Agenda — Richmond City Council, March 24, 2026 (part 1 of 6)

PLEASE NOTE: HYBRID MEETING FORMAT

- SPECIAL OPEN SESSION OF THE CITY COUNCIL
- REGULAR MEETING OF THE RICHMOND CITY COUNCIL

Tuesday, March 24, 2026, 4:00 p.m.

Community Services Building
440 Civic Center Plaza
Richmond, CA 94804
Members:

Eduardo Martinez, Mayor at Large
Jamelia Brown, Councilmember District 1
Cesar Zepeda, Councilmember District 2
Doria Robinson, Vice Mayor, District 3
Soheila Bana, Councilmember District 4
Sue Wilson, Councilmember District 5
Claudia Jimenez, Councilmember District 6
NOTICE: MASKS ARE STRONGLY ENCOURAGED!!

***REGISTER TO VOTE HERE!!***
https://registertovote.ca.gov/
The last day to register to vote for the June 2, 2026, Primary Election is May 18, 2026 The last day to register to vote for the November 3, 2026, General Election is October 19, 2026 Link to City Council Agendas/Packets
http://www.ci.richmond.ca.us/4157/City-ofRichmond-Council-Meetings

HOW TO WATCH THE MEETING FROM HOME:

KCRT – Comcast Channel 28 or AT&T Uverse Channel 991.

Livestream online at http://www.ci.richmond.ca.us/3178/KCRT-Live2.

HOW TO SUBMIT PUBLIC COMMENTS:

In Person: Anyone who desires to address the City Council on items appearing on the agenda, including Open Forum, must complete and file a pink speaker’s card with the City Clerk prior to the City Council’s consideration of the item. Once the City Clerk has announced the item, no person shall be permitted to speak on the item other than those persons who have submitted their names to the City Clerk. Each speaker will be allowed up to TWO (2) MINUTES to address the City Council on NON-PUBLIC HEARING items listed on the agenda. Speakers are allowed up to THREE (3) minutes on PUBLIC HEARING items.

Via Zoom: Anyone who desires to address the City Council on items appearing on the agenda, including Open Forum, must raise their hand once public comment is open. The public speakers attending in person will be called first, followed by Zoom participants. Only those public speakers that have their hand raised once the speakers are called will be recognized.

Open Session and City Council: Please click the link below to join the webinar:
https://zoom.us/j/99312205643?pwd=MDdqNnRmS2k4ZkRTOWhlUldQOUF1Zz09

Passcode: ccmeeting

By iPhone one-tap: US: +16699006833,,99312205643# or +13462487799,,99312205643# By Telephone: Dial (for higher quality, dial a number based on your current location): US: +1 669 900 6833 or +1 346 248 7799 or +1 253 215 8782 or +1 312 626 6799 or +1 929 205 6099 or +1 301 715 8592

Webinar ID: 993 1220 5643

International numbers available: https://zoom.us/u/aehrwCgISx

To comment by video conference: click on the Participants button at the bottom of your screen and select the “Raise Your Hand” button to request to speak when Public Comment is being asked for. When called upon, press the unmute button. After the allotted time, you will then be re-muted. **

To comment by phone: you will be prompted to “Raise Your Hand” by pressing “*9” to request to speak when Public Comment is asked for. When called upon, you will be asked to unmuted by pressing *6. After the allotted time, you will then be re-muted. Instructions of how to raise your hand by phone are available at:
https://support.zoom.us/hc/en-us/articles/201362663 -Joining-a-meeting-by-phone. **

**The mayor will announce the agenda item number and open public comment when appropriate.

Via mail: received by 1:00 p.m. the day of the meeting, sent to 450 Civic Center Plaza, 3rd Floor, Office of the Clerk, Richmond, CA 94804.
3-24-26 CC MTG.
2 Via eComments: eComments are available once an agenda is published. Locate the meeting in "upcoming meetings" and click the comment bubble icon. Click on the item you wish to comment on. eComments can be submitted when the agenda is published and until the conclusion of public comments for the agenda item. Email your comment to [email protected] should you have difficulty submitting an eComment during a meeting.

