax — RMRA Fund No. 217) Recommended Action: It is recommended that the City Council:
1. Approve Resolution No. R-2026-41, a Resolution of the City Council of the City of Placentia, California, adopting a List of Projects for Fiscal Year 2026-27 funded by SB 1, The Road Repair and Accountability Act of 2017; and
2. Authorize Staff to submit the project list and all necessary documentation to the California Transportation Commission to satisfy SB 1 funding requirements; and
3. Authorize the City Administrator and/or her designee to execute all necessary documents, in a form approved by the City Attorney.
1.k AMENDMENT NO. 2 TO AGREEMENT WITH AMTECH INC. TWO-YEAR
EXTENSION FOR ELEVATOR MAINTENANCE SERVICES
Fiscal Impact:
Expense: $18,500 annual cost (includes maintenance and emergency repairs) 101-80402-6002 - Proposed FY 26-27 Budget $205,000
101-80402-6300 - Proposed FY 26-27 Budget $326,943
Total Budget: $531,943
Recommended Action: It is recommended that the City Council:
1. Approve Amendment No. 2 to the Agreement to the Maintenance Services Agreement with Amtech for elevator maintenance services to increase the contract amount by $15,000 for a new total not -to -exceed amount of $103,247.50, extending the existing agreement by two (2) additional years; and
2. Authorize the City Administrator to approve contract change orders up to 10% of the total contract not -to -exceed amount; and
3. Authorize the City Administrator and/or her designee to execute the necessary documents, in a form approved by the City Attorney.
6 1.1 AMENDMENT NO. 2 TO MAINTENANCE SERVICES AGREEMENT WITH WEST COAST ARBORISTS INC. FOR TREE TRIMMING SERVICES
Fiscal Impact:
Expense: $266,336 Annual Contract Amount
Budgeted: $332,000 Proposed FY 26/27 Budget(101-80403-6012 & 218-80000- 6012)
Recommended Action: It is recommended that the City Council:
1. Approve Amendment No. 2 to the Maintenance Services Agreement with West Coast Arborists, Inc., for tree -trimming services in an amount not to exceed $266,336 per year (or $532,672 over two years), and extend the agreement for an additional two (2) years; and
2. Authorize the City Administrator to approve agreement amendments and contract change orders up to ten percent (10%) of the cumulative two-year contract amount, or $53,267; and
3. Authorize the City Administrator and/or her designee to execute all necessary documents, in a form approved by the City Attorney.
1.m AMENDMENT NO. 4 TO PROFESSIONAL SERVICES AGREEMENT WITH HDL
COMPANIES FOR SALES TAX AUDITING AND CONSULTING SERVICES Fiscal Impact:
Expense: $6,540 Annual Fee Plus Additional Fees Contingent on Recovered Revenue Budgeted in FY26-27 Proposed Budget
Recommended Action: It is recommended that the City Council:
1. Approve Amendment No. 4 to the Professional Services Agreement with Hinderliter, de Llamas and Associates (HdL Companies) for Sales Tax Analysis and Auditing Services for a term ending June 30, 2027; and
2. Authorize the City Administrator and/or her designee to execute all the necessary documents in a form approved by the City Attorney.
1.n SOFTWARE AGREEMENT WITH KRONOS SAASHR, INC. FOR A WORKFORCE
MANAGEMENT SYSTEM
Fiscal Impact:
Expense: $68,723.93 annual software license fee
Budgeted: Human Resources/Finance FY 2026-27
Recommended Action: It is recommended that the City Council:
1. Approve renewal of the software agreement with Kronos SaasHR, Inc. for a workforce management system in the amount of $68,723.93 for the period August 1, 2026 through July 31, 2027; and
2. Authorize the City Administrator and/or her designee to execute all the necessary documents in a form approved by the City Attorney.
1.o APPROVAL OF AGREEMENT EXTENSION WITH MARK43, INC. FOR
COMPUTER AIDED DISPATCH (CAD)/ RECORD MANAGEMENT SYSTEM (RMS)/ PROPERTY & EVIDENCE SOFTWARE
7 Fiscal Impact:
Expense: $1,077,602.00 Total Purchase Price of Services Budget: $ 209,667.00 Year 1 Payment(101-206076660) General Fund FY 26-27 Recommended Action: It is recommended that the City Council:
1. Approve the extension with Mark43, Inc. for its public safety software beginning in Fiscal Year 2026-2027 and ending in Fiscal Year 2030-2031 with a five-year total cost of $1,077,602; and
2. Authorize the City Administrator or her designee to execute all necessary documents, in a form approved by the City Attorney, to effectuate these actions.
1.p AWARD OF CONTRACT FOR CODE ENFORCEMENT CITATION PROCESSING SERVICES WITH DATA TICKET, INC.
Fiscal Impact:
Expense:$ 35,000 Annual Amount
Budget: $ 35,000 Per Fiscal Year
$ 175,000 Five -Year Term's Contract Total (2026-2031)
Recommended Action: It is recommended that the City Council:
1. Approve the Professional Services Agreement with Data Ticket, Inc. to provide Code Enforcement citation processing services for a cumulative contract not - to -exceed $175,000 ($35,000 per fiscal year) for a five-year term, with two additional one-year optional terms; and
2. Authorize the City Administrator or her designee to execute all necessary documents, in a form approved by the City Attorney.
1.q AWARD OF CONTRACT WITH CSG FOR PROVISION OF BUILDING
INSPECTION, PERMIT TECHNICIAN AND PLAN CHECK AND INSPECTION
SERVICES
Fiscal Impact:
Expense: $ 325,000 not -to -exceed Annual Amount
Budget: $ 240,000 FY2026-27 Budget
$1,625,000 Five -Year Term's Contract Total (2026-2031) Recommended Action: It is recommended that the City Council:
1. Approve the Professional Services Agreement with CSG Consultants, Inc., to provide professional services related to building plan check, building inspection, and other building related staffing as needed, for a cumulative contract not -to - exceed $1,625,000 ($325,000 per fiscal year) for a five-year term, with two additional one-year optional terms; and
2. Authorize the City Administrator or her designee to execute all necessary documents, in a form approved by the City Attorney.
1.r AWARD OF CONTRACT TO NEW GENERATION LANDSCAPE MANAGEMENT
FOR LANDSCAPE MAINTENANCE SERVICES
Fiscal Impact:
Expense: $244,900 Annual Contract Amount
8 Proposed Budget: 101-80403-6300 - Proposed FY 26-27 Budget $153,154 210-80000-6011 - Proposed FY 26-27 Budget $ 97,725
218-80000-6011 - Proposed FY 26-27 Budget $139,000
223-90000-6011 - Proposed FY 26-27 Budget $ 16,626
Total Budget: $406,505
Recommended Action: It is recommended that the City Council:
1. Approve a Maintenance Services Agreement with New Generation Landscape Management for Landscape Maintenance Services in an amount not to exceed $244,900 per year for an initial three (3) year contract term resulting in a total contract not -to -exceed amount of $734,700 and including an option to extend for an additional two-year term based upon contractor performance; and
2. Authorize the City Administrator to approve contract change orders up to 10% of the total contract not -to -exceed amount; and
3. Authorize the City Administrator and/or her designee to execute all necessary documents, in a form approved by the City Attorney.
1.s AWARD CONTRACT FOR STREET SWEEPING SERVICES
Fiscal Impact:
Expense: $380,983.20
Budgeted: $435,583.00 Account # 403-80700-6300 - Proposed FY 26-27 Recommended Action: It is recommended that City Council:
1. Award a contract for street sweeping services to Guardian Sweeping, in an annual amount not -to -exceed $380,983.20, for an initial five (5) year term with the option for one (1) additional five (5) year extension; and
2. Authorize the City Administrator to approve contract change orders up to 10% of the annual contract not -to -exceed amount; and
3. Authorize the City Administrator and/or her designee to execute all necessary contract documents, in a form approved by the City Attorney.
1.t AWARD OF CONTRACT FOR CITY POOL AND FOUNTAIN MAINTENANCE SERVICES TO CALIFORNIA WATERS DEVELOPMENT, INC.
Fiscal Impact:
Annual expense: $ 15,675 ($47,025 for three years of service) Budgeted: $326,943 Proposed FY 2026/27 (101-80402-6300) Recommended Action: It is recommended that the City Council:
1. Approve a Maintenance Services Agreement with California Waters Development, Inc. for Pool and Fountain Maintenance Services for an amount not -to -exceed $47,025 over an initial three-year contract term ending on June 30, 2029, with the option to extend for one (1) additional two-year term based upon contractor performance and at the discretion of the City for an amount not -to -exceed $15,675 per year; and
2. Authorize the City Administrator to approve contract change orders up to 10% of the annual contract; and
3. Authorize the City Administrator and/or her designee to execute all necessary documents, in a form approved by the City Attorney.
9 1.0 AWARD PROFESSIONAL SERVICES AGREEMENT WITH CHANDLER ASSET
MANAGEMENT FOR PROFESSIONAL FINANCIAL ADVISORY SERVICES Fiscal Impact:
Expense: $45,000 Annual fee
$45,000 Budgeted in FY26-27 Proposed Budget
Recommended Action: It is recommended that the City Council:
1. Approve Professional Services Agreement with Chandler Asset Management for Professional Financial Advisory Services; and
2. Authorize the City Administrator and/or her designee to execute all the necessary documents in a form approved by the City Attorney.
2. PUBLIC HEARINGS
2.a PUBLIC HEARING FOR THE AMENDED AND RESTATED EXCLUSIVE
FRANCHISE AGREEMENT WITH REPUBLIC WASTE SERVICES OF SOUTHERN CALIFORNIA, LLC (D.B.A. PLACENTIA DISPOSAL) IN CONFORMANCE WITH SENATE BILL 1383, AND CONSIDERATION OF SOLID WASTE AND
RECYCLING SERVICE RATE ADJUSTMENTS IN CONFORMANCE WITH
SENATE BILL 1383
Fiscal Impact:
Annual Revenue:
Annual Expense:
$7,279,249.44 (Refuse Fund No. 403)
$5,823,684.12 (403-80700-6010)
Recommended Action: It is recommended that the City Council:
1. Open the Public Hearing concerning the solid waste handling services Amended and Restated Exclusive Franchise Agreement, rate adjustment, and related resolutions for Fiscal Year 2026-27; and
2. Receive the staff report, consider all public testimony, and questions of staff; and
3. Close the Public Hearing and direct the City Clerk to tabulate the written protests and report the results of the tabulation to the City Council; and
4. Adopt Resolution No. R-2026-33, a Resolution of the City Council of the City of Placentia, California, approving an Amended and Restated Exclusive Franchise Agreement for Solid Waste Handling Services; and
5. Adopt Resolution No. R-2026-34, a Resolution of the City Council of the City of Placentia, California, approving the amended fee schedule for solid waste handling services for Fiscal Year 2026-27; and
6. Adopt Resolution No. R-2026-35, a Resolution of the City Council of the City of Placentia, California, authorizing and determining residential solid waste handling service charges and directing placement thereof on the Orange County property tax rolls for Fiscal Year 2026-27; and
7. Authorize the City Administrator and/or her designee to execute all necessary documents, in a form approved by the City Attorney.
2.b INTRODUCTION AND FIRST READING OF ORDINANCE NO. O-2026-10, AMENDING CHAPTER 23.23 OF THE PLACENTIA MUNICIPAL CODE
RELATING TO DENSITY BONUS IN ACCORDANCE WITH STATE LAW (ZONING 10 CODE AMENDMENT NO. ZCA 2026-03)
Fiscal Impact:
None.
Recommended Action: It is recommended that the City Council:
1. Open the Public Hearing concerning Zoning Code Amendment No. 2026-03 and Ordinance No. O-2026-10; and
2. Receive the Staff Report, consider all Public Testimony, ask any questions of staff; and
3. Close the Public Hearing; and
4. Find that approval of Zoning Code Amendment No. 2026-03 and adoption of Ordinance No. O-2026-10 is exempt from CEQA pursuant to CEQA Guidelines Section 15061(b)(3); and
5. Waive full reading, by title only, and introduce for first reading, Ordinance No.
O-2026-10, an Ordinance of the City Council of the City of Placentia, California, amending Title 23, (Zoning) Chapter 23.23 (Density Bonus) of the Placentia Municipal Code in accordance with State law.
2.c PUBLIC HEARING TO PROVIDE FOR THE ANNEXATION AND ANNUAL LEVY
OF ASSESSMENT FOR THE CITY OF PLACENTIA STREET LIGHTING DISTRICT NO. 81-1 FOR FISCAL YEAR 2026-27
Fiscal Impact:
Annual Revenue: $140,934 (SLD 81-1 Assessments)
$ 56,311 (Proposed Transfer in from General Fund)
Annual Expense: $197,245 (Proposed FY 26-27 Budget SLD 81-1 Fund No. 219) Recommended Action: It is recommended that the City Council:
1. Open the Public Hearing concerning the annexation, levy and collection of assessments within the Placentia Street Lighting District No. 81-1; and
2. Receive the Staff Report, consider all public testimony, ask questions of staff; and
3. Close the Public Hearing; and
4. Adopt Resolution No. R-2026-42, a Resolution of the City Council of the City of Placentia, California, ordering the annexation of territory to its Street Lighting District No. 81-1 (Annexation 2026-02) and approving the amended map for said District; and
5. Adopt Resolution No. R-2026-43, a Resolution of the City Council of the City of Placentia, California, approving the Engineer's Report, confirming diagram and assessment, and ordering levy of continued assessments for Fiscal Year 2026- 27 for Placentia Street Lighting District No. 81-1.
2.d PUBLIC HEARING TO PROVIDE FOR THE ANNEXATION AND ANNUAL LEVY
OF ASSESSMENT FOR THE CITY OF PLACENTIA LANDSCAPE
MAINTENANCE DISTRICT 92-1 FOR FISCAL YEAR 2026-27
Fiscal Impact:
Annual Revenue: $507,834 (LMD 92-1 Assessments)
Annual Expense: $443,105 (Proposed FY 26-27 Budget LMD 92-1 Fund No. 210) 11 Recommended Action: It is recommended that the City Council:
1. Open the Public Hearing concerning the annexation, levy and collection of assessments within the Landscape Maintenance District 92-1; and
2. Receive the Staff Report, consider all public testimony, ask questions of staff; and
3. Close the Public Hearing; and
4. Adopt Resolution No. R-2026-44, a Resolution of the City Council of the City of Placentia, California, ordering the annexation of territory to its Landscape Maintenance District No. 92-1 (Annexation 2026-02) and approving the amended map for said District; and
5. Adopt Resolution No. R-2026-45, a Resolution of the City Council of the City of Placentia, California, approving the Engineer's Report, confirming diagram and assessment, and ordering levy of continued assessments for Fiscal Year 2026- 27 for Placentia Landscape Maintenance District No. 92-1.
2.e PUBLIC HEARING TO PROVIDE FOR THE ANNEXATION AND SETTING THE ANNUAL SPECIAL TAX RATE FOR FISCAL YEAR 2026-27 FOR COMMUNITY FACILITIES DISTRICT NO. 2014-01 (PUBLIC SERVICES CFD)
Fiscal Impact:
Annual Revenue: $316,992.47 (CFD 2014-01 Assessments)
Recommended Action: It is recommended that the City Council:
1. Open the Public Hearing concerning the annexation, levy and collection of assessments within the Placentia Community Facilities District No. 2014-01; and
2. Receive the Staff Report, consider all public testimony, ask questions of staff; and
3. Close the Public Hearing; and
4. Adopt Resolution No. R-2026-46, a Resolution of the City Council of the City of Placentia, California, ordering the annexation of territory to its Community Facilities District No. 2014-01 (Public Services) (Annexation 2026-02) and approving the amended map for said District; and
5. Adopt Resolution No. R-2026-47, a Resolution of the City Council of the City of Placentia, California, setting the levy of an Annual Special Tax for Community Facilities District No. 2014-01 (Public Services) for Fiscal Year 2026-27; and
6. Authorize inclusion of the Annual Special Tax for Community Facilities District No. 2014-01 (Public Services) for Fiscal Year 2026-27 on the Orange County Secured Property Tax Roll.
2.f CITY OF PLACENTIA FISCAL YEAR 2026-27 ANNUAL OPERATING BUDGET,
POSITION ALLOCATION PLAN, ANNUAL GANN APPROPRIATIONS, CAPITAL
IMPROVEMENT PROGRAM, AND PLACENTIA PUBLIC FINANCING
AUTHORITY ANNUAL BUDGET
Fiscal Impact:
FY 2026-27 Expenditures: $97,207,473
Revenue: $97,335,031
12 Recommended Action: It is recommended that the City Council:
1 Open the Public Hearing concerning the City of Placentia Budget for Fiscal Year 2026-27 and Capital Improvement Program (CIP) for Fiscal Year 2026- 27, consider all public testimony, ask questions of Staff, and close the public hearing; and
2. Adopt Resolution No. R-2026-39, a Resolution of the City Council of the City of Placentia, California, taking actions necessary to adopt the Fiscal Year 2026- 27 Annual Budget; and taking actions necessary to adopt the Fiscal Year 2026- 27 Capital Improvement Program (CIP) Budget with an appropriation of $10,147,629; and authorizing the Position Allocation Plan and Compensation Plan for Fiscal Year 2026-27; and
3. Authorize the City Administrator to release appropriation controls for the General Government Department and Risk Management fund outside of the normal quarterly process, as necessary; and
4. Approve the use of the County's population growth and California per capita income growth as determined by the State Department of Finance for the calculation of the Fiscal Year 2026-27 Annual Appropriation Limit; and
5. Adopt Resolution R-2026-40, a Resolution of the City Council of the City of Placentia, California, approving and adopting the Annual Appropriations Limit (GANN) for the Fiscal Year 2026-27 in the amount of $131,672,638.
It is recommended that the Placentia Public Financing Authority:
1. Conduct the Public Hearing concerning the Placentia Public Financing Authority Budget for Fiscal Year 2026-27; and
2. Adopt Resolution No. PPFA-2026-01, a Resolution of the Placentia Public Financing Authority (PPFA) Board of Directors of the City of Placentia, California, taking actions necessary to adopt the PPFA's Fiscal Year 2026-27 Annual Budget.
3. REGULAR AGENDA
3.a ADOPTION OF CITY COUNCIL POLICY NO. 136 - TECHNOLOGICAL
DISRUPTION DURING CITY COUNCIL MEETINGS
Fiscal Impact:
None.
Recommended Action: It is recommended that the City Council:
Adopt City Council Policy No. 136 - Technological Disruption During City Council Meetings, effective July 1, 2026, in order to comply with SB 707.
3.b RESOLUTION SUBMITTING A HOTEL TAX MEASURE TO THE ELECTORATE AT THE NOVEMBER 3, 2026 GENERAL MUNICIPAL ELECTION AND
REQUESTING THAT THE ELECTION BE CONSOLIDATED WITH OTHER
ELECTIONS TO BE HELD ON THAT DATE
Fiscal Impact:
If enacted by voters, generates approximately $715,000 annually in new locally - controlled revenue. One time election -related costs of approximately $8.500. 13 Recommended Action: It is recommended that the City Council:
1 Approve Resolution No. R-2026-49, a Resolution of the City Council of the City of Placentia, California Submitting a Hotel Tax Measure to the Electorate at the November 3, 2026 General Municipal Election and Reiterating its Request that the Election be Consolidated with Other Elections to be Held on that Date; and
2. Authorize the City Administrator, or designee, to execute all necessary documents and take all actions necessary to effectuate the intent of the Resolution, subject to approval as to form by the City Attorney.
CITY COUNCIL MEMBERS REQUESTS
Council Members may make requests or ask questions of Staff. If a Council Member would like to have formal action taken on a requested matter, it will be placed on a future Council or Board Agenda.
ADJOURNMENT
Adjourn in Memory of Dennis Blake, respected Placita Santa Fe Merchants Member and longtime Old Town Placentia business and property owner.
The City Council/Successor Agency/ICDA/PPFA Board of Directors will adjourn to the next regular City Council meeting on Tuesday, July 7, 2026, at 6:00 p.m.
CERTIFICATION OF POSTING
I, Brooke Lovell, Deputy City Clerk for the City of Placentia and Assistant Secretary of the Industrial Commercial Development Authority, the Successor Agency, and the Placentia Financing Authority hereby certify that the Agenda for the June 16, 2026, meeting of the City Council, Successor Agency, and Industrial Commercial Development Authority, and the Placentia Public Financing Authority was posted on June 11, 2026. /s/ Brooke Lovell
Deputy City Clerk
14 Agenda Item No: 1.b
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: June 16, 2026
Submitted by: Brooke Lovell
From: City Clerk
Subject:
APPROVAL OF MINUTES
Recommended Action:
It is recommended that the City Council:
Approve minutes of the City Council/Successor Agency/ICDA/PPFA Regular Meeting on May 19, 2026 and Special Meeting on June 2, 2026.
Attachments
05.19.2026 CC MINUTES.pdf
06.02.2026 CC MINUTES - SPECIAL MEETING.pdf
15 Placentia City Council Regular Meeting
Placentia City Council acting as Successor Agency to the Placentia Redevelopment Agency, Placentia Industrial Commercial Development Authority, Placentia Public Financing Authority
MINUTES
May 19, 2026
City Council Chambers - 401 E. Chapman Avenue, Placentia, CA MINUTES OF THE PLACENTIA CITY COUNCIL CLOSED SESSION MEETING — 5:00 P.M.
CALL TO ORDER - Mayor Wanke called the meeting to order at 5:01 p.m.
ROLL CALL - PRESENT:
ABSENT:
Council Member/Board Member Hummer (arrived at 5:15 p.m.) , Kirwin, Smith, Yamaguchi, Wanke
None
ORAL COMMUNICATIONS - None
CLOSED SESSION PROCEEDINGS
City Clerk McKinnell announced the City Council/ Boards of Directors recessed to the City Council Caucus Room for the purpose of conducting their Closed Session proceedings on the following:
1. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
Pursuant to Government Code Section § 54956.9(d)(1): 1 case Mohan v. City of Placentia — USDC Case No.: 8:24-cv-01105
2. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Pursuant to Government Code Section § 54957(b)(1)
Title: City Administrator
3. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to Government Code Section § 54957.6
Agency Designated Representatives: Jennifer Lampman, City Administrator Alice Burnett, Director of Human Resources
Employee Organization: Placentia City Employees Association (PCEA) RECESS - The City Council and Boards of Directors recessed until their 6:00 p.m. Regular Meeting.
MINUTES OF THE PLACENTIA CITY COUNCIL REGULAR MEETING - 6:00 P.M.
CALL TO ORDER - Mayor Wanke called the meeting to order at 6:03 p.m.
ROLL CALL - PRESENT: Council Member/Board Member Hummer, Kirwin, Smith, Yamaguchi, Wanke ABSENT: None
STAFF PRESENT
City Attorney/Authority Counsel Christian Bettenhausen; City Administrator Jennifer Lampman; Deputy City Administrator Rosanna Ramirez; Police Chief Brad Butts; Fire Chief Jason Dobine; Director of Development Placentia City Council/Successor Agency/ICDA/PPFA Minutes May 19, 2026 Page 1 of 8 16
Services Joe Lambert; Director of Public Works Chris Tanio; Director of Human Resources Alice Burnett; Director of Finance Jerry Griggs; Director of Community Services Lydie Gutfeld; City Clerk Robert McKinnell; Deputy City Clerk Brooke Lovell
INVOCATION - Chaplain Charles Frost
PLEDGE OF ALLEGIANCE - Fire Chief Jason Dobine
PRESENTATIONS
A. ACKNOWLEDGEMENT OF CENTENNIAL SPONSOR: KRAEMER LAND COMPANY Presenters: Mayor and City Council
Recipient: Kramer Land Company
Mayor Wanke presented Kramer Land Company with a certificate of recognition, along with a City Centennial pin and Centennial coin, in appreciation of their Gold sponsorship of the City's Centennial Celebration.