Via email: to [email protected] by 1:00 p.m. the day of the meeting.

Emails MUST contain in the subject line 1) public comments – Open Session prior to Closed Session; 2) public comments – Open Forum; or 3) public comments agenda item #__ [include the agenda item number].

Properly labeled public comments will be considered a public record, put into the official meeting record, available after the meeting as supplemental materials, and will be posted as an attachment to the meeting minutes when the minutes are posted: http://www.ci.richmond.ca.us/Archive.aspx?AMID=31

The City cannot guarantee that its network and/or the site will be uninterrupted. To ensure that the City Council receives your comments, you are strongly encouraged to submit your comments in writing in advance of the meeting.

Procedures for Removing Items from the Consent Calendar: Members of the public who request to remove an item from the consent calendar must first discuss the item with a staff member by phone or a back-and- forth email discussion, and state the name of the staff member when requesting removal of the item from the consent calendar (by 2 p.m. the day of the meeting). The procedures for discussion do not apply to items sponsored by the mayor or councilmembers.

Any member of the City Council who would like to remove an item from the consent calendar must notify the appropriate staff person and the City Clerk’s Office prior to the meeting. Although members of the City Council are encouraged to ask questions and share concerns with staff ahead of the meeting, they are not required to do so.

The Clerk’s Office must be informed of any requests to remove items from the Consent Calendar. Items removed from the Consent Calendar shall be placed at the end of the agenda for consideration.

CONDUCT AT MEETINGS: Richmond City Council meetings are limited public forums during which the City strives to provide an open, safe atmosphere and promote robust public debate. Members of the public, however, must comply with state law, as well as the City’s laws and procedures and may not actually disrupt the orderly conduct of these meetings. The public, for example, may not shout or use amplifying devices, must submit comment cards and speak during their allotted time, may not create a physical disturbance, may not speak on matters unrelated to issues within the jurisdiction of the City Council or the agenda item at hand, and may not cause immediate threats to public safety.

Click here for City Harassment Policy

Accessibility for Individuals with Disabilities: Upon request, the City will provide for written agenda materials in appropriate alternative formats, or disability-related modification or accommodation, including auxiliary aids or services and sign language interpreters, to enable individuals with disabilities to participate in and 3-24-26 CC MTG.
3 provide comments at/related to public meetings. Please submit a request, including your name, phone number and/or email address, and a description of the modification, accommodation, auxiliary aid, service or alternative format requested at least two days before the meeting. Requests should be emailed to [email protected] or submitted by phone at 510-620-6513, ext. 9, or 510-620-6509.

Requests made by mail to City Clerk’s Office, City Council meeting, 450 Civic Center Plaza, Richmond, CA 94804 must be received at least two days before the meeting. Requests will be granted whenever possible and resolved in favor of accessibility.

Unless otherwise noted in an agenda description, all actions taken by the Council include a determination that CEQA does not apply (i.e., the action is not a project and therefore exempt from CEQA).

Disclaimer: The City Clerk's Office translates agendas to enhance public access. Translated agendas are provided as a courtesy and do not constitute legal notice of the meeting or items to be discussed. In case of discrepancy, the English agenda will prevail.

Pages
3-24-26 CC MTG.
4 A. SPECIAL OPEN SESSION TO HEAR PUBLIC COMMENT BEFORE CLOSED

SESSION
4:00 p.m.

B. ROLL CALL
C. CLOSED SESSION
C.1 CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (paragraph (1) of Subdivision [d] of Government Code Section 54956.9) • Dorn v. City of Richmond
• Jackson v. City of Richmond
C.2 CONFERENCE WITH LABOR NEGOTIATORS (Government Code Section 54957.6)
Agency Representatives: Sharrone Taylor, Jack Hughes, and Lisa Charbonneau
•
Employee organizations:

1. SEIU Local 1021 Full Time Unit and Part Time Unit

2. IFPTE Local 21 Mid-Level Management Unit and Executive Management Units

3. Richmond Police Officers Association RPOA

4. Richmond Police Management Association RPMA

5. IAFF Local 188

6. Richmond Fire Management Association RFMA
C.3 CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Government Code Section 54956.8)
Property: 1414 Harbour Way South
Agency Negotiator: Lina Velasco (Community Development Director), Emily Combs (Finance Director), Dave Aleshire (Special Counsel) Negotiating Parties: Orton Entertainment, LLC
Under Negotiation: Price, Terms of Payment
•
D. PUBLIC COMMENT BEFORE CLOSED SESSION (limited to items on the Closed Session agenda only)
E. ADJOURN TO CLOSED SESSION
________________________________________________________ 3-24-26 CC MTG.
5 F. REGULAR MEETING OF THE RICHMOND CITY COUNCIL
6:00 p.m.

G. PLEDGE OF ALLEGIANCE
H. ROLL CALL
I. STATEMENT OF CONFLICT OF INTEREST
J. AGENDA REVIEW
K. REPORT FROM THE CITY ATTORNEY OF FINAL DECISIONS MADE DURING

CLOSED SESSION
L. REPORT FROM THE CITY MANAGER (public comment allowed under Open Forum) M. OPEN FORUM FOR PUBLIC COMMENT
(public comment on items that remain on the Consent Calendar or items not on the agenda - limited to 2 minutes unless otherwise specified - Back and forth dialogue with the Council is prohibited)
N. CITY COUNCIL CONSENT CALENDAR
(All items placed under the Consent Calendar are considered to be routine and noncontroversial. These items will be enacted upon together with a motion and second, without discussion, of any member of the City Council, and each item shall be deemed to have received the action recommended.)
N.1 City Attorney's Office
N.1.a Contract with Bill Whalen and Associates to Conduct Confidential Investigations
12 APPROVE a contract with Bill Whalen and Associates to conduct confidential investigations for the Community Police Review Commission in an amount not to exceed $100,000, for the term of February 1, 2026, through June 30, 2026 – Community Police Review Commission (Alex Seraphin 510-620-5505/Shannon Moore 510-620-6509).

N.2 City Clerk's Office
N.2.a Records Retention and Destruction Schedule Update 64 ADOPT a resolution to make updates to the City-wide Records Retention and Destruction Schedules, excluding the Police Department which will be brought back to City Council for adoption at a later date – City Clerk’s Office (Pamela Christian 510-620-6513).

N.2.b City Council Minutes 169
APPROVE the minutes of the February 24 and March 3, 2026, Regular City Council meetings - City Clerk's Office (Pamela Christian 510-620-6513).
3-24-26 CC MTG.
6 N.3 City Council
N.3.a Create and Implement Blue Envelope Program in Richmond 188 DIRECT the city manager or their designee to create and implement a Blue Envelope Program for residents, including a promotional campaign to inform police officers and first responders of the new program and how to participate; staff will provide a presentation to the council once the program is up and running - Councilmember Cesar Zepeda (510-620-6593). This item was continued from the March 3, and March 17, 2026, meetings.

N.3.b Stop Iran War Resolution 191
ADOPT a resolution opposing the U.S. war on Iran, condemning attacks by the United States and Israel on civilians and civilian infrastructure in Iran, calling for immediate de-escalation and diplomacy, urging Congress to exercise its constitutional war powers, and calling for an arms embargo on Israel - Councilmember Soheila Bana (510-672-3490).

N.3.c Establishing a Commitment to Caste Equity and the Prevention of Caste-Based Discrimination
199
ADOPT a resolution that establishes a commitment to caste equity and the prevention of caste-based discrimination and DIRECT the City Attorney’s Office to add caste as a protected category under Richmond Municipal Code Chapter 3.58.060(a)(3) to be included within the purview of the City’s Human Rights and Human Relations Commission, and RETURN to City Council for approval within 45 days - Councilmembers Soheila Bana (510-672-3490), Jamelia Brown (510-412-2050), and Sue Wilson (510-609-2111).

N.3.d Change Cesar Chavez Day to United Farm Workers Day 204 ADOPT a resolution that directs staff to update the City’s holiday schedule to reflect “United Farm Workers Day” instead of Cesar Chavez Day and DIRECT staff to bring a future agenda item to have further discussion around sexual harassment, sexual abuse, and sexual assault and the urgent need to protect and support survivors - Councilmember Cesar Zepeda (510-620-6593).
3-24-26 CC MTG.
7 N.4 Community Development
N.4.a Ordinance Rezoning the John Haley Studio at 771 Ocean Avenue 209 ADOPT an ordinance (second reading) rezoning to add a -L, Landmark Overlay District to the RL1 base zoning district to the John Haley Studio/House located at 771 Ocean Avenue, Richmond, CA 94801 for the purpose of listing the property on the Richmond Historic Register - Community Development Department (Lina Velasco/Avery Stark 510-620-6714).

N.5 Mayor's Office
N.5.a Proclamation for American Muslim Appreciation and Awareness Month
328
PROCLAMATION recognizing April as American Muslim Appreciation and Awareness Month in the City of Richmond – Mayor’s Office (Mayor Eduardo Martinez 510-620-6503) and Councilmember Soheila Bana (510-672-3490).

N.5.b Appointment of Kaelen Van Cura to the Arts & Culture Commission 332 APPOINT Kaelen Van Cura to the Arts and Culture Commission with the term that expires on January 31, 2030 – Mayor’s Office (Mayor Eduardo Martinez 510-620-6503)
N.5.c Reappointment of Ben Kellman to the Design Review Board 335 REAPPOINT Ben Kellman to the Design Review Board with a term that expires on March 17, 2028 – Mayor’s Office (Mayor Eduardo Martinez 510-620-6503)
N.5.d Appointment of Asfar Ali to the Economic Development Commission 338 APPOINT Asfar Ali to a vacant seat on the Economic Development Commission with a term that expires on March 30, 2029 – Mayor’s Office (Mayor Eduardo Martinez 510-620-6503)
N.5.e Appointment to Florence Wiley for the Macdonald Avenue Corridor Task Force
341
APPOINT Florence Wiley to the Macdonald Avenue Corridor Task Force with a term that expires on December 31, 2026 – Mayor’s Office (Mayor Eduardo Martinez 510-620-6503)
N.5.f Appointment of Vivian Gomez to the Recreation and Parks Commission
344
APPOINT Vivian Gomez to the Recreation and Parks Commission with a term that expires on October 26, 2029– Mayor’s Office (Mayor Eduardo Martinez 510-620-6503)
3-24-26 CC MTG.
8 N.5.g Appointment of Michelle Bailey-Vaughn to the RFCY Oversight Board 347 APPOINT Michelle Bailey-Vaughn to the RFCY Oversight Board with the term that expires on December 2, 2028 – Mayor’s Office (Mayor Eduardo Martinez 510-620-6503)
N.5.h Appointment Gabriel Saeyang to the Richmond Youth Council 352 APPOINT Gabriel Saeyang to an unexpired term on the Richmond Youth Council, term expires on October 1, 2026 – Mayor’s Office (Mayor Eduardo Martinez 510-620-6503)
N.5.i APPOINT Diana Benitez to the Planning Commission 355 APPOINT Diana Benitez to the Planning Commission with a term that expires on June 30, 2028 – Mayor’s Office (Mayor Eduardo Martinez 510-620-6503)
N.6 Public Works
N.6.a Construction Agreement with Azul Works Inc. for the Shields-Reid Park and Community Center Projects
358
ADOPT a resolution to APPROVE a second amendment to the construction agreement with Azul Works, Inc. to increase the not-to- exceed amount by $400,000, for a revised not-to-exceed total contract amount of $5,297,064.31, to complete maintenance-related improvements to the Shields-Reid Community Center as part of the Shields-Reid Park and Community Center Project – Public Works Department (Darcie DeLashmutt 510-672-3944/Robert Armijo 510- 620-5477).