B. ACKNOWLEDGEMENT OF CENTENNIAL SPONSOR: PLACENTIA COMMUNITY FOUNDATION Presenters:
Recipient:
Mayor and City Council
Placentia Community Foundation
Mayor Wanke presented the Placentia Community Foundation with a certificate of recognition in appreciation of their Bronze sponsorship of the City's Centennial Celebration.
CLOSED SESSION REPORT
City Attorney/Authority Counsel Bettenhausen stated direction was given and there was no reportable action.
CITY ADMINISTRATOR REPORT
City Administrator Lampman introduced new employee, GISTechnician Jonah Hoj.
ORAL COMMUNICATIONS
Major Ken Perne, Salvation Army, discussed progress and accomplishments of Placentia Navigation Center participants and expressed appreciation for the City's support.
Alison Tipton-Sotelo, Herald Apartments Community Manager, discussed resident impacts from recent overnight parking changes and requested consideration of revised parking options and permit programs.
Vicki Johnson expressed concern regarding the Orange County Power Authority rates, emissions, transparency, and potential impacts on residents and businesses.
Autumn Simco advocated for safer and more supportive after -school opportunities for middle school and high school students in the community.
John Walcek introduced fellow Historical Committee members, expressed appreciation for the City Council's decision to adjourn in memory of Jan Henderson, and shared personal reflections on her historic home, orchard, and commitment to preserving Placentia's past.
John Abraham expressed concern regarding the receivership on his property.
Katherine Neaten, resident at the Herald Apartment Complex, requested improved notice and implementation of resident parking permits.
Placentia City Council/Successor Agency/ICDA/PPFA Minutes May 19, 2026 Page 2 of 8 17
Craig Green explained longstanding parking issues in the City, encouraged stronger parking requirements for new developments, and emphasized developer responsibility for adequate parking.
CITY COUNCIL/BOARD MEMBER COMMENTS
Council Member Smith reported his attendance at the general session of the Southern California Association of Governments (SCAG), where he participated as the City's voting member and discussed regional transportation issues, including anticipated impacts related to the 2028 Olympics. He announced National Public Works Week, May 17-23, 2026, and expressed appreciation for the Public Works Department's service to the community. He also recognized National Police Week and thanked the Police Department and Chief Butts for their dedicated work.
Council Member Hummer thanked the speakers who addressed parking concerns and acknowledged the challenges within his district related to high -density developments. He announced the upcoming Centennial 5K scheduled for Saturday, June 27, 2026, encouraged early registration, and provided details regarding the race start and finish locations.
Council Member Kirwin commented on the encouraging success stories presented from the Navigation Center and appreciated the constructive discussion offered by residents regarding parking solutions within the pilot program. He stated he had been providing tours of City Hall for local third -grade classes, remarking on the value of engaging students in learning about local government.
Mayor Pro Tem Yamaguchi stated parking in Old Town had been a longstanding issue and reiterated his position that parking obligations rested with property management rather than the City. He addressed Mr. Abraham's comments, confirmed Staff would continue working with him to address his concerns, and thanked the Historical Committee for honoring Ms. Janice Henderson and for their contributions to the Centennial book.
Mayor Wanke reaffirmed the City's requirement for new developments to provide adequate on -site parking without reliance on surrounding neighborhoods and encouraged the Herald Apartment's Management Team to submit proposals for additional parking solutions. He reported attending the Orange County Sanitation District (OC SAN) Administration Committee meeting, the Placentia Employee Recognition Luncheon, and the City Selection Committee meeting, where local Mayors appointed Council Member Peggy Huang of Yorba Linda to the Orange County Local Agency Formation Commission (LAFCO).
1. CONSENT CALENDAR
Items 1.d, 1.e, 1.f, were recommended by Staff to be pulled, and Item 1.i was pulled by Mayor Wanke for further discussion. Motion by Smith, seconded by Kirwin, and carried a 5-0 vote, to approve the balance of the Consent Calendar, as recommended.
1.a CONSIDERATION TO WAIVE READING IN FULL OF ALL ORDINANCES AND RESOLUTIONS Recommended Action: It is recommended that the City Council:
Approve.
(Approved 5-0, as recommended)
1.b
1.c
APPROVAL OF MINUTES
Recommended Action: It is recommended that the City Council:
Approve minutes of the City Council/Successor Agency/ICDA/PPFA Regular Meeting on May 5, 2026. (Approved 5-0, as recommended)
REGISTERS FOR MAY 19, 2026
Fiscal Im pact:
Check Registers $ 1,237,165.04
Electronic Disbursement Registers $ 1,650,882.40
Placentia City Council/Successor Agency/ICDA/PPFA Minutes May 19, 2026 Page 3 of 8 18
Recommended Action: It is recommended that the City Council:
Receive and file.
(Approved 5-0, as recommended)
1.d
1.e
1.f
SECOND READING AND ADOPTION OF ORDINANCE NO. O-2026-07, AN ORDINANCE OF THE CITY OF PLACENTIA, CALIFORNIA, ADDING TO PLACENTIA MUNICIPAL CODE CHAPTER 13.77 (ELECTRIC BICYCLES AND ELECTRIC MOBILITY DEVICES) TO TITLE 13 (VEHICLES AND TRAFFIC) Fiscal Im Dact: None.
Recommended Action: It is recommended that the City Council:
Waive full reading, by title only, and adopt Ordinance No. O-2026-07, an Ordinance of the City Council of the City of Placentia, California, adding Chapter 13.77 (Electric Bicycles and Electric Mobility Devices) to Title 13 (Vehicles and Traffic) of the Placentia Municipal Code. (Pulled, additional edits needed prior to adoption)
Item 1.d was pulled by Staff's recommendation to allow additional edits before returning the item for second reading.
RESOLUTION RELATING TO FISCAL YEAR 2026-27 ANNEXATIONS AND LEVY OF ASSESSMENTS TO THE CITY OF PLACENTIA STREET LIGHTING DISTRICT NO. 81-1 AND SETTING A PUBLIC HEARING FOR JUNE 2, 2026 AT 6:00 P.M.
Fiscal Im aact: None.
Recommended Action: It is recommended the City Council:
1. Adopt Resolution R-2026-25, a Resolution of the City Council of the City of Placentia, California, directing preparation of the Engineer's Report for Fiscal Year 2026-27 for the continuation of the annual assessments for the Street Lighting District No. 81-1; and
2. Adopt Resolution R-2026-26, a Resolution of the City Council of the City of Placentia, California, declaring its intention to provide for the annexation and annual levy and collection of assessments for certain maintenance within the existing Street Lighting District No. 81-1, pursuant to the provisions of Division 15, Part 2, of the California Streets and Highways Code and setting the time and place for a public hearing thereon. (Approved 5-0, with revised public hearing date of June 16, 2026) Item 1.e was pulled by Staff's recommendation to change the proposed public hearing date from June 2, 2026, to June 16, 2026.
Motion by Wanke, seconded by Smith and carried a 5-0 vote, with the revised public hearing date of June 16, 2026.
RESOLUTION RELATING TO FISCAL YEAR 2026-27 ANNEXATIONS AND LEVY OF ASSESSMENTS TO THE CITY OF PLACENTIA LANDSCAPE MAINTENANCE DISTRICT NO. 92-1 AND SETTING A PUBLIC HEARING FOR JUNE 2, 2026 AT 6:00 P.M.
Fiscal Impact: None.
Recommended Action: It is recommended that the City Council:
1. Adopt Resolution R-2026-27, a Resolution of the City Council of the City of Placentia, California, directing preparation of the Engineer's Report for Fiscal Year 2026-27 for the continuation of the annual assessments for the Landscape Maintenance District No. 92-1; and
2. Adopt Resolution R-2026-28, a Resolution of the City Council of the City of Placentia, California, declaring its intention to provide for the annexation and annual levy and collection of assessments for certain maintenance within the existing Landscape Maintenance District No. 92-1, pursuant to the provisions of Division 15, Part 2, of the California Streets and Highways Code and setting the time and place for a public hearing thereon. (Approved 5-0, with revised public hearing date of June 16, 2026) Placentia City Council/Successor Agency/ICDA/PPFA Minutes May 19, 2026 Page 4 of 8 19
Item 1.f was pulled by Staff's recommendation to change the proposed public hearing date from June 2, 2026, to June 16, 2026.
Motion by Wanke, seconded by Smith and carried a 5-0 vote, with the revised public hearing date of June 16, 2026.
1.g AMENDMENT NO. 5 TO PROFESSIONAL SERVICES AGREEMENT WITH HF&H CONSULTANTS, LLC, FOR REFUSE CONTRACT NEGOTIATIONS AND SB 1383 COMPLIANCE ASSISTANCE Fiscal Im Dact:
Expense: $134,572 Annual Contract Amount
Budget: $ 75,000 FY 2025-26 Refuse Administration Fund (403-80700-6400) $ 87,000 Refuse Administration Fund Balance
Recommended Action: It is recommended that the City Council:
1. Adopt Resolution R-2026-29, a Resolution of the City Council of the City of Placentia, California, authorizing a budget amendment in Fiscal Year 2025-26 in compliance with the City Charter of the City of Placentia §§ 1206 and 1209 pertaining to appropriations for actual expenditures; and
2. Approve Amendment No. 5 to the Professional Services Agreement with HF&H Consultants, LLC, for refuse contract negotiations and SB 1383 compliance assistance services to increase the contract amount by $150,000 for a revised cumulative contract not -to -exceed amount of $394,999 for the entire contract term; and
3. Authorize the City Administrator and/or her designee to execute all necessary documents in a form approved by the City Attorney.
(Approved 5-0, as recommended)
1.h
AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT WITH OCY MANAGEMENT, LLC Fiscal Im Dact:
20% Match from General Fund (101-30603-6315) $18,743
OCTA Measure M Funding (211-30000-6315) S74,972
Budget $93,715
Recommended Action: It is recommended that the City Council:
1. Approve Amendment No. 2 to a Professional Services Agreement with OCY Management, LLC (OCYM) to extend the grant agreement period with a one-year extension, in a total amount not to exceed $93,715 to continue providing senior transportation services; and
2. Authorize the City Administrator and/or her designee to execute all necessary documents, in a form approved by the City Attorney; and
3. Authorize the City Administrator to approve the eligible agreement term extension based upon contractor performance and at the discretion of the City. (Approved 5-0, as recommended)
1.i AMENDMENT TO CITY COUNCIL POLICY NO. 370 REGARDING THE CITY'S USE OF SOCIAL MEDIA Fiscal Im pact: None.
Recommended Action: It is recommended that the City Council:
Adopt the amended City Council Policy No. 370 related to the City's use of social media and amend the City's Policy Manual to include said policy.
(Tabled until Ad Hoc Committee formed of Mayor Wanke and Mayor Pro Tem Yamaguchi gives further direction)
Item 1.i was pulled by Mayor Wanke for further discussion.
A discussion ensued regarding the concerns with the current social media policy, including references to a specific Staff position, potential restrictions on elected officials' First Amendment rights, the need for simplified and clear guidelines for Staff, and the overall length and structure of the policy.
Placentia City Council/Successor Agency/ICDA/PPFA Minutes May 19, 2026 Page 5 of 8 20
Mayor Wanke and Mayor Pro Tem Yamaguchi were appointed to an Ad Hoc Committee to review and revise the policy with Staff.
Motion by Wanke, seconded by Kirwin and carried a 5-0 vote, to table Item 1.i.
1.j AWARD CONTRACT TO COMMERCIAL BUILDING MANAGEMENT INCORPORATED (CBM) FOR
JANITORIAL SERVICES IN PARK RESTROOMS
Fiscal Im Dact:
Expense: $ 65,135 Contract Cost
Budgeted: S 65,135 (annual) FY 2026-27 Operating Budget (101-80407-6300) $ 195,408 Initial 3 -year contract total not to exceed cost Recommended Action: It is recommended that the City Council:
1. Approve a Maintenance Services Agreement with Commercial Building Management (CBM) Incorporated for park restroom janitorial services for a cumulative contract not -to -exceed amount of $195,405 for the initial three (3) year contract term, with the option to extend the term for one (1) additional two (2) year term; and
2. Authorize the City Administrator to approve contract change orders up to ten percent (10%) of the cumulative contract amount, or $19,540; and
3. Authorize the City Administrator and/or her designee to execute all necessary documents, in a form approved by the City Attorney; and
4. Authorize the City Administrator to approve the eligible agreement term extension based upon contractor performance and at the discretion of the City. (Approved 5-0, as recommended)
1.k APPROVAL OF FIVE-YEAR RENEWAL AGREEMENT OF CITYWIDE UNIFIED COMMUNICATIONS (TELEPHONE SYSTEM) AS A SERVICE (UCaaS) SOLUTION FROM RINGCENTRAL Fiscal Im Dact:
Expense: S 42,396.00 Total Annual Amount
$ 4,239.60 Annual Contingency Amount
Budget: $ 95,000.00 Software and Subscriptions (101-20600-6600) Recommended Action: It is recommended that the City Council:
1. Approve a five-year renewal agreement with RingCentral for continued Voice over Internet Protocol (VOIP) services at an annual cost of $42,396.00 for the duration of the contract term; and
2. Approve an annual contingency budget equal to ten percent, ($4,239.60), of the annual contract amount to accommodate required license and hardware purchases for the expansion of the Public Safety Building; and
3. Authorize the City Administrator and/or her designee to execute all necessary documents to implement the agreement, in a form approved by the City Attorney. (Approved 5-0, as recommended)
2. PUBLIC HEARINGS - None
3. REGULAR AGENDA
3.a INTRODUCTION AND FIRST READING OF ORDINANCE NO. O-2026-09, AN ORDINANCE OF THE CITY OF PLACENTIA, CALIFORNIA, AMENDING SECTION 8.04.120 (HOURS OF COLLECTION) OF CHAPTER
8.04 (SOLID WASTE COLLECTION) OF TITLE 8 (HEALTH AND SANITATION) OF THE PLACENTIA
MUNICIPAL CODE
Fiscal Im Dact: None.
Placentia City Council/Successor Agency/ICDA/PPFA Minutes May 19, 2026 Page 6 of 8 21
Recommended Action: It is recommended that the City Council:
Introduce for first reading, by title only, further reading waived, Ordinance No. O-2026-09, An Ordinance of the City of Placentia, California, amending Section 8.04.120 (Hours of Collection) of Chapter 8.04 (Solid Waste Collection) of Title 8 (Health and Sanitation) of the Placentia Municipal Code. (Approved 5-0, as recommended)
Director of Public Works Tanio gave a PowerPoint presentation on the item.
A discussion ensued about the need for the change, whether the Municipal Code or the contract - controlled collection hours, how residential and commercial areas would be treated differently, whether the request for earlier pickup came from businesses or Republic, and whether the updated contract would align with the amended code.
Motion byYamaguchi, seconded by Kirwin, and carried a 5-0 vote, to approve Item 3.a, as recommended.
3.b STUDY SESSION TO REVIEW SP -5 CORRIDOR PLAN AND SPECIFIC PLAN UPDATE PROGRESS Fiscal Im pact:
No fiscal impacts are associated with this Study Session. Potential significant economic benefit to the local Placentia economy, including jobs, public & private investment, and annual/one-time revenue.
Recommended Action: It is recommended that the City Council:
1. Receive and file the Staff Report and presentation; and
2. Solicit public comments (if any) regarding the proposed SP -5 Corridor Plan and Specific Plan Update; and
3. Provide direction to Staff as appropriate regarding the proposed SP -5 Corridor Plan and Specific Plan Update.
(Approved 5-0, to stop work on the Plan and shelf until monies become available) Director of Development Services Lambert and Placeworks Consultant Suzanne Schwab gave a PowerPoint presentation on the item.
A discussion ensued on the project's purpose, costs, funding constraints, potential boundary changes, land use considerations, and whether to continue or discontinue the update.
Motion byWanke, seconded by Hummer, and carried a 5-0 vote, to discontinue work on the SP -5 update, direct Staff to close out the contract and pay costs incurred to date, and pause further work until future budget conditions allowed.
RECESSED - 8:05 p.m.
RECONVENED - 8:17 p.m.
3.c STUDY SESSION: PRESENTATION OF THE PROPOSED FISCAL YEAR 2026-27 OPERATING BUDGET
AND CAPITAL IMPROVEMENT PROGRAM (CIP)
Fiscal Im pact:
FY 2026-27 EXPENDITURES: $96,249,473
REVENUE: $97,335,031
Recommended Action: It is recommended that the City Council:
1. Review and discuss the Proposed Fiscal Year 2026-27 Annual Operating Budget and Capital Improvement Program (CIP) and provide input and direction for final budget adoption; and
2. Set the date of the public hearing for budget adoption as June 2, 2026, at 6:00 p.m. (Direction given to return with options to close the $1.4 million gap) Director of Finance Griggs, Senior Finance Analyst Gavin Houn, and Director of Public Works Tanio that gave a PowerPoint presentation on the item.
Placentia City Council/Successor Agency/ICDA/PPFA Minutes May19,2026 Page7of8 22
A discussion ensued on the City's ongoing structural deficit, rising CaLPERS and insurance costs, reliance on one-time funds, long-term sustainability of operations, reserve levels, potential reductions to services and positions, evaluation of non -essential programs and events, Measure U reserve policy, and the need to bring recurring expenditures in line with recurring revenues.
City Council directed Staff to return with options to close the approximately $1.4 million general fund gap using recurring reductions, including review of the position allocation plan and potential service -level adjustments, and indicated willingness to hold a special meeting if needed prior to final budget adoption.
CITY COUNCIL/BOARD MEMBERS REQUESTS - None
ADJOURNMENT
The City Council/Successor Agency/ICDA/PPFA Board of Directors adjourned at 9:08 p.m., to a regular City Council meeting on Tuesday, June 2, 2026.
Chad P. Wanke, Mayor/Agency Chair Robert S. McKinnell, City Clerk/Agency Secretary Placentia City Council/Successor Agency/ICDA/PPFA Minutes May 19, 2026 Page 8 of 8 23
Placentia City Council Special Meeting
MINUTES
June 2, 2026
Council Chambers - 401 E. Chapman Avenue, Placentia, CA MINUTES OF THE PLACENTIA CITY COUNCIL SPECIAL CLOSED SESSION MEETING — 5:00 P.M.
CALL TO ORDER - Mayor Wanke called the meeting to order at 5:00 p.m.
ROLL CALL- PRESENT: Council Member/Board Member Hummer, Kirwin, Smith, Yamaguchi, Wanke ABSENT: None
ORAL COMMUNICATIONS - None
CLOSED SESSION PROCEEDINGS
City Clerk McKinnell announced the City Council/ Board of Directors recessed to the City Council Caucus Room for the purpose of conducting their Closed Session proceedings on the following:
1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Pursuant to Government Code Section § 54957(b)(1)
Title: City Administrator
2. CONFERENCE WITH LEGAL COUNSEL - POTENTIAL LITIGATION Pursuant to Government Code Section § 54956.9(d)(2): 1 Case RECESSED at 5:01 p.m.
RECONVENED at 7:44 p.m.
CLOSED SESSION REPORT
City Attorney/Authority Counsel Bettenhausen stated there was no reportable action.
ADJOURNMENT
The City Council adjourned at 7:44 p.m., to a Regular City Council meeting on Tuesday, June 16, 2026, at 6:00 p.m.
Chad P. Wanke, Mayor/Agency Chair Robert S. McKinnell, City Clerk/Agency Secretary Placentia City Council Special Meeting Minutes
June 2, 2026
24
Agenda Item No: 1.c
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: June 16, 2026
Submitted by: Gabriela Cahn
From: Finance
Subject:
REGISTERS FOR JUNE 16, 2026
Financial Impact:
Check Registers $ 547,221.21
Electronic Disbursement Registers $ 4,346,954.12
Recommended Action:
It is recommended that the City Council:
Receive and file.
Attachments
AP Check Register 05.14.2026.pdf
ACH-EFT Check Register 05.14.2026.pdf
AP Check Register 05.21.2026.pdf
ACH-EFT Register 05.21.2026.pdf
AP Check Register 05.28.2026.pdf
ACH-EFT Register 05.28.2026.pdf
AP Check Register 06.04.2026.pdf
ACH-EFT Register 06.04.2026.pdf
25 City of Placentia
Check register 05.14.2026
Name
V001820 ARC IMAGING RESOURCES
V000873 CITY OF BREA
V001606 SOUTHERN CALIFORNIA NEWS GROUP
V001127 HEALTHPOINTE MEDICAL GROUP INC
V002149 BANNER BANK
V001663 THE BEE MAN
V000616 AT&T
V002078 YORBA COUNTRY CAR WASH
V001482 PRIORITY DISPATCH CORP
V001460 PLACENTIA YORBA LINDA UNIFIED SCHOOL DISTRIC
V000910 COMPRESSED AIR SPECIALTIES INC
V002210 SOUTHERN CALIFORNIA MUNICIPAL ATHLETIC FEDEI
V002211 PLEXUS GLOBAL
V001427 PARS
V001402 ORANGE COUNTY SANITATION DISTRICT
V001678 THINKSUPPLIES.COM
V001501 QUADIENT INC
V001169 INSIGHT PUBLIC SECTOR INC
V002093 FULLY INVOLVED
V002209 FULLER TRUCK ACCESSORIES
V002153 FLEXTG LLC
V000851 CCP INDUSTRIES INC
V000616 AT&T
V001643 SVA ARCHITECTS INC.
V001658 TEAM ONE MANAGEMENT
V000835 Vulcan Materials Co
V001706 TRILLIUM
V001757 WEST COAST ARBORISTS INC
V000873 CITY OF BREA
V000868 CICCS/EAP
V000616 AT&T
V001809 CENTERPOINT COMMUNICATIONS INC
V001706 TRILLIUM
V000835 Vulcan Materials Co
V001757 WEST COAST ARBORISTS INC
Total
Memo
Ink Cartridges for PW/DS Plotter
Centennial Business Cards - Eddie R, Jon M, Ruben A, Manuel T, PW Newspaper Publications for April 2026
Pre -Employment Physical Exams
Retention from RJ Noble Pay App 4
Bee Removal at 523 W La Jolla St
FirstNet FAN # 57557082 - April 2026
FY 25-26 Car Wash Services
Priority Dispatch System Annual Maintenance
Printing -Gold Foil Folders
SCBA compressor annual testing and service - Station 1
SCMAF Membership
Monthly Program Management of all FMCSA Drivers
Annual Asset Fee (prorated monthly) for March 2026
April 2026 OCSD Capital Facilities Capacity Charge / 5% City Issuance Paper -Office Supplies
June 2026 Services
NinjaOne Advanced Pro & Ninja Ticketing
Fire Plan Check Services - April
Fire Utility Vehicle Camper Shell - Utility 2
Printer & Copier Contract Charges
Janitorial Supplies
Acct 333291678 - CH Fiber
April 2026 on -call architectural and engineering services Janitorial Services for Park Restrooms - April 2026
Paving Materials
CNG Charges - March 2026
Tree & Stump Removal; Job 91098
April 2026 Printing Order
CICCS Trust EAP by Anthem - May 2026
AT&T Charges March - April 2026
City Hall Cabling Labor
CNG Charges - March 2026
Paving Materials
Tree & Stump Removals; Job 91098
Amount
825.26
67.94 4,703.26
868.00
3,671.66
345.00
1,791.39
323.00
5,760.00
228.38
1,781.67
200.00
18.00 570.34
1,571.60
184.01
136.86
10,206.58
3,439.00
5,559.75
3,915.43
485.65
107.00
23,491.25
7,274.75
427.27
105.74
790.00
44.23 464.60
7,440.45
5,579.10
40.96 634.20
5,120.00
98,172.33
Document Number
137618
137617
137616
137615
137614
137613
137612
137611
137610
137609
137608
137607
137606
137605
137604
137603
137602
137601
137600
137599
137598
137597
137596
137595
137594
137593
137592
137591
137590
137589
137588
137587
137586
137585
137584
Date
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/14/2026
5/12/2026
5/12/2026
5/12/2026
26 City of Placentia
ACH/EFT Register 05.14.2026
Vendor
V001094 GOLDEN STATE WATER COMPANY
V000636 SOUTHERN CALIFORNIA EDISON
V001502 QUADIENT LEASING USA INC
V000163 FINNERTY MICHAEL
V000248 IRVINE JEFFREY
V000326 TLC Animal Removal Services
V001787 SYNAGRO COMPOST FACILITY
V000691 ALLIANCE BUSINESS SERVICES INC
V000121 Ahumada Samuel
V000622 AMAZON CAPITAL SERVICES
V002155 EASTRIDGE ENGINEERING AND CONSTRU
V000290 LEMUS FREDDY
V000564 FABIAN VALDEZ
V000144 TIFFANY EILEY
V001140 MYERS & SONS HI -WAY SAFETY INC
V001567 SECO ELECTRIC & LIGHTING INC
V001520 REPUBLIC WASTE SERVICES OF SOUTHEI
V001421 PACIFIC WEST AIR CONDITIONING
V001421 PACIFIC WEST AIR CONDITIONING
V000725 ARAMARK REFRESHMENT SERVICES
Total
Date Memo Doc. Number
5/14/2026 Golden State Water Charges Jan - Feb 2026
5/14/2026 SoCal Edison Charges - April 2026
5/14/2026 QUADIENT LEASE 02/23/26-05/22/26
5/14/2026 Employee Reimbursement - Finnerty 00000113/1
5/14/2026 Meal reimbursement for Basic Handlers Course training 00000113/2 5/14/2026 FY 25-26: Dead Animal Removal Services - April 2026 00000113/3 5/14/2026 SB 1383 Procurement Distribution 2026 00000113/4 5/14/2026 Fire Station 1 - Internet Fiber 00000113/5
5/14/2026 BLS Provider eCard - Staff Training 00000113/6 5/14/2026 Amazon - Risk Mgmt 00000113/7
5/14/2026 Fuel Tank Removal and Replacement Project 26-501 Pay App 5 00000113/8 5/14/2026 Training reimbursement for meals and mileage, Advanced Search 00000113/9 5/14/2026 Meal reimbursement for Traffic Collision - Skidmark Analysis 00000113/10 5/14/2026 meal and mileage reimbursement for Critical Incident Response for 00000113/11 5/14/2026 Street Supplies - Streets supplies
5/14/2026 LED Flat panel fixture
5/14/2026 April 2026 Services - Residential Solid Waste Collection Services 5/14/2026 City Hall/PD 2nd quarter billing
5/14/2026 Fire Station 1 2nd quarter billing
5/14/2026 Rental
Total ACH
Total EFT
Payroll 2601010
Grand total
00000113/12
00000113/13
00000113/14
00000113/15
00000113/16
00000113/17
Amount
38,441.10
1,098.04
1,736.43
63.40 172.00
600.00
35,901.09
733.68
22.24 1,411.03
163,875.00
108.66
225.00
51.67 1,169.04
517.65
425,547.73
1,952.00
180.00
402.35
674,208.11
41,275.57
632,932.54
684,127.95
1, 358, 336.06
EFT Status
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
27 City of Placentia
Check Register 05.21.2026
Name
V002173 TY LIN INTERNATIONAL
V000616 AT&T
V001262 LN CURTIS & SONS
V001338 MUNICIPAL EMERGENCY SERVICES INC
V001503 QUALITY GLASS OC CORP
V001727 UNITED RENTALS NORTH AMERICA INC.
V001862 IOTUM INC.
V000616 AT&T
V001021 ESRI
V001794 COUNTY OF ORANGE
V001138 HIRSCH PIPE AND SUPPLY
V001301 MCFADDEN-DALE HARDWARE CO.
V001595 SOCAL DATA DESTRUCTION
V001572 SELMAN CHEVROLET COMPANY
V001727 UNITED RENTALS NORTH AMERICA INC.
V001528 RIO HONDO COLLEGE
V000877 CITY OF LA HABRA
V001912 CALIFORNIA FIRE CHIEFS ASSOCIATION - AFSS SOUTHERN V001912 CALIFORNIA FIRE CHIEFS ASSOCIATION - AFSS SOUTHERN V000688 ALL CITY MANAGEMENT SERVICES INC
V002215 BYONG BARK
V001924 SCOTT M. MILLSAP
V001346 NAPA AUTO PARTS
V001346 NAPA AUTO PARTS
V001396 ORANGE COUNTY EMPLOYEES ASSN
V001406 ORANGE COUNTY TREASURER TAX COLLECTOR
V001434 PCEA C/O NORTH ORANGE CO
V001732 US BANK PARS #6746022400
V001588 SITEONE LANDSCAPE SUPPLY LLC
V001445 PEST OPTIONS INC
V001785 MINUTEMAN PRESS COVINA
V001067 FRANCHISE TAX BOARD
V001625 STATE CONTROLLER
V001626 STATE FIRE TRAINING
V001715 TURBO DATA SYSTEMS INC
V000835 Vulcan Materials Co
V001728 UNITED STATES POSTAL SERVICE
V001780 YORBA REGIONAL ANIMAL HOSPITAL
V001138 HIRSCH PIPE AND SUPPLY
V001123 HAZ PARTY RENTALS
V001092 GOLDEN BELL PRODUCTS
V001061 FORENSIC NURSE SPECIALISTS INC
V002214 DAVE VICTORINO
V001794 COUNTY OF ORANGE
Memo
Golden Ave Bridge Replacement Project; City Project 1801 - I Permit Refund for double payment
PD Uniforms - Evertsen
Wildland Coats
Glass replacement for PD Ford Explorer
Concrete Trailer Mixer + Cover Drum
Callbridge Subscription - May 2026
AT&T Charges April 2026
ArcGIS Annual Renewal
Q3 Animal Care Services
Facility Plumbing Supplies
31 in rubber tie down, 15 in rubber tie down
Secure Hard Drive Destruction
Unit 20 - PD Tahoe Vehicle Repairs
Concrete Trailer Mixer + Cover Drum
Invoice for tuition for Cleveland, Eaton, Evertsen, McInerney, Q4 & Q1 Court Liaison Services
AFSS South Quarterly Meeting
AFSS South Quarterly Meeting
4/12-4/25 Crossing Guard Services
Refund of FTB Intercept for Citations 2341105 & 2341106 Parking Citation Refund
Fleet Repair Supplies
Fleet Repair Supplies
OCEA PE05/09/26 P005/15/26
APRIL 2026 PARKING CITATIONS
PCEA PE05/09/26 PD05/15/26
PARS PE05/09/26 PD05/15/26
FY 25-26: Irrigation Supplies
March - Champion Sport Complex
Business Cards
FTB PE05/09/26 PD05/15/26
FTB OFFSETS 2025
Instructor 1 Certification Task Book - R. Murphy
April Parking Citation Services
Paving Materials
Permit 26
K9 Medical Services - Enzo
Plumbing Repair Materials
Employee Luncheon Rental
Sewer Manhole Maintenance Supplies
April SART Exams
Senior Center - Mother's Day Party
April AFIS Services
Amount
117,540.43
698.00
3,453.01
898.73
631.80
69.86 270.52
165.12
11,275.00
98,272.91
43.30 22.84
292.00
7,432.88
604.15
150.00
23,394.50
30.00 30.00
5,854.29
1,010.00
73.00 257.04
214.27
562.50
9,405.00
48.60 3,474.66
716.03
230.00
103.58
326.58
149.72
100.00
2,401.47
477.84
370.00
305.84
174.40
958.60
254.48
3,400.00
200.00
1,565.00
Document Number
137669
137668
137667
137666
137665
137664
137663
137662
137661
137660
137659
137658
137657
137656
137655
137654
137653
137652
137651
137650
137649
137648
137647
137646
137645
137644
137643
137642
137641
137640
137639
137638
137637
137636
137635
137634
137633
137632
137631
137630
137629
137628
137627
137626
Date
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
28 City of Placentia
Check Register 05.21.2026
V000903 COMMERCIAL AQUATIC SERVICES
V000429 City of Placentia
V000429 City of Placentia
V001878 BEST 5TH AVE INC
V000747 AXIS GENERAL CONTRUCTION INC
V000649 A-1 FENCE COMPANY
Total
Gomez Pool Service - April 2026
Petty Cash Reimbursement for Watch Commanders
Petty Cash for training reimbursements
Replace Jacket Zipper - Medina
April 2026 Monthly PM: Kraemer
Install Chain Link Fence
1,500.00
40.63 115.05
796.28
2,925.00
4,210.00
307,494.91
137625 5/21/2026
137624 5/21/2026
137623 5/21/2026
137622 5/21/2026
137621 5/21/2026
137620 5/21/2026
29 City of Placentia
ACH/EFT Register 05.21.2026
Vendor Date
V001752 WASHINGTON STATE DEPARTMENT OF SOCIAL AND 5/21/2026 V000831 CALIFORNIA STATE DISBURSEMENT UNIT 5/21/2026
V001173 INTERNAL REVENUE SERVICE 5/21/2026
V001007 EMPLOYMENT DEVELOPMENT DEPT 5/21/2026
V001325 MISSION SQUARE 5/21/2026
V000829 CALIFORNIA PUBLIC EMPLOYEE'S RETIREMENT SYS' 5/21/2026 V001779 YORBA LINDA WATER DISTRICT
V000636 SOUTHERN CALIFORNIA EDISON
V000658 AFTERMATH SERVICES LLC
V000823 CALIFORNIA FORENSIC PHLEBOTOMY INC
V002196 CDW DIRECT LLC
V001110 GREENFIELDS OUTDOOR FITNESS INC
V001801 KOSMONT TRANSACTIONS SERVICES INC
V000086 MICHAEL BUTTS
V001307 MCPEEKS CDJR OF ANAHEIM
V001567 SECO ELECTRIC & LIGHTING INC
V001486 PRUDENTIAL OVERALL SUPPLY
V001458 PLACENTIA POLICE OFFICERS ASSOCIATION
V001453 PLACENTIA FIREFIGHTERS ASSOCIATION
V001486 PRUDENTIAL OVERALL SUPPLY
V001457 PLACENTIA POLICE MANAGEMENT
V001424 PARKHOUSE TIRE INC
V001711 TRUIST GOVERNMENTAL FINANCE
V001531 RJ NOBLE COMPANY
V001421 PACIFIC WEST AIR CONDITIONING
V000656 ADMINSURE INC
V002196 CDW DIRECT LLC
V001010 ENTERPRISE FLEET MANAGEMENT
V000629 KRONOS SAASHR, INC
V001341 MUSCO SPORTS LIGHTING
V000117 Crystal Adams
V001462 PLACEWORKS
V000588 WEDIN MATTHEW
V000885 CIVIC PLUS
V000937 CT&T CONCRETE PAVING INC
Total
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
5/21/2026
Memo
CHILD SUPP-WA PE05/09/26 PD05/15/26
CHILD SUPP-CA PE05/09/26 PD05/15/26
FED TAX PE05/09/26 PD05/15/26
CA TAX PE05/09/26 PD05/15/26
401A MGMT PE05/09/26 PD 05/15/26
CALPERS PE04/25/26 PD05/01/26
Water charges from 3/31 - 4/27
SoCal Edison Charges - April 2026
4/30 Hazardous Material Clean-up
April Blood Draws
KVM for Dispatch consoles
Park Repairs - Exercise equipment
5/21/2026 Project 2307.6 Placentia KMTC
5/21/2026 April Toll Road Charges
5/21/2026 Fleet Materials - Reservoir
5/21/2026 Invoice #9488
5/21/2026 Uniform and Laundry Services - 5.06.26
5/21/2026 PPOA PE05/09/26 PD05/15/26
5/21/2026 PFFA PE05/09/26 PD05/15/26
5/21/2026 Uniform and Laundry Services - 4.19.26
5/21/2026 PPMA PE05/09/26 PD05/15/26
5/21/2026 FY 25-26: Tires for City Vehicles
5/21/2026 990500034600003 5/7/2026
5/21/2026 FY 24-25 Residential Street Rehab Project - Pay App 4 5/21/2026 Koch Community Center - 2nd Quarter 2026
5/21/2026 April 2026: Worker's Compensation Claims
5/21/2026 KVM for Dispatch consoles
5/21/2026 PD VH Lease Charges May 2026
5/21/2026 APR - UKG Subscription
5/21/2026 Invoice #452463
5/21/2026 Employee Reimbursement - Adams
5/21/2026 April 2026 SP5 Update & EIR
5/21/2026 EMT Reimbursement
5/21/2026 Audio Eye Annual Subscription
5/21/2026 Golden Ave Bridge Replacement Project; City Project 1E 00000115/27 Total ACH
Total EFT
Doc. Number Amount
737.07
2,024.28
144,091.91
48,013.59
54,487.27
155,402.62
358.61
51,827.99
00000115/1 400.00
00000115/2 1,084.16
00000115/3 1,969.28
00000115/4 2,901.45
00000115/5 2,281.47
00000115/6 369.20
00000115/7 110.98
00000115/8 1,920.07
00000115/9 167.23
00000115/10 3,092.86
00000115/11 1,575.00
00000115/12 167.23
00000115/13 1,216.74
00000115/14 995.14
00000115/15 200,338.49
00000115/16 69,761.59
00000115/17 2,070.00
00000115/18 5,782.00
00000115/19 5,909.89
00000115/20 20,005.96
00000115/21 6,439.40
00000115/22 1,750.00
00000115/23 387.00
00000115/24 2,505.00
00000115/25 239.50
00000115/26 5,100.00
783,730.52
1,579,213.50
456,943.34
1,122,270.16
1,579,213.50
EFT Status
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
30 City of Placentia
Check register 05.28.2026
Name
V000688 ALL CITY MANAGEMENT SERVICES INC
V000616 AT&T
V000955 DEPARTMENT OF JUSTICE
V001029 FACTORY MOTOR PARTS
V001558 SC FUELS
V002218 CALIFORNIA HOMICIDE INVESTIGATORS ASSOCI
V002070 COLE HUBER LLP
V000901 COMCATE SOFTWARE INC
V001794 COUNTY OF ORANGE
V002053 COUNTY OF ORANGE -CASHIERING
V001913 DONNOE & ASSOCIATES INC.
V001031 FAIRWAY FORD
V001127 HEALTHPOINTE MEDICAL GROUP INC
V001301 MCFADDEN-DALE HARDWARE CO.
V001338 MUNICIPAL EMERGENCY SERVICES INC
V001346 NAPA AUTO PARTS
V001780 YORBA REGIONAL ANIMAL HOSPITAL
V000639 ULINE
V001386 OCLEEAA
V001678 THINKSUPPLIES.COM
V001701 TRANSUNION RISK & ALTERNATIVE
V001697 TRAFFIC MANAGEMENT
V000835 Vulcan Materials Co
V002012 ORANGE COUNTY LAW ENFORCEMENT EMERAL
V000616 AT&T
V001794 COUNTY OF ORANGE
V002219 DAPHNE WANG YAO
V001901 MANHATTAN STITCHING COMPANY INC
V000638 T -MOBILE
V001138 HIRSCH PIPE AND SUPPLY
V002092 PYLUSD - FACILITIES
Total
Memo
4/26-5/9 Crossing Guard Services
FirstNet Fire & PD FAN # 08048052 April 2026
April Livescan Processing
FY 25-26: Vehicle Repair Parts
Fuel Purchases: 05/01/26 - 05/15/26
CHIA Membership - Gillis
Professional Legal Services - April 2026
CODE ENFORCEMENT SOFTWARE MANAGER REN
April OCATS Circuit Support
Golden Ave Bridge Permit - FE26-0025 Labor Charge
PD Sergeant Written Tests
FY 25-26: Vehicle Repair Parts - Kit
Pre -Employment Physical Exams
Titan razor scraper
Honeywell PRO Nighthawk 5555
Fleet Repair Supplies
K9 Medical Services - Enzo
Gloves, Cable Ties, Wipes
Explorer Academy Reg - Cruz
Office Supplies
April PD Database Transactions
Street Supplies: Signs
Paving Materials
Celtic Festival Refund 2026
At&t statement 3/25/26-4/24/26
PD Radio Repairs
Cancellation of Building Permit #B26-0460 issued on 4,
Centennial Swag
Cell Phone Location Pings
Facility Plumbing Supplies
Pool Use - El Dorado Training 2026
Amount
5,860.80
2,495.31
454.00
98.04 18,058.08
60.00 608.00
15,494.66
1,104.51
83.37 375.00
279.91
352.00
12.39 675.93
12.06 125.51
2,041.59
300.00
40.43 175.00
379.29
2,314.97
686.00
441.57
618.74
38.60 1,196.25
165.00
505.78
759.00
55,811.79
Document Number
137670
137671
137672
137673
137674
137675
137676
137677
137678
137679
137680
137681
137682
137683
137684
137685
137686
137687
137688
137689
137690
137691
137692
137693
137694
137695
137696
137697
137698
137699
137700
Date
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/27/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
5/28/2026
31 City of Placentia
ACH/EFT Register 05.28.2026
Vendor
V000702 AMERICAN FIDELITY ASSURANCE
V000622 AMAZON CAPITAL SERVICES
V002018 BURNETT PRINTING AND GRAPHICS
V000934 CSG CONSULTANTS INC
V000943 DATA TICKET INC.
V000944 DTA Public Finance INC
V001061 FORENSIC NURSE SPECIALISTS INC
V000210 GRIFFITH CHELSIE
V000238 HOGUEISSON LARRY
V000064 JOSHUA CONTRERAS
V000330 MARTINEZ JOHN
V000247 NATHAN INIGUEZ
V001549 SAGECREST PLANNING AND ENVIRONMENTAL
V001723 UNDERGROUND SERVICE ALERT/SC
V000006 ALICE BURNETT
V000622 AMAZON CAPITAL SERVICES
V000711 AMTECH ELEVATOR SERVICES
V000946 DAY & NITE DOORS INC
E000577 WILLIAM VERSTYNEN
E000558 WILLIAM TRIFOS
E000525 WARD SMITH
E000420 WALTER PICHON
E000565 THOMAS VALENTINE
E000259 TERRELL JUDD
E000249 SUZETTE IRVINE
E000590 STEPHEN WIEST
E000426 STEPHEN PISCHEL
E000255 SHARON JOHNSON
E000349 SCOTT MILLSAP
E000459 SANDRA ROBB
E000453 RUSSELL J RICE
E000152 ROSALINDA ESPINOZA
E000449 ROGER T REYES
E000098 ROBERTA JO DICKSON
E000413 ROBERT PEREZ
E000256 ROBERT JONES
E000254 ROBERT JENKINS
E000097 ROBERT D'AMATO
E000096 ROBERT CHANG
E000403 RICHARD PASCARELLA
E000348 RICHARD MILLER
E000272 RICHARD L KIRKLAND
E000480 RICHARD D ROSE
E000404 RAYNALD PASCUA
Memo
Payroll #3 AF FSA
PW Admin March 2026
Summer Quarterly Prints
April 2026 On -Call Building Personnel Services
April 2026 Code Enforcement Citation Processing
April 2026 CFD 2024-01 Annexation2
DV Exam DR 26-0157
Meal and Mileage reimbursement for Civilian Leadership training EMT Reimbursement
reimbursement for gas due to gas card not working
Meals and Mileage for Internal Affairs Investigation 00000118/10 Meal and Mileage reimbursement for Arrest and Control Strategic Comn 00000118/11 On -Call Building Inspection Services 00000118/12
May 2026 - State Fee 00000118/13
PER DIEM EXPENSES 00000118/14
Various supplies for CS 00000118/15
FY 25-26: Elevator Maintenance Services - April 2026 00000118/16 Fire Station 2 - Preventative maintenance 00000118/17
RETIREE JUNE 2026 00000117/1
RETIREE JUNE 2026 00000117/2
RETIREE JUNE 2026 00000117/3
RETIREE JUNE 2026 00000117/4
RETIREE JUNE 2026 00000117/5
RETIREE JUNE 2026 00000117/6
RETIREE JUNE 2026 00000117/7
RETIREE JUNE 2026 00000117/8
RETIREE JUNE 2026 00000117/9
RETIREE JUNE 2026 00000117/10
RETIREE JUNE 2026 00000117/11
RETIREE JUNE 2026 00000117/12
RETIREE JUNE 2026 00000117/13
RETIREE JUNE 2026 00000117/14
RETIREE JUNE 2026 00000117/15
RETIREE JUNE 2026 00000117/16
RETIREE JUNE 2026 00000117/17
RETIREE JUNE 2026 00000117/18
RETIREE JUNE 2026 00000117/19
RETIREE JUNE 2026 00000117/20
RETIREE JUNE 2026 00000117/21
RETIREE JUNE 2026 00000117/22
RETIREE JUNE 2026 00000117/23
RETIREE JUNE 2026 00000117/24
RETIREE JUNE 2026 00000117/25
RETIREE JUNE 2026 00000117/26
00000118/1
00000118/2
00000118/3
00000118/4
00000118/5
00000118/6
00000118/7
00000118/8
00000118/9
Doc Number Amount
4,837.37
31.33 1,453.55
19,147.95
2,685.22
6,585.02
700.00
112.04
250.00
230.74
175.02
80.24 3,401.50
225.63
300.49
778.75
356.00
890.00
180.39
1,160.00
405.15
437.00
2,163.60
522.78
503.50
522.78
1,391.85
180.39
2,410.60
180.39
1,380.00
560.00
522.78
180.39
180.39
319.29
1,169.00
180.39
1,277.00
2,410.60
1,160.00
180.39
180.39
1,715.00
EFT Status
ACH - Paid Online
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
32 City of Placentia
ACH/EFT Register 05.28.2026
E000093 PRESTON DAVID
E000527 PHILIP J SOTO
E000143 NORMAN ECKENRODE
E000458 MICHAEL ROACH
E000320 MICHAEL L MAERTZWEILER
E000085 MICHAEL BUSSE
E000452 MATTHEW REYNOLDS
E000423 MATEO PINEDA
E000080 MARLA ANDERSON
E000538 LINDA TAYLOR
E000150 LILLIAN ESCOBOSA
E000492 LEE R SALE
E000597 LARRY M WORDEN
E000185 KITTY GARNER
E000445 KIM R REDIFER
E000584 KATHLEEN A WAHL
E000239 KATHERINE HOLTSCLAW
E000173 KAREN GALLANT
E000171 JUERGEN FRICKE
E002062 Joseph W Higgins
E000372 JOSEPH D NAJERA
E000614 JOHN ZINN
E000059 JOHN T ARMSTRONG
E000058 JOHN P CHANDLER
E002112 JOEL H CARDENAS
E000184 JO ANN GARNER
E000529 JEFFREY STEPHEN
E000051 JAY SCOTT AUDISS
E000258 JANET JUAREZ
E000049 JAMIE DELOS SANTOS
E000346 JAMES MILANO
E000336 JAMES MCELHINNEY
E000172 GLENN H FULLER
E000399 GEORGE PALMER GEORGE
E000039 GEOFFREY COBBETT
E000528 GARY A SPRAGUE
E000431 ERIC POINT
E000033 DONALD BUNNELL
E000299 DIANE M LITTLE
E000213 DENNIS L GRIMM
E000537 DAVID M TAYLOR
E000542 DARYLL L THOMANN
E000301 CORINNE LOOMIS
E000020 CHARLES A BABCOCK
E000019 CAROLYN DAVIS
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
00000117/27 522.78 EFT Payment
00000117/28 522.78 EFT Payment
00000117/29 522.78 EFT Payment
00000117/30 1,093.90 EFT Payment
00000117/31 522.78 EFT Payment
00000117/32 842.15 EFT Payment
00000117/33 854.32 EFT Payment
00000117/34 522.78 EFT Payment
00000117/35 522.78 EFT Payment
00000117/36 560.00 EFT Payment
00000117/37 503.50 EFT Payment
00000117/38 522.78 EFT Payment
00000117/39 377.43 EFT Payment
00000117/40 522.78 EFT Payment
00000117/41 1,160.00 EFT Payment
00000117/42 180.39 EFT Payment
00000117/43 560.00 EFT Payment
00000117/44 522.78 EFT Payment
00000117/45 1,160.00 EFT Payment
00000117/46 560.00 EFT Payment
00000117/47 560.00 EFT Payment
00000117/48 560.00 EFT Payment
00000117/49 1,132.00 EFT Payment
00000117/50 1,586.00 EFT Payment
00000117/51 1,282.00 EFT Payment
00000117/52 180.39 EFT Payment
00000117/53 522.78 EFT Payment
00000117/54 2,593.00 EFT Payment
00000117/55 180.39 EFT Payment
00000117/56 264.31 EFT Payment
00000117/57 522.78 EFT Payment
00000117/58 983.70 EFT Payment
00000117/59 1,160.00 EFT Payment
00000117/60 1,160.00 EFT Payment
00000117/61 522.78 EFT Payment
00000117/62 1,160.00 EFT Payment
00000117/63 2,163.60 EFT Payment
00000117/64 522.78 EFT Payment
00000117/65 437.00 EFT Payment
00000117/66 435.00 EFT Payment
00000117/67 573.00 EFT Payment
00000117/68 1,169.00 EFT Payment
00000117/69 560.00 EFT Payment
00000117/70 435.00 EFT Payment
00000117/71 180.39 EFT Payment
33 City of Placentia
ACH/EFT Register 05.28.2026
E000137 CAROL DOWNEY
E000601 BRIAN YAMAGUCHI
E000505 BEVERLY SCHLIEDER
E000310 B J LOWREY
E000014 ARTHUR BURGNER
E000485 ARNULFO RUIZ
E000013 ARLENE M COOK
E000389 ARLENE J OLEA
E000008 ANDREW DEAN
E000126 Aldwir Mamoun
E000004 ALBERT BERMUDEZ
E000456 AIDA RIVERA
V000247 NATHAN INIGUEZ
V001486 PRUDENTIAL OVERALL SUPPLY
V001140 MYERS & SONS HI -WAY SAFETY INC
V000549 TORRES CAROLINA
V001567 SECO ELECTRIC & LIGHTING INC
V000903 COMMERCIAL AQUATIC SERVICES
V001445 PEST OPTIONS INC
V000466 RODRIGUEZ NUVIA
Total
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
RETIREE JUNE 2026
reimbursement for meals
Uniform and Laundry Services May 13, 2026
Street Supplies -Graffiti Overlay
reimbursement for meals and mileage for CA association for Property & 00000118/21 Replacement of lights for all fields at Champions Sports Complex 00000118/22 FY 25-26: Civic Center Fountain Maintenance Services: April 2026 00000118/23 Invoice 478726 - Champions Snack Bar Pest Control May 2026 00000118/24 Reimbursement for meals and mileage for California Association for Pro 00000118/25 00000117/72
00000117/73
00000117/74
00000117/75
00000117/76
00000117/77
00000117/78
00000117/79
00000117/80
00000117/81
00000117/82
00000117/83
00000118/18
00000118/19
00000118/20
Retirees
EFT Payment
ACH Payment
Payroll PR# 2601011
Grand Total
522.78
1,093.90
865.44
435.00
522.78
1,282.00
522.78
522.78
1,810.00
865.44
560.00
180.39
225.00
334.46
191.53
284.73
9,739.12
700.00
115.00
286.62
118,177.26
64,059.95
49,279.94
4,837.37
711,153.42
829,330.68
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
34 City of Placentia
Check Register 06.04.2026
Name
V000638 T -MOBILE
V000835 Vulcan Materials Co
V001034 FASTSIGNS OF BREA
V001916 ORCHIDS LITTLE SECRET BOUTIQUE
V001678 THINKSUPPLIES.COM
V001338 MUNICIPAL EMERGENCY SERVICES INC
V001138 HIRSCH PIPE AND SUPPLY
V000638 T -MOBILE
V001067 FRANCHISE TAX BOARD
V000616 AT&T
V000861 CHARTER COMMUNICATIONS
V001399 ORANGE COUNTY IRONWORKS INC
V001488 PSYCHOLOGICAL CONSULTING ASSOCIATES INC
V001732 US BANK PARS #6746022400
V001740 VERIZON WIRELESS
V002094 Z&K CONSULTANTS, INC
V000786 BOA ARCHITECTURE
V001701 TRANSUNION RISK & ALTERNATIVE
V002105 DYLAN CASPERSEN
V000892 CLIFTONLARSONALLEN LLP
V000861 CHARTER COMMUNICATIONS
V000634 SAFETY-KLEEN CORP
V001198 JOE BACKFLOW CO.