N.6.b Accept the 2024 Paving Project – Slurry Seal as Complete 437 ADOPT a resolution to ACCEPT the 2024 Paving Project – Slurry Seal as complete; DIRECT the city clerk to record the Notice of Completion with the Contra Costa County Recorder; and
AUTHORIZE the release of the contractor’s bonds and retention payment – Public Works Department (Dan Santos 620-6645/Robert Armijo 620-5477).

N.6.c Contract with Enterprise Rent-A-Car for Passenger Van Rentals Supporting Recreation Programs
452
APPROVE a contract with Enterprise Rent-A-Car in an amount not- to-exceed $90,000 to cover outstanding passenger van rental invoices from July 1, 2025, to present and projected van rental costs through June 30, 2026, for Recreation programming – Public Works Department/Community Services Department (Daniel Chavarria 510- 620-5478/Darin Fitzpatrick 510-231-3044).
3-24-26 CC MTG.
9 O. BUDGET SESSION
O.1 Charter Article 15 Review – Richmond Fund for Children and Youth Review 480 RECEIVE a presentation on Article 15 of the Charter regarding the Richmond Fund for Children and Youth and PROVIDE DIRECTION regarding renewal provisions and options – City Manager’s Office/Finance Department (Shasa Curl/Patrick Seals 510-620-6512/Emily Combs/Antonio Banuelos 510-620- 6542).

P. PUBLIC HEARINGS
P.1 2025 California Fire Code with Local Amendments and 2025 California Wildland-Urban Interface with Local Amendments
839
HOLD a public hearing to INTRODUCE an ordinance (first reading) amending the Richmond Municipal Code (RMC) Article VIII (Fire) Chapter 8.16 (Fire Prevention Code) to adopt the 2025 California Fire Code with local amendments and to adopt the 2025 California Wildland-Urban Interface Code with local amendments – Fire Department (Chief Aaron Osorio 510-307- 8021/Fire Marshal Dante J. Wiley 510-307-8090).

Q. STUDY AND ACTION SESSION
Q.1 Update Regarding the City’s Ongoing and Planned Efforts Related to Immigration Enforcement Actions
1071
RECEIVE an initial report regarding the City’s ongoing and planned efforts related to safeguarding residents from federal civil immigration enforcement actions, including U.S. Customs and Immigration Enforcement (ICE) raids – City Manager’s Office/City Attorney’s Office (Shasa Curl/Shannon Moore 510- 620-6512). This item was continued from the March 3, and March 17, 2026, meetings.

Q.2 Cheese Park (La Moine Park) Improvements—Permanent Restrooms, Drinking Fountain, Playground Safety, Toddler-Area Fencing, Children’s Bike Garden, and Completion of Volunteer-Led Repainting
1114
ADOPT a resolution to DIRECT City staff to prepare a comprehensive work plan for improvements at Cheese Park (La Moine Park), including permanent restrooms, a drinking water fountain, playground restoration, safety fencing around the toddler area, completion of repainting started by volunteers, a design of park facilities that include sports courts, senior activity spaces, teen activity areas, and exercise/fitness amenities in consultation with the community, and improving the drainage for the area adjacent to the park that has historically been used as a soccer field, to restore its usability for soccer and other active recreation; and IDENTIFY feasible funding sources in Fiscal Year 2026–27 Capital Improvement Program and operating budget process - Councilmember Soheila Bana (510-672-3490)/Councilmember Claudia Jimenez (510-620-6565). This item was continued from the March 3, and March 17, 2026, meeting.
3-24-26 CC MTG.
10 R. REPORTS OF OFFICERS: REFERRALS TO STAFF, AND GENERAL REPORTS (INCLUDING AB 1234 REPORTS)(limited to two minutes per Councilmember) S. ADJOURNMENT
________________________
3-24-26 CC MTG.
11

Page 1 of 2 ends

March 24, 2026

City Attorney's Office
CPRC

DATE: March 24, 2026
TO: Mayor Martinez and Members of the City Council
FROM:

Shannon Moore, Interim City Attorney
Alex Seraphin, Confidential Investigator

Subject:

Contract with Bill Whalen and Associates to Conduct
Confidential Investigations
FINANCIAL IMPACT: The proposed $100,000 expenditure is included within the approved fiscal year 2025-2026 Community Police
Review Commission (CPRC) budget (Account String:
01121011-400201).