V001338 MUNICIPAL EMERGENCY SERVICES INC
V001029 FACTORY MOTOR PARTS
V001346 NAPA AUTO PARTS
V001346 NAPA AUTO PARTS
V001415 PACIFIC EMBROIDERY
V001301 MCFADDEN-DALE HARDWARE CO.
V001473 PREMIER FIRST RESPONDER PSYCHOLOGICAL SERVICES
V002220 MATTHEW G PHAIRAS
V002222 PACIFIC COAST RACE TIMING
V002221 ACME TIME MACHINE
V001460 PLACENTIA YORBA LINDA UNIFIED SCHOOL DISTRICT
V001392 ORANGE CENTRAL KOREAN SEVENTH DAY ADVENTIST CHURCI V001353 NATIONAL RECREATION & PARKS ASSOCIATION
V001658 TEAM ONE MANAGEMENT
Total
Memo Amount cument Num Date Type
Acct 990643611 - Devices & Data 2,677.34 137701 6/4/2026 Bill Payment Paving Materials 488.88 137702 6/4/2026 Bill Payment
City Hall Signs 1,795.00 137703 6/4/2026 Bill Payment
Peace Officers Memorial Wreath 489.36 137704 6/4/2026 Bill Payment Paper -Office Supplies 845.64 137705 6/4/2026 Bill Payment RedZone Stedair Prevent Clear Particulate Hood 1,323.47 137706 6/4/2026 Bill Payment Plumbing Repair Materials - City Hall 117.65 137707 6/4/2026 Bill Payment 4/21-5/20 PD Phone Services 3,528.66 137708 6/4/2026 Bill Payment FTB PE05/23/26 PD05/29/26 326.58 137709 6/4/2026 Bill Payment Ipads Acct# 287248890794 - May 2026 265.37 137710 6/4/2026 Bill Payment Spectrum Acct 189080101 1,185.36 137711 6/4/2026 Bill Payment Crowther - CalTrans Fence Repairs - Deposit Fe( 6,250.00 137712 6/4/2026 Bill Payment PRE EMPLOYMENT EVALS - Lorenzo Sanchez 462.00 137713 6/4/2026 Bill Payment PARS PE05/23/26 PD05/29/26 3,484.36 137714 6/4/2026 Bill Payment Acct 572549101-00001 1,859.22 137715 6/4/2026 Bill Payment UST Removal Project - On -Call Inspection Servic 22,484.90 137716 6/4/2026 Bill Payment Old Town Facade Improvements - 330 W Santa I 1,661.00 137717 6/4/2026 Bill Payment May PD Database Transactions 182.00 137718 6/4/2026 Bill Payment Pool Permit Refund: 1837 Allegheny Ave: Bond z 500.00 137719 6/4/2026 Bill Payment Financial Audit FY24/25 9,415.35 137720 6/4/2026 Bill Payment Spectrum Acct 189952201 5,628.93 137721 6/4/2026 Bill Payment Vehicle Repair - Parts and Supplies 353.23 137722 6/4/2026 Bill Payment Backflow repairs - City Hall/PD 350.00 137723 6/4/2026 Bill Payment SCBA Service Call 2,082.10 137724 6/4/2026 Bill Payment FY 25-26: Vehicle Repair Parts 17.12 137725 6/4/2026 Bill Payment Fleet Repair Supplies 106.10 137726 6/4/2026 Bill Payment Fleet Repair Supplies 717.74 137727 6/4/2026 Bill Payment Staff City Hats & Vests Embroidery 280.00 137728 6/4/2026 Bill Payment 3 1/2 Power tool brush, Wash n wax 1 gal 43.32 137729 6/4/2026 Bill Payment May PD Therapy Services 300.00 137730 6/4/2026 Bill Payment Stone Soul Band Concert 6/25/26 2,500.00 137731 6/4/2026 Bill Payment Timing Services for 5K/Kids Run 1,799.00 137732 6/4/2026 Bill Payment ACME Time Machine Band Concert 7/2/26 2,000.00 137733 6/4/2026 Bill Payment Invoice #82W10854 1,151.75 137734 6/4/2026 Bill Payment Senior Center Crafts (Feb. -May 2026) 1,200.00 137735 6/4/2026 Bill Payment NRPA Registration - Lydie Gutfeld 596.00 137736 6/4/2026 Bill Payment Janitorial Services for Park Restrooms - May 202 7,274.75 137737 6/4/2026 Bill Payment 85,742.18
35 City of Placentia
ACH/EFT Register 06.04.2026
Vendor
V001480 PRINCIPAL NATIONAL LIFE INSURANCE COMP
V000636 SOUTHERN CALIFORNIA EDISON
V002068 NATIONWIDE PREMIUM HOLDING
V000831 CALIFORNIA STATE DISBURSEMENT UNIT
V001007 EMPLOYMENT DEVELOPMENT DEPT
V001752 WASHINGTON STATE DEPARTMENT OF SOCI/
V001173 INTERNAL REVENUE SERVICE
V001877 LIBERTY DENTAL PLAN OF CALIFORNIA INC
V001500 QUADIENT FINANCE USA INC
V001668 THE HARTFORD
V001668 THE HARTFORD
V000692 ALLIANT INSURANCE SERVICE INC.
V000962 DFS FLOORING
V002045 MOTOROLA SOLUTIONS CREDIT CO. LLC
V000696 ALTA LANGUAGE SERVICES INC
V000266 KIM BRANDON
V000291 LEMUS SELENA
V000410 PEREZ LARISSA
V001120 HALO CONFIDENTIAL INVESTIGATIONS LLC
V000622 AMAZON CAPITAL SERVICES
V001243 LEADSONLINE LLC
V001457 PLACENTIA POLICE MANAGEMENT
V001325 MISSION SQUARE
V001878 BEST 5TH AVE INC
V000622 AMAZON CAPITAL SERVICES
V000894 COAST EMS LLC
V002093 FULLY INVOLVED
V001307 MCPEEKS CDJR OF ANAHEIM
V001421 PACIFIC WEST AIR CONDITIONING
V001424 PARKHOUSE TIRE INC
V001468 POWERSTRIDE BATTERY CO INC
V000622 AMAZON CAPITAL SERVICES
V001549 SAGECREST PLANNING AND ENVIRONMENTAL
V000144 TIFFANY EILEY
V000247 NATHAN INIGUEZ
V000622 AMAZON CAPITAL SERVICES
V002035 OCY MANAGEMENT LLC
V001262 LN CURTIS & SONS
V000903 COMMERCIAL AQUATIC SERVICES
V001421 PACIFIC WEST AIR CONDITIONING
V001110 GREENFIELDS OUTDOOR FITNESS INC
V001823 FACILITY SOLUTIONS GROUP INC
Total
Memo
6/4/2026 June 2026 _ Whole Life Insurance - Executive Bonus 6/4/2026 SoCal Edison Charges - March to April 2026
6/4/2026 JUNE 25 - Nationwide Pet Insurance
6/4/2026 CHILD SUPP-CA PE05/23/26 PD05/29/26
6/4/2026 CA TAX PE05/23/26 PD05129/26
6/4/2026 CHILD SUPP-WA PE05/23/26 PD05/29/26
6/4/2026 FED TAX PE05/23/26 PD05/29/26
6/4/2026 LIBERTY DENTAL _ MAY 2025 _ RETIREES
6/4/2026 ACCT # 7900 0440 8052 1796
6/4/2026 Life, STD, & LTD Insurance - MAY 2025
6/4/2026 Life, STD, & LTD Insurance - JUNE 2025
6/4/2026 Special Event Insurance - Centennial 5K Run 00000120/1 6/4/2026 Carpet Cleaning Services: May 00000120/2
6/4/2026 800 MHz Lease Payment 00000120/3
6/4/2026 May 2026 Writing Test: Jimmy Rivas 00000120/4
6/4/2026 Reimbursement for meals and mileage for Arrest and Control PSF 00000120/5 6/4/2026 Meal and Mileage reimbursement for Arrest and Control PSP and 00000120/6 6/4/2026 Meal reimbursement for Arrest and Control PSP and Baton Updat 00000120/7 6/4/2026 May PD Background Investigation Svs 00000120/8 6/4/2026 Binders 00000120/9
6/4/2026 Investigation System Software 00000120/10
6/4/2026 PPMA PE05/23/26 PD05/29/26 00000120/11
6/4/2026 401A FIRE PE05/23/26 PD05/29/26 00000120/12
6/4/2026 May PD Dry Cleaning Services 00000120/13
6/4/2026 Fire station supplies 00000120/14
6/4/2026 Fire Station EMS Supplies 00000120/15
6/4/2026 Fire Plan Check Services - May 00000120/16
6/4/2026 Fleet Materials - Pedal 00000120/17
6/4/2026 Public Safety building 2nd Quarter billing 00000120/18 6/4/2026 FY 25-26: Tires for City Vehicles 00000120/19
6/4/2026 Fleet Repair Supplies - Battery 00000120/20
6/4/2026 May 2026 Office Supplies 00000120/21
6/4/2026 May 2026 On -Call Building Inspection Services 00000120/22 6/4/2026 Meal reimbursement for Southern California Gang Conference 00000120/23 6/4/2026 Meal reimbursement for Southern California Gang Conference Trt 00000120/24 6/4/2026 Kids Club Supplies
6/4/2026 Transportation Services - April 2026
6/4/2026 PD Uniforms - Valdez
6/4/2026 Pool Maintenance Contract
6/4/2026 HVAC Community Services Facilities - Whitten Center 6/4/2026 McFadden Park Equipment Repair Supplies
6/4/2026 Tuffree Park - Musco Control Box Re -Connect
Total ACH
Total EFT
Doc. Number Amount
1,573.82
12,412.23
2,564.81
2,024.28
52,125.94
737.07
156,051.64
10,622.96
5,064.00
69,381.47
114,461.12
1,020.00
650.00
41,867.53
69.00 100.39
72.26 45.00
5,732.38
25.64 6,647.00
1,216.74
55,132.40
856.78
1,021.60
972.19
5,007.00
109.47
1,845.00
1,196.40
753.75
65.97 2,136.25
344.00
344.00
00000120/25 136.89
00000120/26 10,180.00
00000120/27 8,627.39
00000120/28 1,500.00
00000120/29 1,971.47
00000120/30 1,032.04
00000120/31 2,376.00
580,073.88
427,019.34
153,054.54
580,073.88
EFT Status
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
ACH - Paid Online
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
EFT Payment
36 Agenda Item No: 1.d
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: June 16, 2026
Submitted by: Matthew Di Mario
From: Public Works
Subject:
SECOND READING AND ADOPTION OF ORDINANCE NO. O-2026-09, AN ORDINANCE OF THE CITY OF PLACENTIA, CALIFORNIA, AMENDING SECTION 8.04.120 (HOURS OF COLLECTION) OF CHAPTER 8.04 (SOLID WASTE COLLECTION) OF TITLE 8 (HEALTH
AND SANITATION) OF THE PLACENTIA MUNICIPAL CODE
Financial Impact:
None.
Summary:
This item pertains to the Placentia Municipal Code Section 8.04.120 (Hours of Collection) of Chapter 8.04 (Solid Waste Collection). To provide more efficient and effective solid waste collection services, the City's franchise waste hauler, Republic Services, may request earlier trash pickup times for specified commercial customers and locations.
On May 19, 2026, the City Council introduced Ordinance No. O-2026-09 and conducted a first reading. It is recommended that the City Council adopt Ordinance No. O-2026-09 to amend Section 8.04.120 (Hours of Collection) of the Placentia Municipal Code to allow the City Administrator to authorize commercial customer trash collection services as early as 6:30 a.m.
Recommended Action:
It is recommended that the City Council:
Adopt Ordinance No. O-2026-09, An Ordinance of the City of Placentia, California, amending Section 8.04.120 (Hours of Collection) of Chapter 8.04 (Solid Waste Collection) of Title 8 (Health and Sanitation) of the Placentia Municipal Code.
Strategic Plan Statement:
There is no specific strategic planning goal or objective associated with this agenda item.
Discussion:
The City of Placentia and Republic Services have reached an agreement to execute an Amended and Restated Exclusive Franchise Agreement for solid waste collection services. To provide more efficient and effective solid waste collection services, Republic Services may request earlier pickup times for specified commercial customers and locations. These earlier pickup times can be beneficial for commercial customers because it minimizes traffic during the morning commute and empties dumpsters for businesses with earlier operating hours. 37 This item pertains to the Placentia Municipal Code Section 8.04.120 (Hours of Collection) of Chapter 8.04 (Solid Waste Collection). The current Section language is as follows: There shall be no collection of discarded materials before 7:00 a.m. or after 6:00 p.m. in any area of the city. It is recommended that this Section be amended to: There shall be no collection of discarded materials before 7:00 a.m. or after 6:00 p.m. in any area of the city. However, the City Administrator may authorize a hauler to collect discarded materials from specified commercial customers or specified commercial locations as early as 6:30 a.m., if the City Administrator determines such collection would be in the public interest.
On May 19, 2026, the City Council introduced Ordinance No. O-2026-09. After the first reading of the Ordinance, it is recommended that the City Council adopt Ordinance No. O- 2026-09, to amend Section 8.04.120 (Hours of Collection) of the Placentia Municipal Code to allow the City Administrator to authorize commercial customer trash collection services as early as 6:30 a.m. If adopted, the Ordinance will take effect 30 days after adoption.
Financial Summary:
There is no fiscal impact associated with this recommended item.
Attachments
Attachment 1 - Ordinance No. O-2026-09
38 ORDINANCE NO. O-2026-09
AN ORDINANCE OF THE CITY OF PLACENTIA, CALIFORNIA,
AMENDING SECTION 8.04.120 (HOURS OF COLLECTION) OF
CHAPTER 8.04 (SOLID WASTE COLLECTION) OF TITLE 8
(HEALTH AND SANITATION) OF THE PLACENTIA MUNICIPAL
CODE TO AUTHORIZE THE EARLIER COLLECTION OF
DISCARDED MATERIALS IN COMMERCIAL ZONES
City Attorney's Summary
This Ordinance would amend Section 8.04.120 (Hours of Collection) of the Placentia Municipal Code to authorize the City Administrator to permit solid waste haulers to collect discarded materials from commercial zones as early as 6:30 a.m.
A. Recitals
WHEREAS, Section 8.04.120 of the Placentia Municipal Code currently prohibits the collection of discarded materials before 7:00 a.m. or after 6:00 p.m. in any area of the City; and
WHEREAS, allowing for the earlier collection of discarded materials in commercial areas would allow for collection during less congested periods, reducing traffic impacts and increasing efficiency; and
WHEREAS, extended collection hours could increase the efficiency and timeliness of solid waste collection, which may result in reduced operational costs and benefit the residents of the City; and
WHEREAS, limiting extended collection hours to commercial areas helps minimize potential noise and other disturbances associated with earlier collection times; and WHEREAS, the City Council of the City of Placentia desires to authorize the collection of discarded materials as early as 6:30 a.m. in commercial zones when approved by the City Administrator.
B. Ordinance
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PLACENTIA DOES HEREBY ORDAIN AS FOLLOWS:
SECTION 1. Section 8.04.120 (Hours of Collection) of Chapter 8.04 (SOLID WASTE COLLECTION) of Title 8 (Health and Sanitation) of the Placentia Municipal Code is hereby amended as follows:
There shall be no collection of discarded materials before 7:00 a.m. or after 6:00 p.m. in any area of the city. However, the City Administrator may authorize a hauler to collect discarded materials from specified commercial customers or specified commercial locations as early as 6:30 a.m., if the City Administrator determines such collection would be in the public interest.
Ordinance No. O-2026-09
39 SECTION 2. If any section, subsection, sentence, clause, or phrase of this Ordinance is held invalid, such decision shall not affect the validity of the remaining provisions of this Ordinance.
SECTION 3. This Ordinance shall take effect thirty (30) days following its adoption.
SECTION 4. The City Clerk shall certify to the adoption of this Ordinance and cause it to be published as required by law.
INTRODUCED at a regular meeting of the City Council of the City of Placentia held on the 19th day of May 2026.
PASSED, APPROVED AND ADOPTED this 16th day of June 2026.
Chad P. Wanke, Mayor
ATTEST:
Robert S. McKinnell, City Clerk
STATE OF CALIFORNIA
COUNTY OF ORANGE
I, Robert S. McKinnell, City Clerk of the City of Placentia, do hereby certify that the foregoing Ordinance was introduced at a regular meeting of the City Council of the City of Placentia, held on the 19th day of May 2026, and was finally adopted at a regular meeting held on the 16th day of June 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
COUNCILMEMBERS:
COUNCILMEMBERS:
COUNCILMEMBERS:
COUNCILMEMBERS:
Robert S. McKinnell, City Clerk
APPROVED AS TO FORM:
Christian L. Bettenhausen, City Attorney
Ordinance No. O-2026-09
40 Agenda Item No: 1.e
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: June 16, 2026
Submitted by: Brooke Lovell
From: City Clerk
Subject:
CITYWIDE RECORDS RETENTION SCHEDULE AMENDMENT
Financial Impact:
Implementation of Laserfiche's Vault and Records Management Module, required for compliance with state retention laws, costs $9,187 annually plus one-time CPS configuration services. Ongoing costs will be included in future budgets, with expected long-term efficiency and cost savings.
Summary:
Staff is requesting City Council adoption of an amended Citywide Records Retention Schedule. The Schedule updates the City's 2011 retention standards to align with current legal requirements, technological capabilities, and departmental needs. Adoption of the revised Schedule will enable responsible management and disposal of City records, reduce storage costs, support digital transformation efforts, and rescind outdated Resolution No. R-2011-04.
Recommended Action:
It is recommended that the City Council:
Adopt Resolution No. R-2026-36, A Resolution of the City Council of the City of Placentia, California, Adopting an amended Records Retention Schedule, authorizing the destruction of certain city records, and rescinding previous Resolution No. R-2011-04.
Strategic Plan Statement:
The adoption of the revised Records Retention Schedule supports the implementation of Strategic Goal No. 5: Organizational Excellence, as an updated Schedule promotes efficient maintenance, retention, and disposition of City records, enhancing operational effectiveness and improving service delivery.
Discussion:
On February 15, 2011, the City Council adopted Resolution No. R-2011-04, which established the City's Records Retention Schedule. While the 2011 Schedule provided a foundational framework, significant changes in State law, administrative practices, and technological capabilities have occurred over the past 15 years. As a result, the City's retention standards required comprehensive modernization to ensure compliance and support current business needs.
41 To initiate this effort, the City engaged Gladwell Governmental Services, Inc., a recognized expert in local government records management. Gladwell collaborated closely with every City department to review existing records, identify outdated series, clarify retention requirements, and document current operational practices. This interactive, department -driven development process ensured that the updated Schedule reflects the unique functions and workflows across all divisions of the organization.
The revised Records Retention Schedule provides:
• Clear and consistent descriptions of each records series • Legally compliant retention periods consistent with Government Code Section 34090 • Updated guidance addressing electronic, digital, and technology -based records • Standardized terminology and organization across departments • Elimination of obsolete or duplicative record categories • Clear pathways for lawful destruction of City records no longer required for administrative, legal, fiscal, or historical purposes
Modernizing the City's records management program is essential to reducing long-term storage costs, improving retrieval efficiency, supporting digital transformation goals, and ensuring the City remains compliant with statutory retention laws. In recent years, Staff has increasingly transitioned to electronic document systems, resulting in new categories of records and evolving retention needs not adequately addressed under the 2011 schedule. The revised Schedule resolves these gaps and provides City departments with a clearer and more practical tool for daily operations.
The proposed updates align with statewide best practices and reflect a modernized and legally compliant approach to records lifecycle management. Adoption of the revised Records Retention Schedule will enhance administrative efficiency, reduce unnecessary storage burdens, and support the City's commitment to responsible stewardship of public records.
Financial Summary:
Implementation of Laserfiche as the City's unalterable document archive requires the following annual software costs:
Laserfiche Vault: $3,150 per year
Laserfiche Records Management Module: $6,037 per year
Total Annual Cost: $9,187
Professional services from CPS will be required to configure and integrate retention schedules into Laserfiche. These one-time costs will be addressed as part of the budget process. Future recurring costs will be incorporated into subsequent fiscal year budgets.
Attachments
CC RES R-2026-36 - Amended Records Retention Schedule.docx CC RES R-2026-36 - Exhibit A: Records Retention Schedule 42 RESOLUTION NO. R-2026-36
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PLACENTIA, CALIFORNIA, ADOPTING AN AMENDED
RECORDS RETENTION SCHEDULE, AUTHORIZING THE
DESTRUCTION OF CERTAIN CITY RECORDS, AND
RESCINDING PREVIOUS RESOLUTION NO. R-2011-04
A. Recitals
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Placentia; 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 Placentia previously adopted Resolution No. R-2011-04, adopting a records retention schedule on February 15, 2011, and the City Council finds that the retention schedule should be updated and Resolution No. R-2011-04 rescinded.
B. Resolution
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PLACENTIA DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS:
Section 1. Resolution No. R-2011-04 is hereby repealed.
Section 2. The records of the City of Placentia, 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 or Deputy City Clerk and City Attorney, without further action by the City Council of the City of Placentia.
Section 3. With the consent of the City Clerk or Deputy City Clerk, City Administrator, and City Attorney, updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates include changes in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and/or what is scanned. Changes in the Total Retention and/or adding new records series to the Schedule must be presented to the City Council of the City of Placentia prior to taking effect.
Section 4. The term "records" as used herein shall include documents, Resolution No. R-2026-36
43 instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.
Section 5. The City Clerk shall certify to the passage and adoption of this Resolution.
Section 6. This resolution shall become effective immediately upon its passage and adoption.
APPROVED and ADOPTED this 16th day of June 2026.
Chad P. Wanke, Mayor
ATTEST:
Robert S. McKinnell, City Clerk
STATE OF CALIFORNIA
COUNTY OF ORANGE
I, Robert S. McKinnell, City Clerk of the City of Placentia, do hereby certify that the foregoing Resolution was adopted at a regular meeting of the City Council of the City of Placentia held on the 16th day of June 2026, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
Robert S. McKinnell, City Clerk
APPROVED AS TO FORM:
Christian L. Bettenhausen, City Attorney
Exhibit A: Records Retention Schedule
Resolution No. R-2026-36
44 Exhibit A
HOW TO USE RETENTION SCHEDULES
©1995-2026 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 E
ectronic Recoresl:
Destruction or deletion of an official (original) record that has exceeded its retention period (and has SUBSTANTIVE CONTENT) 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 (or originals that do NOT have SUBSTANTIVE CONTENT) 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)."
45 RECORDS RETENTION SCHEDULE LEGEND
©1995 — 2026 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 and certain data may require minimum retention.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) terms used in State law:
Scan / Import (guideline):
Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, "Hard Copy"
OD = Optical Disk or other Unalterable Media which does not allow changes "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)
CC: Civil Code (CA)
CFC: California Fire Code
EVC: Evidence Code (CA)
FTB: Franchise Tax Board (CA)
HUD: Housing & Urban Develop. (US)
PC: Penal Code (CA)
UFC: Uniform Fire Code
W&I: Welfare & Institutions Code (CA)
B&P: Business & Professions Code (CA)
CCP: Code of Civil Procedure (CA)
CFR: Code of Federal Regulations (US)
FA: Food & Agriculture Code
GC: Government Code (CA)
LC: Labor Code (CA)
PRC Public Resources Code
USC: United States Code (US)
CBC: California Building Code
CCR: California Code of Regulations (CA)
EC: Elections Code (CA)
FC: Family Code (CA)
H&S: Health & Safety Code (CA)
Ops. Cal. Atty. Gen..: Attorney General Opinions (CA)
R&T: Revenue & Taxation Code (CA)
VC: Vehicle Code (CA)
46 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-1
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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-001
Accident / Incident Reports (Accidents /
Incidents) - MEMBERS OF THE PUBLIC
That don't result in a Claim
2 years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW 002
Agreements / Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules,
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always send the
original to the City Clerk)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Completion
Mag,
Mfr,
OD, Ppr
S / I
QC & OD
Department preference; Some grant
funding agencies require audits; Statute
of Limitations for Errors & Omissions is
& Spec's=4 years, Developers=comp. +
10 years; CCP §337 et. seq., 2 CFR
200.334; 24 CFR 91.105(h), 92.505, &
570.502(b), GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-003
Agreements / Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules,
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always send the
original to the City Clerk)
10 years
Completion
Mag,
Mfr,
OD, Ppr
S / I
QC & OD
Department preference; Covers E&O
Statute of Limitations; Statute of
Limitations: Contracts & Spec's=4 years,
Developers -comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
AOR
dmit
Services /
Purchasing
CW-004
Agreements / Contracts:
UNSUCCESSFUL BIDS, PROPOSALS /
RESPONSES to RFPs (Request for
Proposals) / RFQs (Request for Qualifications)
that don't result in a contract
2 years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
47 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-2
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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).
Dept.
CW-005
Appeals
The
Retention of
the Appealed
Record Series
MaLead
Mfr, r,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Lead Dept.
CW-006
Boards, Commissions, / Committees: External
Organizations / Regional Boards /
Commissions - Agendas, Minutes,
Resolutions, / other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Ppr
Non -records
Staffing Dept.
CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
AGENDAS / STAFF REPORTS
2 years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
Staffing Dept.
CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
MINUTES
P
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090(e)
Staffing Dept.
CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 30
days
_
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b)
Staffing Dept.
CW-010
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - VIDEO RECORDINGS of
Meetings / Video Recordings
Minimum 4
years
Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
Lead Dept.
CW-011
City Attorney Opinions
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
48 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-3
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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).
Staffing Dept.
CW-012
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS / MINUTES (if agendas or minutes
were created)
2 years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090 et seq.
Staffing Dept.
CW-013
Committees: Subcommittees of the City
Council (Ad -Hoc / Standing Committees)
AGENDAS / MINUTES
2 years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.
CW-014
Complaints / Concerns Database / CRM
Database / Neighborhood Connections
(Excludes Police Officers)
Minimum 2
years
Yes
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept.
CW-015
Copies / duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr
GC §34090.7
Dept. that
Authors
Docuorment
Receives the
City's Original
Document
CW-016
Correspondence - ROUTINE
(IF CONTENT relates in a SUBSTANTIVE
way to the conduct of the public's business)
(e.g. a -mail / email with SUBSTANTIVE
content, Letters, Memorandums, Administrative
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
2 years
Mfrr,
OD, Ppr
S / I
Yes: After
QC & OD
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose v.
Superior Court (2017) 2 Cal.Sth 608 Jose
GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
49 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-4
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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).
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW 017
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
social media posting, employee directories,
flyers, invitations, instant messaging,
inventories, logs, mailing lists, meeting room
registrations, PowerPoint presentations,
speaker cards, speech notes, Teams staff
videoconference chats, notes / recordings,
supply inventories, telephone messages, text
messages, transmittal letters, thank yous,
requests from other cities, preliminary notices
for construction projects, undeliverable
envelopes / returned mail, visitors logs, voice
mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.
Records where either the CONTENT
relates in a SUBSTANTIVE way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are SAVED by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC
§§34090, 7927.500, 7928.705.; 64 Ops.
Cal. Atty. Gen. 317 (1981)); City of San
Jose v. Superior Court (2017) 2 Cal.5th
608 Jose vs. Superior Court, 5 Cal. 5th
608 (2017).
Lead Dept.
CW-018
Daily Cash Backup Records
2 years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Summaries are sent to City Treasurer;
GC §§34090,
Lead Dept.
CW-019
Drafts / Notes: Drafts that are revised (retain
final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a
draft. GC §§34090, 7927.500, 7928.705
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
50 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-5
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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-020
GIS Database / Data / Layers (both City-wide /
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.
(Managing Lead
D the
grant)
CW 021
Grants (UNSUCCESSFUL Applications,
Correspondence)
2 years
Mfrg
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
Lead Dept.
(Managing the
grant)
CW-022
Grants Administration / CDBG Administration
(Community Development Block Grant) /
Reimbursable Claims / FEMA Reimbursements
/ OES Reimbursements (SUCCESSFUL
Reports, other records required to pass the
funding agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, program rules,
regulations / procedures, reports to grant
funding agencies, correspondence, audit
records, completion records
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.
Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; 2 CFR 200.334; 24 CFR
91.105(h), 92.505, 570.490, &
570.502(a&b), GC §34090
Lead Dept.
Agreement /
Contract)
CW-023
(Managing the Yes: Before
Insurance Certificates for Vendors
11 years, or
Completion +
10 years
Completion
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; Statute of
Limitations for some actions are
completion + 10 years; CCP §337 et.
seq., GC §34090
Lead Dept.
CW-024
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
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
51 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-6
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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-025
Notices / Public Hearing Notices
2 years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Statute of Limitations for some Municipal
Government actions is 3 - 6 months;
CCP§335 et seq; GC §§34090,
65009(c)(1)
Human
Resources
CW-026
Personnel Files (Department Copies)
Send all originals to Human Resources; may
exclude some Peace Officer records
Copies -
When No
Longer
Required
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Originals are retained by Human
Resources; GC §34090.7
Lead Dept.
CW-027
Personnel Files (Supervisors 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-028
Personnel Leave, Vacation, Overtime
Requests (Except for Police)
When No
Longer
Required
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Preliminary drafts (the timecard is the
official record) GC §34090
Lead Dept.
CW-029
Personnel Work Schedules
When No
Longer
Required
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Preliminary drafts (the timecard is the
official record) GC §34090
Lead Dept.
CW-030
Photographs
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Ordered
the Appraisal)
CW-031
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
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
52 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-7
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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.
(Who Ordered
the Appraisal)
CW-032
Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Not accessible to the public until
purchase has been completed; meets
grant auditing requirements; 2 CFR
200.334; 24 CFR 91.105(h), &
570.502(b), GC §34090
Lead Dept.
CW-033
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Plans / Strategic Plans,
Plans (if not provided in the schedule),
Standard Operating Procedures (SOPs),
Studies, Reports (if not provided in the
schedule.): etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
Ppr'
Non -Records
Lead Dept.
CW-034
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals / O&M Manuals, Newsletters, Plans /
Strategic Plans, Plans (if not provided in the
schedule), Standard Operating Procedures
(SOPs), Studies, Reports (if not provided in the
schedule.): etc.: Produced by YOUR
Department
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Lead Dept.
CW-035
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Administrative Policies,
Plans / Strategic Plans, Plans (if not provided
in the schedule), Standard Operating
Procedures (SOPs), Studies, Reports (if not
provided in the schedule.): etc.: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Copies; GC §34090.7
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
53 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-8
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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-036
Reports, Studies (Historically significant -
e.g., Zoning Studies)
P
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept.
CW-037
Reports, Studies (other than Historically
significant - e.g. Annual Reports)
10 years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept.
CW-038
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
records of the chemical / substance / agent,
where / when it was used
30 years
Mag,
Mfr,
OD, Ppr
S / I
Yes After
QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC §34090
Lead Dept.
CW-039
Special Event Permits
Expiration + 2
years
_
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
Lead Dept.
CW-040
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-041
Subpoenas (appearance / duces tecum)
2 years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
54 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-9
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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-042
Surveys / Questionnaires (that the City issues).
If a summary of the data is compiled, the
survey forms are considered a draft / transitory
record, / can be destroyed as drafts (When No
Longer Required)
2 Years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
Lead Dept.
CW-043
Training Database (UKG / Vector Solutions)
Required Information for all Employee Training
(if records are created):
Employee Name
Training Provider's Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Indefinite -
Minimum
Separation +
5 years
Yes
Mfrg
OD, Ppr
S / I
Yes: After
QC & OD
Data is interrelated; GC §34090 et seq.;
LC §1198.5
Lead Dept.
(Providing the
Training)
CW-044
Training Presented by Staff - COURSE
RECORDS
(Attendance Rosters / Sign -in Sheets, Outlines
/ Materials; includes Ethics, Fiscal & Financial,
Harassment, Workplace Violence, Safety
Training, Tailgates)
5 years
Mag,
Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; Meets OSHA
requirements; Ethics, Fiscal and
Financial, Fiscal & Financial, Harassment
& Workplace Violence Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years for personnel actions; 8
CCR §3203 et seq., 29 CFR
1627.3(b)(1)(ii), LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b), 53238.3(b) 53237.2(b);
53238.3(b), LC §6401.9(f), LC §§1198.5
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
55 Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / EMERGENCY SERVICES Page ES -1
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATIVE SERVICES / EMERGENCY SERVICES
Admin.
Services /
Emergency
Services
ES -001
Emergency Preparedness: Community
Emergency Response Team (CERT) -
ACTIVATION, INSTRUCTIONS, TRAINING
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090
Admin.
Services /
Emergency
Services
ES -002
Emergency Preparedness: Community
Emergency Response Team (CERT)
APPLICATIONS
Separation or
Inactive + 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090
Admin.
Services /
Emergency
Services
ES 003
Emergency Preparedness: Emergency
Operations Plan (includes Office of
Emergency Management / Homeland
Security)
When
Superseded
Yes (all)
Mag,
MfrPpOD,
S / I
Yes: After
QC & OD
GC §34090
Admin.
Services /
Emergency
Services
ES -004
Emergency Preparedness: EOC
Activations (Excludes FEMA Claims or EOC
Claims)
10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
56 Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / INFORMATION TECHNOLOGY Page IT -1 Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).
ADMINISTRATIVE SERVICES / INFORMATION TECHNOLOGY
Admin.
Services /
Information
Technology
IT 001
Backups / Computer Disaster Recovery
Backups
When No
Longer
Required
Yes
Mag.
Used for Disaster Recovery Purposes
Only; Considered a copy and can be
destroyed when no longer required; GC
§34090 et seq.
Admin.
Services /
Information
Technology
IT -002
Enterprise System Catalogue (Listing of
Enterprise -wide Software, posted on line -
SB 272)
When
Superseded
Mag.
GC §34090 et seq.
Admin.
Services /
Information
Technology
IT -003
Network Configuration Maps / Plans
When No
Longer
Required
Mag.
Preliminary documents not retained in the
ordinary course of business; GC §34090
et seq.
Admin.
Services /
Information
Technology
IT -004
UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup) /
(WORM / DVD-r / CD -r / Blue Ray -R /
Optical Disk) / other unalterable media that
does not permit additions, deletions, /
changes
Follows
Retention of
Official
Electronic
Record
OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); must
be stored in a "safe and separate
location"; GC 34090, 12168.7, EVC 1550,
2 CCR 22620 et seq.
Admin.
Services /
Information
Technology
IT -005
Recordings - Video Recordings - Regular
and Ongoing Operations / Building
Security
See City Clerk's schedule for City Council
Video Recordings
1 year
Mag
Records regular and ongoing operations
or Building Security; GC §34090.6 et seq,
Admin.
Services /
Information
Technology
IT -006
Recordings - Video Recordings - Public
Areas / Public Activity (Does not record
regular /j ongoing operations)
When No
Longer
Required
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq,
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
57 Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / PUBLIC SAFETY COMMUNICATIONS Page PSC-1
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATIVE SERVICES / PUBLIC SAFETY COMMUNICATIONS
Admin.
Services /
Public Safety
Communi-
cations
PSC 001
Background Files - Successful Employee
Applicants / Volunteers (Dispatchers Only)
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)(1)(i), 29 CFR 1602.14; GC
§§12946, 12960, 34090; 29 USC 1113
Admin.
Services /
Public Safety
Communi
cations
PSC-002
Background Files - Unsuccessful
Employee Applicants / Volunteers
(Dispatchers Only)
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)(1)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Admin.
Services /
Public Safety
Communi
cations
PSC-003
Recordings -911 Audio Recordings /
Tapes - (CAD/RMS) Recordings of
Telephone / Radio Communications
Dispatch Tapes (CAD) - LEGACY
RECORDINGS BEFORE NEW
SOFTWARE (approximately May, 2026)
180 days
Yes
Mag
Department Preference (legally mandated for
100 days); (may be discoverable or made
public in some circumstances), GC
§§34090, 34090.6
Admin.
Services /
Public Safety
Communi
cations
PSC-004
Recordings -911 Audio Recordings /
Tapes - (CAD/RMS) Recordings of
Telephone / Radio Communications
Dispatch Tapes (CAD) - NEW
RECORDINGS AFTER NEW SOFTWARE
(approximately May, 2026)
366 days
Yes
Mag
Department Preference (legally mandated for
100 days); (may be discoverable or made
public in some circumstances), GC
§§ 34090, 34090.6
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
58 Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / RISK MANAGEMENT Page RM-1
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years„ since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATIVE SERVICES / RISK MANAGEMENT
Admin.
Services /
Risk Manage.
RM 001
Claim for Damages / Claims Against the City
Final
Resolution +
5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
Admin.
Services /
Risk Manage.
RM-002
Lawsuits / Litigation / Civil Litigation -
Historical Cases
Settlement Agreements, Historically
Significant Records
P
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference for historical
purposes; CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; PC §832.5(b)
Admin.
Services /
Risk Manage.
RM-003
Lawsuits / Litigation / Civil Litigation -
Routine Cases - Settlement Agreements
Resolution +
5 years
Yes: Until
Resolution
Mag'
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; Covers various
statute of limitations; CCP §§ 337 et seq.;
GC §§ 911.2, 34090, 34090.6; PC
§832.5(b)
n.
Sery cles /
Risk Manage.
RM-004
Safety Committee / Safety Steering
Committee
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference to meet OSHA
Audits; GC §34090 et seq.
Admin.
Services /
Risk Manage.
RM-005
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
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
59 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY ADMINISTRATOR Page CAD -1
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 ADMINISTRATOR
City
Administrator
CAD -001
Administrative Hearing Officer
Determinations / Appeals to City
Management
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I
Yes: After
QC & OD
Department preference; GC §34090
Administrator
CAD -002
Projects, Programs, Subject / Issues
City Minimum 2
(Issues / projects will vary over time - e.g.
Sister City, Goals / Objectives, , etc.)
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090
CITY ADMINISTRATOR / COMMUNICATIONS
and MARKETING
City
Administrator
/ Communic.
& Marketing
CAD -003
Centennial Steering Committee, Enhanced
Infrastructure Financing District (EIFD)
AGENDAS / STAFF REPORTS
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
GC §34090
City
Administrator
/ Communic.
& Marketing
CAD -004
Centennial Steering Committee, Enhanced
Infrastructure Financing District (EIFD)
MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
GC §34090(e)
City
Administrator
/ Communic.
& Marketing
CAD 005
Centennial Steering Committee, Enhanced
Infrastructure Financing District (EIFD)
Recordings - AUDIO RECORDINGS of
Meetings
Minimum 30
days
Mag
Department preference; Audio Required for
30 days; GC §54953.5(b)
City
Administrator
/ Communic.
& Marketing
CAD 006
Citizens Academy - Applications, Other
Records IF CONTENT relates in a
SUBSTANTIVE way to the conduct of the
public's business
2 years
Mag,
Mfr, OD,
Pp
S / I
Yes: After
QC & OD
Not a City Council Advisory Board; GC
§34090
Lead Dept.
CAD -007
Graphic Design Projects
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; The Customer
(Lead Department) is responsible for
retaining the final record for it's retention
period; GC §34090
City
Administrator
/ Communic.
& Marketing
CAD 008
Legislation - Support / Oppose State /
Federal Legislation
2 years
ag,
Mfr OD,
Ppr
S / I
Yes: After
QC & OD
GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
60 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY ADMINISTRATOR Page CAD -2
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.
CAD -009
Newsletters sent to Citizens: Quarterly
Newsletter / Weekly Newsletter
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090
Lead Dept.
CAD -010
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
City
Administrator
/ Communic.
& Marketing
CAD 011
Press Releases (excludes Police, which
can issue their own)
2 years
Mag,
Mfr, OD,
p
S / I
Yes: After
QC & OD
GC §34090
Lead Dept.
CAD 012
Special Projects
Send Final
Records to the
Office of
Record
ag,
Mfr OD,
P r
p
S / I
Yes: After
QC & OD
Final Records are transferred to City Clerk,
Engineering, or other Departments that are
the Office of Record for similar records; GC
§34090.7
City
Administrator
/ Communic.
& Marketing
CAD -013
Videos - Educational, Promotional
When No
Longer
Required
Mag
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; The Customer
(Lead Department) is responsible for
retaining the final record for it's retention
period; GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
61 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC -1
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 -001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Proofs of
Publications
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Statute of Limitations for some Municipal
Government actions is 3 6 months; CCP§335
et seq; GC §§34090, 65009(c)(1)
City Clerk
CC -002
Agenda Packets: City Council, Former
Redevelopment Agency, Successor Agency,
Oversight Board, Public Financing Authority
(PFA) with Orange County
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
City Clerk
CC -003
Agreements & Contracts - ALL Agreements,
Amendments or Contracts includes all
contractual obligations (e.g. Specifications and
Successful Proposal/ Scope of Work, Notice of
Completion)
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
CC 004
Board / Commission / Committee Recruitment
/ Applications (AII, whether appointed / not)
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
City Articles of Incorporation
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
City Clerk
CC 007
Deeds, Real Property Documents: Easements,
Rights of Way, Liens, etc.