PREVIOUS COUNCIL
ACTION:

November 11, 2024
May 27, 2025

STATEMENT OF THE
ISSUE:

The City Council previously approved a contract with Bill Whalen and Associates to conduct investigative work
following the resignation of the Confidential Investigator in November 2024. As of January 28, 2026, the City has
hired a full-time Confidential Investigator; however, there remains a need for the contractual interim investigator to assist with transitioning ongoing investigations.

RECOMMENDED ACTION: APPROVE a contract with Bill Whalen and Associates to conduct confidential investigations for the Community
Police Review Commission in an amount not to exceed
$100,000, for the term of February 1, 2026, through June 30, 2026 – Community Police Review Commission (Alex
Seraphin 510-620-5505/Shannon Moore 510-620-6509).

AGENDA
REPORT
12

Page 2 of 2 ends

March 24, 2026

DISCUSSION:

One of the major functions of the Community Police Review Commission (“CPRC”) is to receive and investigate complaints filed with the CPRC for alleged police misconduct involving serious bodily injury, unreasonable force, discrimination, sexual harassment, and/or sexual assault by an on-duty Richmond Police Officer or Officers, as further defined in Richmond Municipal Code Section 3.54.070.

In September 2024, the Confidential Investigative Appeals Officer resigned. On November 11, 2024, the City Council directed staff to retain a temporary investigator to address investigations received by the CPRC (Attachment 1). City staff, with support from CPRC’s attorney, Floy Andrews, issued a Request for Scope of Work, resulting in the selection of Bill Whalen & Associates to provide interim investigative services. Their contract was approved by the City Council on May 27, 2025 (Attachment 2). The City has since hired a permanent Confidential Investigator, who began on January 28, 2026, and is currently transitioning into the role, re-establishing the office, and preparing to provide ongoing support to the Police Commission and lead future investigations.

The CPRC currently has 36 pending complaints and continues to receive new complaints regularly. Bill Whalen & Associates has commenced work and is investigating numerous complaints. As the contract has now expired, it is essential to renew Bill Whalen & Associates’ contract to ensure the completion of pending investigations and a smooth transition of duties to the new Confidential Investigator. A review of the Police Commission’s budget reflects that the salary savings for the Confidential Investigator from July 1, 2025, through January 28, 2026, should be sufficient to cover the additional contract within the Fiscal Year 2025–26 budget.

The City Attorney’s Office and the CPRC request City Council approval to enter into a contract with Bill Whalen & Associates on behalf of the Community Police Review Commission for a term of February 1, 2026, through June 30, 2026, with a contract amount of $100,000 (Attachment 3). This will allow the completion of current investigations and facilitate the transition of responsibilities to the new Confidential Investigator.

DOCUMENTS ATTACHED:

Attachment 1 – November 11, 2024, Agenda Staff Report to Approve Interim Investigator for CPRC
Attachment 2 – Bill Whalen and Associates Contract
Attachment 3 – Bill Whalen and Associates Contract (proposed)

13 01337.0010/1032514.1 Page 1 of 2
November 19, 2024
#1032514v1<DOCS> - APPROVE Interim Investigator for CPRC ,

City Council

DATE: November 19, 2024
TO: Mayor Martinez and Members of the City Council
FROM:

Council Member Jimenez
Subject:

Hire Interim Investigator for the Community Police Review Commission
FINANCIAL IMPACT: No fiscal impact at this time, but the current budget allocation may not be adequate to cover the full six months of services. CPRC may need to request further funding at a later date.

PREVIOUS COUNCIL
ACTION:

None

STATEMENT OF THE
ISSUE:

Recently the investigator supporting the CPRC resigned.

Hiring a new permanent investigator will take at least six months. Currently, the CPRC has ten citizen complaints
on file that need to be investigated, some dating back to December 2023. Citizen complaints should be
investigated within one year of filing. To provide for the timely review of outstanding complaints, the City may
wish to hire an interim investigator to manage both the complaint backlog and future complaints filed before the City completes its formal recruitment and hiring of a
permanent investigator.