P
Mag, Mfr
OD, Ppr,
S / I
Yes: After
QC & OD
GC §34090(a)
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
62 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC -2
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 -008
FPPC Economic Interest Filings (FPPC Form
635 or 602) - Lobbyist Authorization /
Reporting
7 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC
Department preference (only 5 years is
required; 2 CCR 18615(f)
City Clerk
CC -009
FPPC Economic Interest Filings (FPPC 700
Series Forms Statement of Economic
Interests): DESIGNATED EMPLOYEES /
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC
City maintains original statements; GC
§81009(e)&(g)
City Clerk
CC -010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ELECTRONICALLY FILED /
DATABASE
10 years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Statements filed electronically are required for
10 years; GC §81009(f)(g); GC §84615
City Clerk
CC 011
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected / not elected. Includes City Council
Members , City Manager, City Treasurer / City
Attorney)
7 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC
Department Preference; as of January 1, 2025,
the FPPC is the Filing Officer for 87200 filers;
City maintains copies only; original statements
are filed with FPPC; GC §81009(f)&(g)
City Clerk
CC -012
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 013
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 -014
FPPC Form 803 (Behested Payment Report)
7 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC
GC §81009(e)
City Clerk
CC -015
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
/ ELECTIONS
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
63 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC -3
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 /
Elections
CC -016
Campaign Filings (FPPC 400 Series Forms /
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC
GC §81009(b)&(g)
City Clerk /
Elections
CC 017
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL
CANDIDATES
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; GC
§81009(b)&(g)
City Clerk /
Elections
CC 018
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL
CANDIDATES, ELECTRONICALLY FILED -
WITH / WITHOUT Committees
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC
Campaign statements must be posted on the
City's website within 72 hours and remain on
line for 4 years; Statements filed electronically
are required for 10 years; GC §81009(b)&(g);
GC §84615
City Clerk /
Elections
CC -019
Campaign Filings (FPPC 400 Series Forms):
THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
2 years
GC §81009(f)&(g)
City Clerk /
Elections
CC -020
Campaign Filings (FPPC 400 Series Forms):
OTHER COMMITTEES (PACS - not candidate-
controlled)
7 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
2 years
GC §81009(c)&(g)
City Clerk /
Elections
CC 021
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk /
Elections
CC -022
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
64 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC -4
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 /
Elections
CC 023
Elections - GENERAL, WORKING /
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Polling Locations /
Precinct Board Members, Notices, Postings,
etc.)
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
City Clerk /
Elections
CC -024
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes the
determination of insufficiency / examines the
petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
City Clerk /
Elections
CC -025
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determinatio
n of
Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes the
determination of insufficiency / examines the
petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
City Clerk /
Elections
CC -026
Elections - Petitions (Initiative, Recall /
Referendum) IF SUFFICIENT
Results + 8
months
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
(End of Elections Section)
City Clerk
CC -027
Historical Records / Archives, Photographs, /
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag, Mfr
OD, Ppr,
S / I
Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
65 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC -5
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 -028
Minutes: City Council, Former Redevelopment
Agency, Successor Agency, Oversight Board,
Public Financing Authority (PFA) with Orange
County
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC'd & OD
GC §34090(e)
City Clerk
CC 029
Oaths of Office - City Council, Board,
Commission, Committee Members
Separation +
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC'd & OD
GC §§3105(f), 34090
City Clerk
CC -030
Ordinances
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC'd & OD
GC §34090(e)
City Clerk
CC -031
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
1 year
Mag, Ppr
Law requires 1 year for petitions; GC §50115
City Clerk /
Elections
CC 032
Prop. 218 (Property -based fees - Sewer Fees:
Protest Letters / Ballots, Tabulation
(Public Works / Utilities retains Notices /
Mailing Lists)
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §53753(e)(2)
City Clerk
CC 033
Public Records Requests / Subpoenas Duces
Tecum / Summons
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
City Clerk
CC -034
Recordings: Audio Recordings: City
Council, Former Redevelopment Agency,
Successor Agency, Oversight Board, Public
Financing Authority (PFA) with Orange County
Minimum 30
days
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 035
Recordings: Video Recordings: City
Council, Former Redevelopment Agency,
Successor Agency, Oversight Board, Public
Financing Authority (PFA) with Orange County
Minimum 5
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
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
66 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC -6
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 -036
Records Destruction Authorization Forms /
Certifications (AII Departments)
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC'd & OD
Department preference; GC §34090
City Clerk
CC -037
Records Retention Amendment Authorization
Forms
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC'd & OD
Department preference; GC §34090
City Clerk
CC 038
Secretary of State Statement of Facts /
Registry of Public Agencies
(Required of all Public Agencies whenever the
Chair changes)
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
City Clerk
CC -039
Resolutions: City Council, Former
Redevelopment Agency, Successor Agency,
Oversight Board, Public Financing Authority
(PFA) with Orange County
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC'd & OD
GC §34090(e)
City Clerk
CC 040
Tri-City Authority: Minutes and Agenda
Packets
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC'd & OD
JPA; City is the Lead in Support (Department
preference
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
67 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS -1
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 - Recreation
Applications, Waivers, Registration
(ACTIVENet)
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Community
Services
CS -002
Activity Guide / Class Guide / Program Guide,
etc.
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.
2 years
Yes:
During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd & OD
GC §34090
Community
Services
CS -004
Contracts for Performances / Instructors
Completion
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Community
Services
CS -005
Evaluations / Surveys (Program Evaluations
Recreation Evaluations or Surveys)
When No
Longer
Recuired
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 006
Facility Use Requests / Field Rentals / Facility
Use Applications / Permits / Requests
(Includes Insurance Certificates / ABC Permits
/ AED Training Certificates where appropriate)
2 years
Mag,
Mfr, Pp D,
S / I
Yes: After
QC'd & OD
GC §34090 et. seq.
Community
Services
CS -007
Heritage Committee - AGENDA PACKETS
2 years
ag,
Mfr,, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Community
Services
CS 008
Heritage Committee - AUDIO RECORDINGS
of Meetings / Audio Tapes
Minimum 30
days
Ma g
Department preference; Audio
Required for 30 days; GC §54953.5(b)
Community
Services
CS -009
Heritage Committee - MINUTES, BYLAWS
P
ag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
68 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS -2
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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
Homeless Services / North Service Planning
Area (North SPA) / Homelessness Consortium
- REFERRALS, EMERGENCY SHELTER
(Operated by the Salvation Army / PATH
(People Assisting the Homeless)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
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
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), GC §34090
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
Park Arts and Recreation Commission -
AGENDAS / STAFF REPORTS
2 years
Mag,
MfPpOD,
r
S / I
Yes: After
QC & OD
Department preference; GC §34090
Community
Services
CS -013
Park Arts and Recreation Commission -
AUDIO RECORDINGS of Meetings / Audio
Tapes
Minimum 30
days
Mag
Department preference; Audio
Required for 30 days; GC §54953.5(b)
Community
Services
CS 014
Park Arts and Recreation Commission -
MINUTES, BYLAWS
P
Mag,
MfPpOD,
r
S / I
Yes: After
QC & OD
GC §34090
Community
Services
CS 015
Permits issued by Parks & Recreation
(Approved / Unapproved) Special Event
Permits, other permitted activities in Parks
(Includes required Permits)
Expiration +
2 years
Yes:
During
Event
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
GC §34090
Community
Services
CS 016
Program Manager's Files: Activity / Special
Programs / Event Files: After -School,
Children's Programs, Gardening, Health
Programs, Sports Programs, etc. (Includes
required Permits)
IF the Content relates in a SUBSTANTIVE way
to the conduct of the public's business
Minimum 2
years
Mag,
Mfr,
PpOD,
r
S / I
Yes: After
QC'd & OD
Department preference; GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
69 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS -3
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 -017
Reports generated from Registration Database
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Content Not Substantive / Preliminary
drafts (The database is the original
record); GC §34090
Community
Services
CS 018
Rosters / Sign -in / Sign -Out Sheets for classes
/ programs
2 years
ag,
Mfr OD,
Ppr
S / I
Yes: After
QC'd & OD
GC §34090
Community
Services
CS -019
Schedules / Hours (classes / staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd & OD
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
Community
Services
CS -020
Senior Advisory Committee - AGENDAS /
STAFF REPORTS
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Community
Services
CS 021
Senior Advisory Committee - AUDIO
RECORDINGS of Meetings / Audio Tapes
Minimum 30
days
Ma g
Department preference; Audio
Required for 30 days; GC §54953.5(b)
Community
Services
CS 022
Senior Advisory Committee - MINUTES,
BYLAWS
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
GC §34090
Community
Services
CS 023
Transportation Services: Bus Pass Program,
On Call Transportation, Uber / Lyft
2 years
Mag,
MfrPprOD,
S / I
Yes: After
QC & OD
GC §34090
Community
Services
CS -024
VolunTEEN Successful Applicants
(Human Resources is Office of Record for
other Volunteers)
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion,
transfer, selection, or discharge; State
Law requires 2 -3 years; retirement
benefits is 6 years from last action; 29
CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946,
12960, 34090; 29 USC 1113
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
70 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS -4
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 -025
VolunTEEN Unsuccessful / Pending
Applicants
(Human Resources is Office of Record for
other Volunteers)
3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion,
transfer, selection, or discharge; State
Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946,
12960, 34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
71 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Page DS -1
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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).
DEVELOPMENT SERVICES / BUILDING and SAFETY
Lead Dept.
DS -001
Permit Database (SmartGov)
Indefinite
(Permanent)
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department Preference - Data is interrelated;
CBC §§ 1.8.4.3.1, 104.7, and 107.5 Building
Permits are required to be retained
Permanently, or Life of the Structure; GC
§34090, H&S §19850
Development
Services /
Building &
Safety
DS -002
Address Files / Building Permits /
Applications
P
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
CBC §§ 104.7 and 107.5; GC §34090
Development
Services /
Building &
Safety
DS -003 P
Building Plans - Finalled -
INDUSTRIAL, COMMERCIAL, MULTI-
FAMILY DWELLINGS, PLACES OF
PUBLIC ACCOMMODATION
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Development
Services /
Building &
Safety
DS -004
Building Plans - Cancelled / Withdrawn
AFTER to Building Permit Issuance
P
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Development
Services /
Building &
Safety
DS -005
Building Plans - Cancelled / Withdrawn
PRIOR to Building Permit Issuance
Upon
Cancellation
or
Withdrawal
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Development
Services /
Building &
Safety
DS -006
Building Plans - Expired
P
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Development
Services /
Building &
Safety
DS 007
Building Plans - Finalled - TENANT
IMPROVEMENTS
P
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes:
After OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
72 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Page DS -2
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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).
Development
Services /
Building &
Safety
DS -008
Building Plans - Finalled - SINGLE
FAMILY RESIDENTIAL (BEFORE
180 days
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Development
Services /
Building &
Safety
DS -009
Building Plans - Finalled - SINGLE
FAMILY RESIDENTIAL (AFTER
SmartGov Implementation)
P
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department preference (required for 180
days); CBC §§ 1.8.4.3.1, 104.7 and 107.5;
H&S §19850; GC §34090
Development
Services /
Building &
Safety
DS 010
California Building Codes / Uniform
Building Codes
Minimum
While
Ordinance is
in Force
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
GC §50022.6
Development
Services /
Building &
Safety
DS -011
Certificate of Occupancy (CofO)
P
_
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department Preference; GC §34090
Development
Services /
Building &
Safety
DS -012
Copyright Release Forms / Requests /
Permissions to Receive Copies of Plans
(to / from Architects)
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
GC §34090
Development
Services /
Building &
Safety
DS -013
Correction Notices - Building
Minimum
When
Permit is
Finalled
Mag, Mfr
OD, Ppr,
S / I
Yes:
After QC
& OD
Department Preference (Preliminary Drafts);
GC §34090
Development
Services /
Building &
Safety
DS -014
Energy Calculations
Minimum
When
Permit is
Finalled
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department Preference; GC §34090
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
73 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Page DS -3
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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).
Development
Services /
Building &
Safety
DS -015
Geotechnical / Soils Reports
P
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department Preference; GC §34090
Development
Services /
Building &
Safety
DS 016
Plan Check Comments
Minimum
When
Permit is
Finalled
Mag, Mfr,
OD, Ppr
S/I
Yes:
After QC
& OD
Department Preference (Preliminary Drafts);
GC §34090
Development
Services /
Building &
Safety
DS -017
Stop Work Notices
Minimum
When
Permit is
Finalled
Mag, Mfr,
OD, Ppr
S/I
Yes:
After QC
& OD
Department Preference (Preliminary Drafts);
GC §34090
Development
Services /
Building &
Safety
DS -018
Structural Calculations
P
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department Preference; GC §34090
DEVELOPMENT SERVICES / CODE
ENFORCEMENT
Lead Dept.
DS -019
Case Management Database (Comcate)
Indefinite
Minimum 2
years
Yes
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
Development
Services /
Code
Enforcement
DS 020
Code Enforcement / Abatement Case
Files (Includes Citations, Notice of
Violations, Photos, Recordings of noise,
Code Enforcement Complaint Letters
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr
S/I
Yes:
After QC
& OD
Department preference; GC §34090
Development
Services /
Code
Enforcement
DS -021
Notice of Violations / Code Enforcement
Citations
Minimum 2
years
Mag, Mfr,
OD, Ppr
S/I
Yes:
After QC
& OD
Department preference; GC §34090
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
74 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Page DS -4
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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).
Development
Services /
Code
Enforcement
DS -022
Privately Owned Sidewalks or Trees:
Correspondence (Notice) to Property
Owner to repair privately -owned
trees
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Department Preference; GC §34090
DEVELOPMENT SERVICES / ECONOMIC DEVELOPMENT
Development
Services /
Economic
Develop.
DS -023
Economic Development Projects
(Business Recruitment and Business
Retention)
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr
S/I
Yes:
After QC
& OD
Department preference; GC §34090
DEVELOPMENT SERVICES / FORMER REDEVELOPMENT
PROJECTS
Development
Services /
Redevelop.
DS -024
Redevelopment Plans, Redevelopment
Projects (Historical Records Only)
Send all Deeds, Easements / Rights of
Way to City Clerk
P
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department preference; GC §34090 et seq.
Development
Services /
Redevelo D.
DS -025
Redevelopment Projects (Not Historical)
10 years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department preference; GC §34090 et seq.
DEVELOPMENT SERVICES /
HOUSING
Development
Services /
Housing
DS -026
Housing Applications Rejected (First
Time Home Buyers, Life/Safety,
Rehabilitation, HOME, etc.)
5 years
I
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
GC §34090
Development
Services /
Housing
DS -027
Housing Plans: Consolidated Annual
Performance / Evaluation Review
(CAPER) / Comprehensive Housing
Affordability Strategy (CHAS) /
Consolidated Action Plan / Analysis of
Impediments to Fair Housing Choices /
Citizen Participation Plan / Action Plans,
etc.
Superseded
+ 5 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Required for 5 years; 24 CFR 91.105(h); 24
CFR 92.508(a); GC §3409
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
75 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Page DS -5
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 investirgations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Housing
DS -028
Housing Programs: Affordable Housing
Projects, HOME, Rehabilitation, CDBG-
funded Housing Projects, etc.
WITH a Recapture / Resale Restriction
Send all Deeds to the 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) & 570.502(a)(16), 982.158,
884.214; GC §34090
Development
Services /
Housing
DS -029
Housing Programs: Affordable Housing
Projects, HOME, Rehabilitation, CDBG- HUD
funded Housing Projects, etc.
WITHOUT a Recapture / Resale
Restriction
Send all Deeds to the City Clerk
Loan Pay-off
+ 5 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
requires 5 years after the agreement
terminates; Consistent with Consolidated Plan
Requirements; Required for 3-4 years from
expenditure or performance report; 2 CFR
200.334; 24 CFR 92.508(a)&(c) &
570.502(a)(16), 982.158, 884.214; , GC
§34090
DEVELOPMENT SERVICES /
PLANNING
Lead Dept.
DS -030
Permit Database (SmartGov)
Indefinite
(Permanent)
Yes
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
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
76 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Page DS -6
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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).
Development
Services /
Planning
DS -031
Planning Projects - Discretionary/
Ministerial - Approved Permanent
Entitlements / Permits
(Includes Associated CEQA Noticing,
Conditions of Approval,
Environmental Determinations, Staff
Reports, Plans, Soils Reports,
Uniform Development Application,
etc.)
Examples:
Conditional Use Permits (CUPs)
Development Permit
General Plan / General Plan
Amendments
Lot Line Adjustment
Rezones
Sign Permits
Specific Plan
Tentative Subdivision Maps / Parcels
Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P
_
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department preference; Final environmental
determinations are required to be kept a
"reasonable period of time"; 14 CCR
§15095(c); GC §34090, 34090.7
Development
Services /
Planning
DS 032
Planning Project Files - Cancelled /
Expired / Withdrawn
Minimum
Cancellation,
Expiration or
withdrawal +
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department preference (project was not
pursued by applicant); GC §34090
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
77 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Page DS -7
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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).
Development
Services /
Planning
DS -033
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
Development
Services /
Planning
DS -034
Annexations / Boundaries /
Consolidations / LAFCO
P
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department preference; GC §34090
Census
Bureau
DS -035
Census, Demographics
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
(Non -Records - Census Bureau is OFR)
Development
Services /
Planning
DS -036
Environmental Determinations:
Environmental Impact Reports (EIRs),
Negative Declarations, etc.) / CEQA -
Where Planning is the Lead
Correspondence / staff notes that
provide insight into the project / the
agency's CEQA compliance with respect
to the project
Project
Approval or
Denial
+ 2 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Not all internal communications and notes are
required to be saved; "E -mails that do not
provide insight into the project or the agency's
CEQA compliance with respect to the project
— are not within the scope of section
21167.6, subdivision (e) and need not be
retained." Golden Door Properties, LLC v.
Superior Court of San Diego County (2020) 53
Cal.App.5th 733; PRC 21167,6; GC §34090
Development
Planning
Environmental Determinations:
Environmental Impact Reports (EIRs),
Negative Declarations, Notice of
Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where
Planning is the Lead
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
Development
Planning
General Plan, Elements / Amendments /
Master Plans, Specific Plans, Land Use
Plans / Amendments; General Plan
Interpretations
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department preference; GC §34090
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
78 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Page DS -8
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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).
Development
Services /
Planning
DS -039
Historical Committee - AGENDAS /
STAFF REPORTS
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
GC §34090
Development
Services /
Planning
DS -040
Historical Committee - MINUTES
P
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
GC §34090(e)
Development
Services /
Planning
DS -041
Historical Designations / Historical
Landmarks
P
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department preference; GC §34090
Development
Services /
Planning
DS -042
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
Development
Services /
Planning
DS -043
Planning Commission - AGENDAS /
STAFF REPORTS
2 years
-
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
GC §34090
Development
Services /
Planning
DS -044
Planning Commission - MINUTES
P
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
GC §34090(e)
Development
Services /
Planning
DS -045
Pre -Applications
P
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department Preference (copies); GC §34090.7
Development
Services /
Planning
DS -046
STR Applications and Permits / Short
Term Rental Applications & Permits
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department preference (Permits are renewed
annually); GC §34090
Development
Services /
Planning
DS 047
Temporary Use Permits issued by
Planning (Approved / Unapproved) -
Christmas Tree Lots, Pumpkin Lots,
Tent Sales, etc.
Expiration +
2 years
Yes:
During
Event
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
GC §34090
Development
Services /
Planning
DS -048
Zoning Clearance Forms / Zoning
Verification Letters
P
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department Preference; GC §34090
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
79 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Page DS -9
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 investi. ations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Planning
DS -049
Zoning Maps (Historically Significant)
P
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
& OD
Department Preference; GC §34090
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
80 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -1
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years„ since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion,.
FINANCE / ADMINISTRATION
Finance /
Lead Div.
FIN -001
Financial Services Database (Oracle / Legacy
is Central Square Finance Enterprise)
Indefinite -
Minimum 5
years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Data Fields / Records are interrelated;;
GC §34090 et seq.
City Clerk
FIN 002
Audit Reports / Annual Consolidated Financial
Report (ACFR) / related Audit Opinions
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference (copies - City
Clerk is OFR); GC §§34090.7, 60200
Finance /
Admin.
FIN -003
Audit Work Papers
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090 et seq.
Finance /
Admin.
FIN 004
Bonds: Bid Bonds, Letters of Credit, Bid
Security, Permitee Bonds
Release of
Bond
OR
After Award
Decision
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Security; GC §34090
City Clerk
FIN 005
Budgets Adopted / Final
Copies -
When No
Longer
Required
Yes:
Current
Fiscal Year
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference (copies - City
Clerk is OFR); Must be filed with
County Auditor; GC §§34090.7, 60200,
53901
Finance /
Admin.
FIN -006
Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:
Current
Fiscal Year
Mag, Mfr,
ODPpr
,
S / I
Yes: After
QC & OD
Drafts / Content Not Substantive; GC
§34090 et seq.
Finance /
Admin.
FIN -007
Financial Audit Oversight Committee -
AGENDA PACKETS
2 years
Mag, Ppr
Department preference; GC §34090
Finance /
Admin.
FIN 008
Financial Audit Oversight Committee - AUDIO
RECORDINGS of Meetings / Audio Tapes
Minimum 30
days
Mag
Department preference; Audio
Required for 30 days; GC §54953.5(b)
Finance /
Admin.
FIN 009
Financial Audit Oversight Committee -
MINUTES, BYLAWS
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090(e)
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
81 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -2
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 -010
Measure U Citizen's Oversight Committee
AGENDAS / STAFF REPORTS
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090
Finance /
Admin.
FIN -011
Measure U Citizen's Oversight Committee
AUDIO RECORDINGS of Meetings / Audio
Tapes
Minimum 30
days
Mag
Department preference; Audio
Required for 30 days; GC §54953.5(b)
Finance /
Admin.
FIN 012
Measure U Citizen's Oversight Committee
MINUTES
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090(e)
Finance /
Admin.
FIN -013
Single Audits / Transportation Audits / PERS
Audit, etc.
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090 et seq.
FINANCE / BUSINESS LICENSE
Finance /
Business
License
FIN -014
_Financial Services Database (HdL)
Indefinite
Minimum 5
years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Data Fields / Records are interrelated;;
GC §34090 et seq.
Finance /
Business
License
FIN 015
Business License Applications, Registrations /
Renewals
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 016
Reports (Support for Business License):
Balance Sheets, Proof / Merge Reports, etc.
(MONTHLY / PERIODIC)
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S /I
Yes: After
QC & OD
Department preference; GC §34090
FINANCE / GENERAL ACCOUNTING
Finance /
Lead Div.
FIN 017
Financial Services Database (Oracle / Legacy
is Central Square Finance Enterprise)
Indefinite -
Minimum 5
years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Data Fields / Records are interrelated;;
GC §34090 et seq.
Finance /
Payroll
FIN 035
1095-C, 1094-C (Employer Provided Health
Insurance Offer / Coverage / Transmittal Form)
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; Instructions
state "Generally, keep copies of
information returns you filed with the
IRS or have the ability to reconstruct
the data for at least 3 years, from the
due date of the returns" GC §34090
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
82 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -3
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 018
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 -019
Accounts Payable / Invoices / Backup /
Purchase Oracles
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
5 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Required for Special Districts (may
include employee reimbursement); GC
§34090(d)(12)
Finance /
General
Accounting
FIN 020
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Lease Income, 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 et seq.
Finance /
General
Accounting
FIN 021
Bank Statements / Trustee Statements, Fiscal
Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Daily Cash
Summaries, Bank Deposits, Bank Transmittal
Advice, Cashier's Reports, Wire Transfers
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference GC §34090 et
seq. 26 CFR 31.6001-1
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
83 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -4
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 -022
Bond Official Statements / Certificates of
Participations (COPs) See Bank Statements for
statement retention.
Fully
Defeased
+ 10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; Statute of
Limitations for Bonds issued by local
governments are 10 years; IRS bond
auditing regulations state, "...material
records should generally be kept for as
long as the bonds are outstanding, plus
3 years after the final redemption date
of the bonds; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq, 337.5(a); 26
CFR 1.6001-1(e): 26 CFR § 1.148-
5(d)(6)(iii)(E); GC §43900 et seq.