RECOMMENDED ACTION:
(This will appear on the agenda)
APPROVE the following actions: 1) hire a n Interim
Investigator to undertake the investigative duties
previously performed by the former Community Police
Review Commission investigator while the City recruits and hires a permanent investigator; 2) reallocate the
current budget to that interim investigator; and 3) create an ad hoc committee of the City Council to prepare an
AGENDA
REPORT
14 01337.0010/1032514.1 Page 2 of 2
November 19, 2024
#1032514v1<DOCS> - APPROVE Interim Investigator for CPRC , interim investigator job description , interview proposed candidates, select the best qualified candidate to fill the temporary interim investigator position and present the candidate to the full City Council for approval – Vice Mayor Claudia Jimenez (510-620-6565).

DISCUSSION:

On September 30, 2024, the investigator supporting the Community Police Review Commission (“CPRC”) resigned from his role with the CPRC. He was responsible for investigating all citizen complaints filed with the CPRC. We expect the hiring process for a new permanent investigator, including preparing an updated job description, recruiting and interviewing candidates, negotiating compensation, conducting background checks, and completing the hiring process for the new permanent investigator, to take at least six months.

Currently, the CPRC has ten citizen complaints on file that have yet to be investigated.

Citizen complaints should be investigated in a timely manner, and certainly within one year of filing. Three of the outstanding CPRC complaints that will reach the one-year threshold before February 1, 2025, and two others have already exceeded the one-year mark. In light of the number of complaints needing attention, it is important that the City hire an investigator as soon as possible.

Additionally, historically the CPRC receives approximately one citizen complaint per month. In fact, the CPRC has received three new complaints since the previous investigator delivered his resignation in September. Without interim help, by the time the City hires a new permanent investigator there will likely be sixteen or more outstanding complaints to be investigated, and three more of the current complaints will have exceeded the one-year timeframe.

The previous investigator was employed by the City on an hourly basis at the rate of $107/hour, with an expected workload of approximately 80 hours per month, equating to compensation of just over $50,000 for six months. Based on recent inquiries, it seems unlikely that the City will be able to identify an interim investigator willing to commit to the previous investigator’s compensation level. Moreover, considering the backlog of complaints, 80 hours per month is not adequate to investigate the current level of complaints or the expected future level of complaints. Therefore, the CPRC will likely be required to request additional funding for the interim investigator at some point during the six month contract.

DOCUMENTS ATTACHED:

No Documents
15 CITY OF RICHMOND

STANDARD CONTRACT
Department: City Project Manager:

City Project Manager E-mail: City Project Manager Phone No:

Vendor No: Contract No:

Description of Services:

The parties to this STANDARD CONTRACT do mutually agree and promise as follows:

1. Parties. The parties to this Contract are the City of Richmond, a municipal corporation (“the City”), and the following named Contractor:

Contractor Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

Business License No:
☐ A California corporation, ☐ limited liability corporation ☐ general partnership, ☐ limited partnership, ☐ individual, ☐ non-profit corporation, ☐ individual dba as [specify:] ____________________ ☐ other [specify:] _______________________________

2. Term. The effective date of this Contract is _______________________ and terminates _________________ unless terminated earlier as set forth herein.

3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $______________ (“Contract Payment Limit”) unless a Contract Amendment has been approved by the City Council or City Manager. If this amount includes a contingency, Contractor acknowledges that any use of such contingency shall be for work beyond the original scope of services and requires prior written authorization by the City. If noted below, Compensation for work done under this Contract, shall not exceed as follows:

FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________

4. Contractor’s Obligations. Contractor agrees to perform all work at its own cost and expense, to furnish all labor, tools, equipment, materials, except as otherwise specified, in accordance with the Service Plan set forth in Exhibit A, attached hereto and incorporated herein.

5. City Obligations. City shall make payments to the Contractor in accordance with the Payment Provisions set forth in Exhibit B, attached hereto and incorporated herein.