Finance /
General
Accounting
FIN 023
Cash Receipts / Daily Cash Receipts / Petty
Cash / Revenue Daily Receipt Books, 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 et seq.
Finance /
General
Accounting
FIN -024
Checks / Warrant Register Report (issued)
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090 et
seq.
Finance /
General
Accounting
FIN -025
Checks / Warrants (Cashed / Returned / NSF)
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090 et
seq.
Finance /
General
Accounting
FIN 026
Escheat (Unclaimed money / uncashed
checks)
5 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After
QC & OD
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090 et seq.
Finance /
General
Accounting
FIN 027
Fixed Assets - Annual Listing (Source
Documents)
5 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After
QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090 et seq.
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
84 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -5
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 -028
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 "self -
enforcement"; GC§§ 34090, 60201 et
seq., 43900
Finance /
General
Accounting
FIN 029
Journal Entries / Journal Vouchers / Budget
Adjustments
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference GC §34090 et
seq., CCP § 337
Finance /
General
Accounting
FIN -030
Reports, Subsidiary Ledgers, Reconciliations,
Registers, Transaction Histories, Balance
Sheets, etc. (MONTHLY / PERIODIC)
Does NOT include year-end General Ledger.
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Transitory records not retained in the
ordinary course of business; Financial
system can re-create reports
accurately; GC §34090 et seq.
Finance /
General
Accounting
FIN 031
Reports: Annual State / Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; Meets auditing
standards; GC §34090 et seq.
City Clerk
FIN 032
Treasurer's Reports / Quarterly Budget Reports
(to Council - Copies)
Copies -
When No
Longer
Recuired
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference (Copies); GC
§§34090.7, 60200
Finance /
General
Accountinc
FIN 033
W 9s
Vendor
Inactive + 5
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Meets IRS auditing standards; GC
§34090 et seq.
FINANCE / PAYROLL
Lead Dept.
FIN -034
_Human Resources & Payroll Database (UKG)
Indefinite
Minimum 5
years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Data Fields / Records are interrelated;;
GC §34090 et seq.
Finance /
Payroll
FIN -036
CaIPERS Reports - Annual Valuation Reports,
Actuarial Valuation Reports
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
85 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -6
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 -037
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 038
Deferred Compensation (City Statements)
5 years
Mag, Mfr,
OD, Ppr
S / l
Yes: After
QC & OD
Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Finance /
Payroll
FIN -039
Payroll File (By Employee Name)
Includes payroll forms
Separation +
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; 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; GC §34090
Finance /
Payroll
FIN -040
Payroll Reports - Periodic (includes Deduction
Registers, Leave Registers, Time Transaction
Reports, etc.)
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
Finance /
Payroll
FIN 041
Time Sheets / Time Cards / Overtime Sheets /
Overtime Cards
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
Finance /
Payroll
FIN 042
W 2's
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
86 Ver. 3.0 RECORDS RETENTION SCHEDULE: FIRE AND LIFE SAFETY Page FR -1
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years„ since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion,.
FIRE AND LIFE SAFETY / ADMINISTRATION
Fire and Life
Safety /
Admin.
FR -001
ISO Insurance Ratings
15 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference (rated every 10
years); GC §34090
Fire and Life
Safety /
Admin.
FR -002
Monthly Statistical Reports / Run Statistics
When No
Longer
Recuired
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Considered a preliminary draft / copy
(the Fire database is the original); GC
§34090 et seq.
Fire and Life
Safety /
Admin.
FR 003
PPE Checklists (Personal Protective
Equipment Checklists)
3 years
Mag, Mfr
OD, Ppr',
S / I
Yes: After
QC & OD
Department preference; GC §34090
Fire and Life
Safety /
Admin.
FR 004
Programs / Projects (e.g., CPR Program,
Open House, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; GC § 34090 et
seq.
Fire and Life
Safety /
Admin.
FR 005
Ride A Long Waivers
2 years
Mag, Mfr,
OD, Ppr'
S / I
Yes: After
QC & OD
GC §34090
FIRE AND LIFE SAFETY / FIRE MARSHAL / COMMUNITY
RISK
REDUCTION
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR 006
Fire Incident Database - Inspections / Fire
Prevention
Indefinite -
Permanent
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
CFC §§ 1.8.4.3.1, 104.7; CBC § 107.5;
H&S §19850; GC §34090
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR -007
Invoices for Fire Prevention Services
(produced in First Due)
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; meets
municipal government auditing
standards; GC §34090
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
87 Ver. 3.0 RECORDS RETENTION SCHEDULE: FIRE AND LIFE SAFETY Page FR -2
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years„ since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion,.
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR -008
Permit Database - Includes Fire Permits
Indefinite -
Permanent
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
CFC § 104.7; GC §34090
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR -009
Fire Code Books
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR -010
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Fires, Modification /
Alternative Methods / Materials / Citations
/ Notice of Violations
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Loncer
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
CFC § 104.7; GC §34090
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR -011
Fire Plans / Fire Sprinkler, Fire Safety Plans
(Final, Approved by the Fire Department
Only)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Loncer
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
CFC §§ 1.8.4.3.1, 104.7; CBC § 107.5;
H&S §19850; GC §34090
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR 012
Fire Prevention Programs (Fire Prevention
Week, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; GC § 34090 et
seq.
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
88 Ver. 3.0 RECORDS RETENTION SCHEDULE: FIRE AND LIFE SAFETY Page FR -3
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years„ since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion,.
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR -013
Fire suppression / detection reports: alarm,
hood, sprinkler, hydrant, / stand pipe reports
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Certain Property Owners are required to
test and certify every 5 years; GC
§34090
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR -014
Permits: Fire Code Permits / Special Event
Permits (assembly permits, burn permits,
candle permits, fireworks permits, tent
permits, open flame, etc.)
Expiration of
Permit + 2
years
Yes: Before
Event
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
CFC § 104.7; GC §34090
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR 015
Permits: Fire Operational Permits (Long-
term operations): High Piled Storage,
Sprinkler Plans, etc.
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Loncer
Yes: Before
Event
Mag, Mfr
OD, Ppr,
S / I
Yes: After
QC & OD
CFC §§ 1.8.4.3.1, 104.7; CBC § 107.5;
H&S §19850; GC §34090
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR 016
Public Information / Education (when
produced internally)
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090
FIRE AND LIFE SAFETY / OPERATIONS
/ SUPPRESSION
Fire and Life
Safety / Ops
FR 017
Fire Incident Database - PCRs / ePCRs / /
Patient Care Reports
Indefinite -
Minimum 20
years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
CFC §§ 1.8.4.3.1, 104.7; CBC § 107.5;
H&S §19850; GC §34090
Fire and Life
Safety / Ops
FR 018
Fire Operations / Equipment Database
Indefinite -
Life of the
Ecuipment
Yes
Mag, Mfr
OD, Ppr,
S / I
Yes: After
QC & OD
Data is interrelated; GC §34090 et seq.
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
89 Ver. 3.0 RECORDS RETENTION SCHEDULE: FIRE AND LIFE SAFETY Page FR -4
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years„ since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion,.
Fire and Life
Safety / Ops
FR -019
Fire Investigations - Arson NOT Resulting
in Great Bodily Injury
6 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; statute of
limitations on prosecution is 6 years; PC
§ §800, 801; GC §34090 et seq.
Fire and Life
Safety / Ops
FR 020
Fire Investigations - Arson Resulting in
Great Bodily Injury / Capital Crimes Only
P
Mag, Mfr
OD, Ppr,
S / I
Yes: After
QC & OD
Department preference; no statute of
limitations on prosecution; PC § §800,
801; GC §34090 et seq.
Fire and Life
Safety / Ops
FR 021
Fire Investigations - OTHER Than Arson /
Capital Crimes
Minimum 5
years
Mag, Mfr
OD, Ppr,
S / I
Yes: After
QC & OD
Department preference; CFC §106.4,
GC §34090 et seq.
Fire and Life
Safety / Ops
FR 022
Fire Station Inspection Reports
3 years
Mag, Mfr
OD, Ppr',
S / I
Yes: After
QC & OD
Department preference; GC §34090
Fire and Life
Safety / Ops
FR -023
Pre -Fire Plans / Map Books / Supplemental
Map Books
When
Superseded
Mag, Mfr
OD, Ppr,
S / I
Yes: After
QC & OD
GC §34090 et seq.
Fire and Life
Safety / Ops
FR 024
Station Log Books / Red Books
Minimum 2
years
Mag, Mfr
OD, Ppr',
S / I
Yes: After
QC & OD
Department Preference; GC §34090
FIRE AND LIFE SAFETY / TRAINING
Fire and Life
Safety /
Training
FR 025
Training Database (Vector Solutions)
Required Information for all Employee
Training (if records are created):
Employee Name
Training Provider's Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Indefinite -
Minimum
Separation +
5 years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Data is interrelated; GC §34090 et seq.
LC §1198.5
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
90 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -1
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years„ since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATIVE SERVICES / HUMAN RESOURCES
Human
Resources
HR 001
Human Resources Database / ERP
Database (UKG)
Indefinite -
Minimum
Separation +
6 years
Yes
ag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Data Fields / Records are interrelated;
Contains original Personnel Action
Entries; 26 CFR 31-6001-1; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 53237.2(b), LC
§1198.5
Human
Resources
HR -002
Benefit Plan Documents (CaIPERS, Dental,
Vision, etc.)
Duration of
the Contract +
6 years
Yes: For
Duration of
Contract
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 4 years
after personnel actions; 29 CFR
1627.3(b)(1)(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 / 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 / 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
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
91 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -2
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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)
Excludes Police
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr,
PpOD,
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
DE -34 (California EDD Report of New
Employees)
5 years
ag,
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 -008
Deferred Compensation (City Statements)
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Human
Resources
HR 009
DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC
§34090
Human
Resources
HR -010
EDD Claims / Forms (Employment
Development Department) / Unemployment
Claims
Close + 5
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
Human
Resources
HR 010
EEO -4 Reports
3 years
ag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
29 CFR 1602.30; 29 CFR 1602.31, 29
CFR 1602.32; GC §34090, 60201
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
92 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -3
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 -011
Employee Investigations
Excludes Police
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
State Law requires 4 years; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State
Law requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Human
Resources
HR -012
Employee Notifications: Know Your Rights,
Emergency Contact for Workplace Arrest or
Detentions, etc.
3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
GC §34090; LC §1553(e)
Human
Resources
HR -013
Grievances (EMPLOYEE — excludes Police)
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
State Law requires 4 years;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105, 12946,
12960, 34090; LC §1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
Human
Resources
HR 014
I -9s
Separation +
3 years
Mag,
Mfr, OD,
r
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"; 8 CFR 274a.2; 29 CFR
1627.3(b)(1); GC §§12946, 12960, 34090
Human
Resources
HR -015
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 016
Labor Relations / Negotiation Notes (MOUs,
side letters, grievances filed by the
association, PERB filings, mediation,
arbitration, etc.)
6 years
Mag,
Mfr, pOD,
S / I
Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
93 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -4
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 -017
Litigation Employee Related
Final Settlement, Records with
Significant Historical Value
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Human
Resources
HR 018
Litigation - Employee Related
OTHER than Final Settlement, Records
with Significant Historical Value)
Minimum
Final
Resolution +
4 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
State Law requires 4 years; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; 29 CFR
1602.31 & 1627.3(b)(1), GC §§12946,
12960, 34090;
Human
Resources
HR -019
OSHA Citations / Inspections
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
OMB 1220-0029; GC §34090; LC §6429c
Human
Resources
HR 020
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline,
Evaluations, Oath of Office, Policy
Acknowledgements, PAF / Personnel Action
Forms, Training Certificates, etc.)
Separation +
6 years
Yes: Until
Separation
a Mg,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; State Law requires
4 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; W -4s
are required four years after the due date
of such tax for the return period to which
the records relate, or the date such tax is
paid, whichever is the later. 26 CFR 31-
6001-1; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090;
53237.2(b), LC §1198.5
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
94 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -5
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 021
Personnel Files Medical File / Long Term
Disability Claims / Short Term Disability
Claims
Medical Records, Pre Employment Medical
Clearance; ADA Accommodations, Fit for
Duty, Respiratory Fit Tests, etc.
Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag'
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately;
Claims can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
Human
Resources
HR -022
Recruitment Database / NeoGov Database
5 years
Yes
Mag,
Mfr, OD,
Ppr
S / I
QC & OD Yes: After
Department preference to allow for
successful selection and hiring;; State
Law requires 4 years for employment
actions; EEOC / FLSA / ADEA (Age)
requires 1-3 years; 29 CFR 1627.3(b)(1),
29 CFR 1602.14 et seq.2 CCR 11013(c);
GC §§12946, 12960, 34090; LC §1198.5
Human
Resources
HR -023
Recruitment / Testing File
Includes Advertisements, Applications for
Unsuccessful Candidates, Backgrounds for
unsuccessful candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
/ statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.
Expiration of
Eligibility List
+ 4 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
State Law requires 4 years for
employment actions; EEOC / FLSA /
ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources
HR -024
Verification of Employment from outside
companies / Employment Verifications from
outside companies (for employee
mortgages, car purchases, etc.)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Content Not Substantive; does not pertain
to the conduct of City business; City of
San Jose v. Superior Court (2017) 2
CaI.5th 608 Jose vs. Superior Court, 5
Cal. 5th 608 (2017); GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
95 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -6
Office of
Record
(OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 025
Volunteer / Unpaid Intern Applications /
Agreements - Unsuccessful / Pending
Applicants
(except VolunTEEN Program, retained by
Community Services)
3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Human
Resources
HR -026
Volunteer / Unpaid Intern Applications /
Agreements (includes emergency contact
information) - Successful Applicants
(except VolunTEEN Program, retained by
Community Services)
Inactive /
Separation +
3 years
_
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; retirement benefits is
6 years from last action; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090; 29
USC 1113
Human
Resources
HR -027
W -4's
No Longer in
Effect + 4
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
IRS Regulation 31-6001-1 four years after
the due date of such tax for the return
period to which the records relate, or the
date such tax is paid, whichever is the
later. GC §34090; 26 CFR 31.6001-1
Human
Resources
HR 028
Workers Compensation Claims (Includes all
Accident, Incident, / Injury Reports from
Employees)
Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., 8 CCR 5144, 8
CCR 15400.2; 29 CFR 1910.1020(d)(1)(i),
GC §§12946, 12960, 34090
Human
Resources
HR -029
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
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
96 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -1
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 / ADMINISTRATIVE SERVICES / OFFICE OF THE CHIEF OF POLICE Police /
Operations
PD 001
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 /
Administrative
Services / Chief
PD -002
Community Relations Programs /
Community Outreach / Coffee with a Cop,
etc.
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
Police /
Administrative
Services / Chief
PD -003
Policies / Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies / Procedures)
Superseded +
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; GC § 34090 et
seq.
Police /
Administrative
Services / Chief
PD -004
Press Releases - Police Only
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
Police /
Services / Chief
Reports / Studies - Historical (e.g.
Administrative PD-OO5 P
Department Annual Reports)
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; GC § 34090 et
seq.
State of
California /
Department of
Justice
PD 006
Reports to State / Federal Agencies:
Report to POST Commission of peace
officer employment, compliant, finding,
disposition, / judgement pursuant to §PC
13510.9, etc.
Report of data regarding the number, type,
/ disposition of complaints made against its
officers
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Entered Directly into POST & DOJ's
portals (a State record)
Police /
Administrative
Services / Chief
PD -007
Veterans Advisory Committee - AGENDAS
AND STAFF REPORTS
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Police /
Administrative
Services / Chief
PD 008
Veterans Advisory Committee - AUDIO
RECORDINGS of Meetings / Audio Tapes
Minimum 30
days
Mag
Department preference; Audio
Required for 30 days; GC §54953.5(b)
Police /
Administrative
Services / Chief
PD -009 P
Veterans Advisory Committee - MINUTES,
BYLAWS
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
97 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -2
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 / ADMINISTRATIVE SERVICES / DETECTIVES
State of
California / ABC
PD 010
Alcoholic Beverage Control Licenses /
Permits / ABC Permit Applications
When No
Longer
Rec uired
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Not a City record
Police /
Administrative
Services /
Detectives
PD -011
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 /
Administrative
Services /
Detectives
PD 012
Detectives Investigation Files / Arrest Files
Transferred
into Record's
Crime Report
Files
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Transfer all Official Reports to Records
to be placed in the Crime Report Files.
Police /
Administrative
Services /
Detectives
PD -013
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 /
Administrative
Services /
Detectives
PD 014
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 /
Administrative
Services /
Detectives
PD -015
Registrants: Gang Adults- Shared Gang
Databases / Written Attestations / CalGang
5 years After
Last Reset
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
11 CCR 773.8; 11 CCR 774.7 GC
§34090
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
98 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -3
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 /
Administrative
Services /
Detectives
PD -016
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 /
Administrative
Services /
Detectives
PD -017
Registrants: Gang Juveniles - Shared
Gang Databases / Written Attestations /
CalGang
3 years After
Last Reset
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
11 CCR 774; 11 CCR 774.7 GC
§34090
POLICE / ADMINISTRATIVE SERVICES / PROFESSIONAL STANDARDS Police /
Administrative
Services /
Professional
Standards
PD 018
Background Files Successful Employee
Applicants / Volunteers (Police
Department Employees, including
Explorers, Reserves; Excludes Dispatchers)
Upon
Separation,
Transfer
Human
Resources
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)(1)(i), 29 CFR 1602.14; GC
§§12946, 12960, 34090; 29 USC 1113
Police /
Administrative
Services /
Professional
Standards
PD 019
Background Files Unsuccessful
Employee Applicants / Volunteers (Police
Department Employees, including
Explorers, Reserves; Excludes Dispatchers)
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)(1)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Administrative
Services /
Professional
Standards
PD -020
CCW Applications / Renewals (Carry
Concealed Weapon Applications / Permits)
- UNSUCCESSFUL / DENIED
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; GC § 34090 et
seq.
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
99 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -4
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 /
Administrative
Services /
Professional
Standards
PD -021
CCW Applications / Renewals (Carry
Concealed Weapon Applications / Permits)
- SUCCESSFUL / APPROVED
Expiration + 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; GC § 34090 et
seq.
Police /
Administrative
Services /
Professional
Standards
PD -022
Complaints - 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 /
Administrative
Services /
Professional
Standards
PD -023
Complaints - Internal Affairs Investigations
WITH Sustained Finding of Misconduct
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
PC §§832.5(b), 832.7; GC§ 34090
Police /
Administrative
Services /
Professional
Standards
PD 024
Reviews: On -Duty Traffic Accidents, Use
of Force, Vehicle Pursuits - Not as a result
of a complaint from a member of the
public
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §§12946,
12960, 34090
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
100
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -5
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 /
Administrative
Services /
Professional
Standards
PD -025
Training - Department Training Records -
EMPLOYEE FILE
Training Certificates / Training Records
Required Information for all Employee
Training (if records are created):
Employee Name
Training Provider's Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Upon
Separation,
Transfer
Human
Resources
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) LC
§1198.5
Police /
Administrative
Services /
Professional
Standards
PD -026
Training Presented by Staff - COURSE
RECORDS
(Attendance Rosters / Sign -in Sheets,
Outlines / Materials; includes Ethics, Fiscal
& Financial, Harassment, Workplace
Violence, Safety Training, Tailgates)
Minimum 5
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Rosters are sent to POST; OSHA
requires safety, Ethics, Fiscal and
Financial, Harassment & Workplace
Violence training 5 years;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 8 CCR §3203 et seq.,
29 CFR 1602.31 ; LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b); LC §6401.9(f)
Police /
Administrative
Services /
Professional
Standards
PD -027
Weapons Inventory: Department -owned
weapons, personal weapons, alternate
weapons, secondary handguns, etc.
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
101
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -6
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 / ADMINISTRATIVE SERVICES / PROPERTY and EVIDENCE Police /
Administrative
Services /
Property &
Evidence
PD 028
Property / Evidence Database
Indefinite-
Follows the
Retention of
the Evidence
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference (data is
interrelated); GC §34090
Police /
Administrative
Services /
Property &
Evidence
PD -029
Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090
Police /
Administrative
Services /
Property &
Evidence
PD -030
Gun / Narcotics Destruction Log
(Documents related to)
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
Police /
Administrative
Services /
Property &
Evidence
PD -031
Property / Evidence Logs / Destruction
Authorizations
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
Police /
Administrative
Services /
Property &
Evidence
PD -032
Safekeeping: Lost / Found Property
(Documents related to)
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
POLICE / OPERATIONS (Explorers, Patrol, School Resource, SWAT, Temporary Holding Facility, Traffic)
Police /
Operations
PD -033
Citizens Academy Applications
2 years
I
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090 et seq.
Police /
Operations
PD -034
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.
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
102
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -7
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 -035
PAS Device Calibration Logs
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090 et seq.
Police /
Operations
PD 036
Patrol Briefing Log
When No
Longer
Rec uired
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Preliminary drafts (the timecard /
timesheet is the final); GC §34090 et
seq.
Police /
Operations
PD 037
Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Preliminary drafts (the timecard /
timesheet is the final); GC §34090 et
seq.
Police /
Operations
PD -038
Recordings: Automated License Plate
Readers (ALPR)
When No
Longer
Rec uired
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq, CC
§1798.90.53(b)(2)(G);
Police /
Operations
PD -039
Recordings: Video Recordings -
Temporary Holding CeII (Juveniles /
Adults)
1 year
Mag
Records regular and ongoing
operations; GC §34090.6 et seq,
Police /
Operations
PD -040
Ride -A -Long Waiver Form
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090 et seq.
Police /
Operations
PD -041
Speedometer Calibration Logs
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090 et seq.
Police /
Operations
PD 042
Traffic Control: Radar Calibration Records
Life of the
Ecuipment
Mag, Mfr
OD, Ppr,
S / I
Yes: After
QC & OD
Department preference; GC §34090 et
seq.
Police /
Operations
PD -043
Traffic Control: Radar Trailer Surveys, etc.
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090 et seq.
POLICE / RECORDS
Police / Records
PD -044
RMS Database
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
State of
California / CHP
PD -045
CHP Forms: Pursuit Report (CHP 187A),
Vehicle Report (CHP 180), etc. that are not
filed with Crime Report
2 years
Mag,
Entered Directly into CHP's portal (a
State record)
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
103
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -8
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation
complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / Records
PD -046
Citations / Notice of Violations / Citation
Database (Parking, Traffic, Marijuana /
Cannabis), Animal, Code Enforcement,
Administrative Citations (Includes requests
for dismissals, cancellations, / appeals.
2 years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090 et seq.
Police / Records
PD -047
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 / Records
PD -048
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 / Records
PD -049
CRIME REPORTS / SEALED RECORDS:
Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order (Subject
26 years old /
Sealing Date +
5 years)
Yes
Mag, Mfr,
OD, Ppr
S/M/I
Yes: After
QC & OD
W&I §§389(a), 781(d), GC §34090;
Police / Records
PD 050
CRIME REPORTS:
Lost / Stolen Firearms entered into
CLETS (if not Permanent Retention)
Until Found or
Recovered
I
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 / Records
PD -051
CRIME REPORTS:
ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), / Sexual Assault (Rape),
Arson (Suspected / Undetermined)
P
Yes
Mag, Mfr,
OD, Ppr
S/M/I
Yes: After
QC & OD
Department Preference; DOJ retains
CACI (Child Abuse Central Index)
information for adults 100 years; Most
have no limitations on commencement
of action; PC §§ 261, 286, 288, 288a,
288.5, 289, 289.5, and 799; 803(h),
11169 et seq.; 11170(a); WIC 707(b)
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
104
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -9
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation
complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / Records
PD -052
CRIME REPORTS:
Child Abuse / Neglect Investigation Reports
- Unsubstantiated / Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr
S/M/I
Yes: After
QC & OD
PC §§11169(c),11170(a)(3)
Police / Records
PD -053
CRIME REPORTS:
Except those specifically mentioned in
the schedule (ALL Others, Including
Felonies / Misdemeanors)
Minimum 10
years
Yes
Mag, Mfr,
OD, Ppr
S/M/I
Yes: After
QC & OD
Department Preference; Provided there
are no outstanding warrants,
unrecovered identifiable items, criminal
deaths, they are not historically
significant, and it is not classified under
PC §800 & 290; Stat. of Limit. is 2 yrs;
Destroy juvenile marijuana after age18;
H&S §11361.5, GC §34090, PC §802,
PC §§187, 800 et seq.
Police / Records
PD -054
CRIME REPORTS:
Misdemeanor / Infraction - Adult
Marijuana / Cannabis - HS
§11357(b)(c)(d)(e) / HS §11360(b) (with
procedure in HS §11361.5) - Except those
with outstanding stolen property, including
firearms, / lost firearms
Conviction or
Arrest (If No
Conviction) +
2 years
Yes:
Before
Disposition
Mag, Mfr,
OD, Ppr
S/M/I
Yes: After
QC & OD
("Shall" Destroy); GC §§68152(c)(8);
H&S §11361.5
Police / Records
PD 055
CRIME REPORTS:
Misdemeanor / Infraction - Juvenile
Marijuana / Cannabis - HS §11357(E) -
Except those with outstanding stolen
property, including firearms, / lost firearms
2 years or
Juvenile 18
years old
Yes:
Before
Disposition
Mag, Mfr,
OD, Ppr
S/M/I
Yes: After
QC & OD
If no subsequent conviction ("Shall"
Destroy); H&S §11361.5
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
105
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -10
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation
complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / Records
PD -056
CRIME REPORTS:
Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes:
Before
Disposition
Mag, Mfr,
OD, Ppr
S/M/I
Yes: After
QC & OD
Department Preference; GC §34090
Police / Records
PD 057
CRIME REPORTS:
Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, / lost firearms
Date of Arrest
+ 3 years
Yes:
Before
Disposition
Mag, Mfr,
OD, Ppr
S/M/I
Yes: After
QC & OD
Individual petitions District Attorney;
Sheriff concurs that person is factually
innocent, then seals record ("Shall"
Destroy); GC §34090; PC §851.8(a)
Police / Records
PD 058
CRIME REPORTS:
Misdemeanor / Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in HS §11361.5)
Offender is 18
Years Old
Yes:
Before
Disposition
Mag, Mfr,
OD, Ppr
S/M/I
Yes: After
QC & OD
(Courts and other Agencies "Shall"
destroy); H&S§ 11361.5 et seq.,
11357(e)
Police / Records
PD 059
CRIME REPORTS:
Vacatur Relief Granted by Court - Victim of
Human Trafficking, / Victim of Intimate
Partner Violence / Sexual Violence
(Nonviolent Crimes)
Court Order +
1 year
Mag, Mfr,
OD, Ppr
S/M/I
Yes: After
QC & OD
Individual petitions Court ("Shall"
Destroy); GC §34090; PC §§236.14(k);
236.15(k)
State of
California /
Department of
Justice
PD -060
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)
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
106
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -11
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 061
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 / Records
PD -062
Holding Cell Logs, Reports & Schedule
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090 et seq.
Police / Records
PD -063
Livescan Application Forms / Logs
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
GC §34090
Police / Records
PD -064
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 / Records
PD -065
Recordings: Body -Worn Cameras —
Accidental Recordings Reviewed and
Approved for Deletion (Non-evidentiary)I
After Approval
Mag,
Department preference; consistent with
Lexipol policies (review, supervisory
authorization, and documentation
required); PC§ 832.18 et seq. GC
§34090.6 et seq.
Police / Records
PD 066
Recordings: Body -Worn Cameras — LOGS
of Access / Deletion of Data
P
Mag,
PC§ 832.18(b)(5)(E); GC §34090.6 et
seq.
Police / Records
PD-067 Evidence,
Recordings: Body -Worn Cameras - that
ARE evidence, Officer Involved
Shootings / Detention / Arrest /
Complaints
Follows
retention for
Minimum 2
years
Mag,
PC§ 832.18(b)(5)(B)&(C); GC
§34090.6 et seq.
Police / Records
PD -068
Recordings: Body -Worn Cameras - that
are NOT evidence
1 year
Mag,
Department preference (law
recommends 60 days); PC§
832.18(b)(5)(A); GC §34090.6 et seq.
Police / Records
PD 069
Recordings: Drone (Unmanned Aerial
Vehicle)
When No
Longer
Required
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police / Records
PD 070
Recordings: Video Recordings - Public
Areas / Public Activity
When No
Longer
Rec wired
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq,
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
107
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Page PD -12
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation
complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / Records
PD -071
Registrants: Arson Registrations: Adults
P'
or Death of
Registrant
Mag, Mfr,
OD, P r
p are
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
destroyed after age 25 or sealing
pursuant to W&I §781; GC §34090.7
Police / Records
PD -072
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 / Records
PD -073
Registrants: Sex Offender Registrations:
Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; After 2021,
Offenders can petition Court for
removal 10 or 20 years after offense,
provided there are no subsequent
offenses; Pursuant to PC §290 et seq.
Police / Records
PD -074
Registrants: Sex Offender Registrations:
Juveniles
P or Sealing
Date + 5 years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department Preference; After 2021,
Offenders can petition Court for
removal 10 or 20 years after offense,
provided there are no subsequent
offenses; Pursuant to PC §290 et seq.
Police / Records
PD 075
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 / Records
PD -076
STOP Source Data, Audit Log / Racial /
Identity Profiling Act (RIPA) Annual Report
3 years
Mag, Mfr,
OD, Ppr
S/M/I
Yes: After
QC & OD
Also entered into DOJ's database; 11
CCR 999.228; 11 CCR 999.229; GC
§34090
Court or District
Attorney
PD -077
Subpoenas - Civil and Criminal /
Subpoenas Duces Tecum / Personal
Appearance
2 years
Mag, Mfr,
OD, Ppr
S/I
Yes: After
QC & OD
Department preference; Court or
District Attorney records; GC §34090 et
seq.
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
108
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Page PW-1
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 JCIP, Land Development, Transportation Engineering) Lead Dept.
PW 001
Permit Database (OpenGov)
Indefinite
(Perm)
Yes
Mag,
Mfr, OD,
r
S / I
Yes: After
QC & OD
Department Preference - Data is
interrelated; Building Permits are required
to be retained Permanently, or Life of the
Structure; GC §34090, H&S §19850
Public Works /
g.
Engineering
PW-002
Assessment Districts / Special Assessment
Districts / Community Facilities Districts /
Enhanced Infrastructure Financing Districts
(EIFDs) / Landscape Districts / Street Lighting QC
Districts: FORMATION, BOUNDARIES,
ENGINEERS REPORTS
P
Mag,
OD,
Mfr, Ppr
S / I
Yes: After
& OD
Department Preference; Statute of
Limitations is 4 - 10 years (for Errors &
Omissions); §§ CCP 337. 337.1( a) ,
337.15, 343; GC §34090
Public Works /
Engineering
PW-003
Assessment Districts / Special Assessment
Districts / Community Facilities Districts /
Enhanced Infrastructure Financing Districts
(EIFDs) / Landscape Districts / Street Lighting
Districts: APPLICATIONS, PETITIONS
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
GC §34090
Public Works /
Engineering
PW-004
Benchmarks
P
ag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090
Public Works /
Engineering
PW 005
Bonds: Bid Bonds, Labor & Materials Bonds,
Performance Bonds, Payment Bonds
After Release
by the City
Engineer
9 Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Security; GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
109
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Page PW-2
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).
Lead Dept.
(Managing the
Project)
PW-006
Capital Improvement Projects (CIP):
MAINTENANCE -ONLY PROJECTS - No
Change in Infrastructure
All Final Records (Plans, RFP / Specifications /
Addenda, Successful Proposal, Change
Orders, Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference meets municipal
government auditing standards; Statute
of Limitations for Errors & Omissions not
applicable; Some grant funding agencies
require audits; Statute of Limitations:
Contracts & Spec's=4 years, CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Project)
PW-007
Capital Improvement Projects (CIP):
Administration File / Construction
Management
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Permits for Construction,
Preliminary Notices, Project Schedules, Public
Relations, Meeting Agendas / Minutes, Monthly
Reports, Notices, Real Estate Appraisals, RFIs /
RFQs , Safety. SWPPP / WPCP, etc.
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
110
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Page PW-3
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).
Lead Dept.
(Managing the
Project)
PW-008
Capital Improvement Projects (CIP):
Permanent File
Plans, RFP / Specifications / Addenda,
Successful Proposal, Change Orders, EIRs,
Negative Declarations, Categorical Exemptions,
Materials Testing Reports (Asbestos, Lead
Based Paint, etc.), Grading Permits, Hazardous
Materials, Notice of Completion, Photos,
Record Drawings Soils Reports, Studies,
Submittals, Surveys, etc.
P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Lead De t.
p
(Managing the
Project)
PW-009
Capital Improvement Projects (CIP):
Design / Construction Standards - Authored
by the City for Construction of City Infrastructure
(CIP / Land Development)
P
Ma
Mag
Mfr, OD,
Ppr
S/I
Yes: After
QC & OD
Department Preference; GC §34090
Public Works /
Engineering
PW 010
Construction Permits / Demolition Permits:
Applications, Deposits, Certificates
2 years
ag,
Mf�, OD,
Ppr
S / I
Yes: After
QC & OD
GC §34090
Lead Dept.
(Managing the
Project)
PW-011
Drawings, Maps Record Drawings, Large-
Format Drawings, Survey Record Maps,
Capital Improvement Project "As -Built"
P
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Drafts should be destroyed; GC §34090
Public Works / Until
Engineering
PW-012
Encroachment Permits: Temporary Permits
(Excavation, Street Permits, Temporary
Construction, Sidewalk Repairs, Street Cuts,
Tree Removal, Traffic Control, Transportation
Permits, Utility Cuts (Installation / Patching),
etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes:
Completion
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
GC § 34090
Public Works /
Engineering
PW-013
Encroachment Permits: Permanent (Structures
in the City's Right of Way, Retaining Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion
Mag'
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
111
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Page PW-4
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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-014
Grading Permits
P
Yes: Until
Completed
Mag'
Mfrr,,pOD'
S/I
Yes: After
QC & OD
Department Preference; GC §34090
Public Works /
Engineering
PW-015
Private Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.
Completion +
10years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I
Yes: After
QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1 a ,
( )
337.15, 343; GC §34090
Public Works /
Engineering
9 9
PW-016
Private Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical / Soil Reports / Hydrology
P Y 9Y
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.
P
Yes: Until
Completed
p
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
q p
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
City Clerk
PW-017
Recorded Documents / Real Property:
Easements, Right of Ways, Abandonments /
Vacation, Liens / Lien Releases
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Public Works /
Engineering
PW-018
Streetscape and Transportation Advisory
Commission - AGENDAS / STAFF REPORTS
2 years
Mag,
MfPpOD,
r
S / I
Yes: After
QC & OD
GC §34090
Public Works /
Engineering
PW 019
Streetscape and Transportation Advisory
Commission - MINUTES
ID
ag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
GC §34090(e)
Public Works /
Engineering
PW-020
Subdivision Maps / Parcel Maps
P
Yes (all)
ag,
Mfr, OD,
Ppr
S/I
Yes: After
QC & OD
Department Preference; GC §34090
Public Works /
Engineering
PW-021
Surveys, Record of Survey
P
Yes (all)
ag,
Mfr, OD,
Ppr
S/I
Yes: After
QC & OD
Department Preference; GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
112
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Page PW-5
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 022
Traffic Calming Requests (Speed Humps, Red
Curbs, Stop Signs, etc.)
Minimum 10
years
Mag,
MfrPprOD,
S / I
Yes: After
QC & OD
Department preference; GC §34090
Public Works or
State of
PW-023
Traffic Collision Reports / SWTRS
Copies -
When No
LonerCalifornia Recug ed
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
copies; GC §34090.7
Public Works /
Engineering
PW-024
Traffic Counts / Traffic Studies
10 years
ag,
Mfr, frOD,
Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Public Works /
Engineering
PW-025
Traffic Speed Surveys
10 years
ag,
Mfr, frOD,
Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Public Works /
Engineering
PW-026
Traffic Stop Sign Warrants
10 years
ag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Public Works /
Engineering
PW-027
Transportation Plans / Master Plans
P
ag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Public Works /
Engineering
PW-028
Underground Service Alerts (USA's) / Dig Alerts
Minimum 3
years
Mag,
Mfr, OD,
r
S / I
Yes: After
QC & OD
Department Preference; entered into
DigAlert Software the Excavator,
Operator and the Regional Notification
Center all have an obligation to retain the
notice for 3 years; GC §§4216.2(f) GC
§60201
Public Works /
Engineering
PW-029
Wide Load Permits / Oversize Load Permits
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion
ag,
Mf�, OD,
Ppr
S / I
Yes: After
QC & OD
GC § 34090
PUBLIC WORKS / ENVIRONMENTAL SERVICES (FOG,
Solid
Waste)
Public Works /
Maintenance
PW 030
FOG (Fats,
Pretreatment Annual / Quarterly Reports
Oil / Grease) Inspections / Yes: After
3 years
Mag,
Mfr, OD,
Ppr
S / I
QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
113
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Page PW-6
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 /
Environmental
Services
PW-031
Solid Waste Franchise Agreement
Management
10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090
Public Works /
Environmental
Services
PW-032
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste
Collection and Recycling) . CalRecycle Annual
Waste Diversion Report / Measure D annual
report / Form 303 report (HHW report) /
CaIREcycle Used Oil report / CaIREcycle
Bottles & Cans report, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference; SB 1383
compliance is required for 5 years; 14
CCR § 18995.2; GC §34090
Public Works /
Environmental
Services
PW-033
Solid Waste Services / Hauler Quarterly
Reports
10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090
PUBLIC WORKS / MAINTENANCE - ALL DIVISIONS EXCEPT FLEET, includes
Sewer
Collections)
Division
Providing
Service / Work
PW-034
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Division
Providing
Service / Work
PW-035
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-036
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (/ partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022
0103-DWQ; CCP §§338 et seq., 340 et
seq., 342, GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
114
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Page PW-7
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 /
PW-037
APCD / AQMD Permits - for Generators, etc.
Lead Div. 5 years
Issue Date +
ag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
40 CFR 70.6; GC §34090
Public Works /
Maintenance
PW-038
CCTV Traffic Signals, Intersection Recordings
When No
Longer
Required
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq, CC
§1798.90.53(b)(2)(G);
Public Works /
Maintenance
PW-039
CCTV Videos of Sewer Lines
5 years
ag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Public Works /
Lead Div.
PW-040
Generator Operation Logs / Inspections
5 years
ag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
APCD Rule 1470; Form 400 —E -13a
instructions; GC §34090
Public Works /
Lead Div.
PW-041
Operations / Maintenance Manuals (O&M
Manuals)
Faciety or
Equipment
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; GC §34090 et.
seq.
Public Works /
Maintenance
PW-042
Playground Inspections (both Certified
Inspections and Non -Certified Inspections).
5 years
Mag,
Mfr, OD,
r
S / I
Yes: After
QC'd & OD
Department preference, GC §34090
Public Works /
Lead Div.
PW-043
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
records of the chemical / substance / agent,
where / when it was used
30 years
Mag,
Mfr, OD,
P r
p
S / I
Yes: After
QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Maintenance
PW-044
Sanitary Spills / Overflows (SSOs)
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Required for a minimum of 5 years;
SWRCB Order 2022-0103-DWQ; 40 CFR
122.41(j)(2); GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
115
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Page PW-8
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 /
Maintenance
PW-045
Sewer Odor Complaints / Gas Detection
Results / Investigations
5 years
Mag,
Mfr, Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Public Works /
Maintenance
PW-046
Sewer System Management Plans (SSMP) /
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) / Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
P r
p
S / I
Yes: After
QC & OD
Department preference; SSMPs are
required to be retained 5 years and
updated every 6 years; SSOs are
required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB General Order
2022-0103-DWQ; GC §34090
Public Works /
Maintenance
PW-047
Spray Permits / Weed Abatement / Herbicide
Application Forms / Pesticide Application Forms
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; GC §34090; 3 CCR
6623, 40 CFR 110.3(d)
Public Works /
Maintenance
PW-048
Tree DATABASE (West Coast Arborists)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Data is interrelated; GC §34090
Public Works /
Maintenance
PW-049
Tree Maintenance, Trimming, Arborists Reports
5 years
ag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090
Public Works /
Lead Div.
PW 050
Underground Storage Tanks (USTs) Location,
Removal, Soil Remediation, Site Assessments,
Substance Compatibility Repairs, Lining,
Uocrades, etc.
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference (required for the
life of the tank); 23 CCR 2712(b), H&S
§25284.4(i); GC §34090 et. seq.
PUBLIC WORKS / FLEET MAINTENANCE
Public Works /
Equipment &
Fleet
PW-051
Fleet - Pre -Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
GC §34090; 13 CCR 1234(c)
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
116
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Page PW-9
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 /
Equipment &
Fleet
PW-052
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 /
Equipment &
Fleet
PW-053
Fleet - Used Oil Disposal Manifests
3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.
Public Works /
Equipment &
Fleet
PW-054
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 /
Equipment &
Fleet
PW-055
Inspections / Audits by the CHP (Fleet)
p
5years
Mag,
Mfr, OD,
Ppr
S/I
Yes: After
QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
q
§ 3203(b)(1); GC § 34090
Public Works /
Equipment &
Fleet
PW-056
Pressure Vessel Certifications / Permits (Air
Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference; GC §34090 et.
seq.
Public Works /
Equipment &
Fleet
PW-057
Vehicle Titles (Pink Slips)
Upon Sale of
Vehicle
Ppr
DMV record provided to new owner
PUBLIC WORKS / STORMWATER QUALITY
/ NPDES
Public Works /
NPDES
PW-058
NPDES / Stormwater Quality Compliance:
Inspections
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.
Public Works /
NPDES
PW-059
NPDES / Stormwater Quality Permits
Superseded
+ 5 years
Mag,
Mfr, OD,
r
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.
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
117
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Page PW-10
Office of
Record (OFR)
Retention No.
Records Description
Total
Retention
Vital?
Media
Options
Image:
1=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 /
NPDES
PW-060
NPDES / Stormwater Quality Reports
5 years
Mag,
Mfr,
r
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.
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
118
Agenda Item No: 1.f
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: June 16, 2026
Submitted by: Brooke Lovell
From: City Clerk
Subject:
NOTICE OF GENERAL MUNICIPAL ELECTION - NOVEMBER 3, 2026 Financial Impact:
Estimated Expense: $90,000
Budgeted: $90,000 FY 2026-27 (101002-6299)
Summary:
A General Municipal Election will be held in the City of Placentia on Tuesday, November 3, 2026. At that time, the City will hold District Elections for City Council seats in Districts 2 and 4 and elect a City Clerk at -large.
In accordance with the California Elections Code, resolutions are presented pertinent to the calling and notice of the General Municipal Election, establishing regulations for candidates' statements, and submitting a request to the Orange County Board of Supervisors for consolidation of the General Municipal Election with the Statewide Election.
Recommended Action:
It is recommended that the City Council:
1. Adopt Resolution No. R-2026-37, A Resolution of the City Council of the City of Placentia, California, Calling for and Giving Notice of a General Municipal Election to Be Held in the City of Placentia on Tuesday, November 3, 2026, for the Election of Certain Officers, and Requesting the Board of Supervisors of Orange County to Consolidate With the Statewide General Election Being Held on That Date; and
2. Adopt Resolution No. R-2026-38, a Resolution of the City Council of the City of Placentia, California, adopting regulations for candidates for elective office pertaining to candidates' statements submitted to the voters at an election to be held on Tuesday, November 3, 2026.
Strategic Plan Statement:
This action supports Strategic Goal No. 5: Organizational Excellence by ensuring the City conducts its election process in a transparent, compliant, and efficient manner.
Discussion:
The City Charter requires municipal elections be conducted in accordance with the California Elections Code. The City of Placentia is calling for a General Municipal Election to be held on 119
November 3, 2026, and will consolidate this election with the Orange County Registrar of Voters. The November 3, 2026, ballot will include three (3) elected offices: one (1) Member of the City Council from District 2, one (1) Member of the City Council from District 4, and one (1) at -large City Clerk. Each office will be for a full four-year term.
To formally call the election and authorize consolidation with the Orange County Registrar of Voters, the City Council must adopt the proposed resolutions. Staff also recommends that the City Council adopt a resolution approving 200 -word candidate statements and requiring each candidate who submits a statement to pay a deposit equal to the Registrar of Voters' cost estimate at the time of filing. Following the election, the City will either refund the candidate or invoice them for the actual pro -rata cost of printing as determined by the Registrar of Voters.
Financial Summary:
The estimate for election costs is $90,000 which has been budgeted in the Fiscal Year 2026- 27 General Legislative Budget.
Attachments
CC RES R-2026-37 - Calling a Municipal Election and Consolidating with the General Election.docx
CC RES R-2026-38 - Candidate Statements.docx
120
RESOLUTION NO. R-2026-37
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLACENTIA,
CALIFORNIA, CALLING FOR AND GIVING NOTICE OF A GENERAL
MUNICIPAL ELECTION TO BE HELD IN THE CITY OF PLACENTIA ON TUESDAY, NOVEMBER 3, 2026, FOR THE ELECTION OF CERTAIN
OFFICERS, AND REQUESTING THE BOARD OF SUPERVISORS OF
ORANGE COUNTY TO CONSOLIDATE WITH THE STATEWIDE
GENERAL ELECTION BEING HELD ON THAT DATE
A. Recitals
WHEREAS, Section 1100 of the City Charter provides that a General Municipal Election for the filling of elective offices be held in each even -numbered year on the first Tuesday, following the first Monday, in November; and
WHEREAS, the City Council consists of five Councilmembers elected from the City by districts; and
WHEREAS, Section 600 of the City Charter requires that the Councilmembers for the second and fourth districts be elected commencing in the year 2018 and in each fourth year thereafter and that the Councilmembers for the remaining districts be elected commencing in the year 2020 and in each forth year thereafter; and WHEREAS, Section 700 of the City Charter establishes that the election of the City Clerk shall be an at large election, the term of the City Clerk shall be four years, and the election shall be in conjunction with the election for two City Councilmembers; and WHEREAS, the City Council desires to call a General Municipal Election for Tuesday, November 3, 2026, (the "Election") and desires that such election be conducted by Orange County elections officials and consolidated with the statewide general election to be held on that date.
B. Resolution
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PLACENTIA DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS:
Section 1. Recitals. The City Council hereby finds and determines that the foregoing recitals are correct.
Section 2. Election. Pursuant to the requirements of the Charter, there is called and ordered to be held in the City of Placentia, California, on Tuesday, November 3, 2026, a General Municipal Election for the purpose of electing for a full term of four years (i) the member of the City Council for the Second Council District, (ii) the member of the City Council for the Fourth Council District; and (iii) a City Clerk via an at -large election. For purposes of this Election, the boundaries for the council districts shall be as established by the District Boundary Ordinance, which is on file in the Office of the City Clerk and Resolution No. R-2026-37