City Attorney's Office
Floy Andrews
[email protected]
(510) 6206604
17068
7461
Investigative Services for the Community Police Review Commission Bill Whalen and Associates, Inc
3024 E. Chapman Ave. #164
Orange, CA 92869
Bill Whalen
(714) 904-2191
[email protected]
40068345
May 28, 2025
January 30, 2026
50,000.00
25-26
50,000.00
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA16

6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C), attached hereto and incorporated herein.

7. General Conditions. This Contract is subject to the General Conditions (Exhibit D), which are attached hereto and incorporated herein.

8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any), which are attached hereto and incorporated herein.

9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F), which are attached hereto and incorporated herein.

10. Sanctuary City Compliance Statement. This Contract is subject to the Sanctuary City Compliance Statement (Exhibit G), which is attached hereto and incorporated herein.

11. Signatures. These signatures attest the parties' agreement hereto:

CITY OF RICHMOND,
a municipal corporation [BUSINESS NAME]
(* The Corporation Chairperson of the Board, President, or Vice President should sign below)

By: _________________________ By: ___________________________ Title: ________________________ Title: __________________________ Date Signed: _________________ Date Signed: ___________________

I hereby certify that this Contract (* The Corporation Chief Financial Officer or Assistant has been approved by City Council Treasurer, or Secretary or Assistant Secretary should or the City Manager. sign below)

By: _________________________ By: ___________________________ City Clerk Title: __________________________
Date Signed: ____________________
Approved as to form:
(NOTE: Pursuant to California Corporations Code Section By: _________________________ 313, if Contractor is a corporation or nonprofit organization, City Attorney this Contract (1) must be signed by (a) the Chairperson of the Board, President, or Vice-President and (b) the
Chief Financial Officer or Assistant Treasurer, or
Secretary or Assistant Secretary)

LIST OF ATTACHMENTS:

Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Sanctuary City Compliance Statement Exhibit G

Bill Whalen and Associates, Inc
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA President
6/23/2025
MAYOR
7/18/2025
17 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT A

SERVICE PLAN

Contractor shall, to the satisfaction of the Project Manager ( set forth in Exhibit B) , perform the following services and be compensated as outlined below [or attach service plan if necessary]:

Bill Whalen and Associates, Inc
7461
See attached agreement - Attachment A

Section 11. Hold Harmless is replaced with the following language:

INDEMNIFICATION

5.1 CLIENT agrees to indemnify, defend, protect and hold harmless THE FIRM, and each of its employees from and against any and all claims, liabilities, obligations, demands, causes of action, debts, costs and expenses (including reasonable outside attorneys’ fees) that arise out of or relate to this AGREEMENT, including but not limited to acts or omissions of CLIENT or a breach of CLIENT’s representations, warranties or obligations hereunder. CLIENT hereby acknowledges that it is not uncommon for employees, especially terminated ex-employees, who have been investigated, to falsely allege that the CLIENT or THE FIRM were involved in wrongdoing,
or even criminal acts. If such allegations are made and THE FIRM or its employees or independent contractors are named as Defendants in any legal complaint relating to an investigation performed by THE FIRM on behalf of the CLIENT, it will in no way relieve the CLIENT of the CLIENT’s obligation to indemnify THE FIRM and to compensate THE FIRM at THE FIRM’S normal hourly rates for such individuals involved, in accordance with the RATE SHEET.

5.2 THE FIRM agrees to indemnify, defend, protect and hold harmless CLIENT, and each of its elected officials, directors, officers, employees, contractors, agents, representatives, successors and assigns from and against any and all claims, liabilities, obligations, demands, causes of action, debts, costs and expenses that are ultimately determined in a final adjudication to have arisen from THE FIRM’s negligence or willful misconduct.

5.3 In the event THE FIRM and CLIENT are determined by a final adjudication to have been jointly liable without specification of the extent of the proportion of liability between them, then, and only in that case, the issue of the relative amount of reimbursement to be made under THE FIRM’s or the CLIENT’s duty to hold harmless and indemnify referred to in the preceding paragraphs will be determined by arbitration (See Section 12.1).

Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 18 3024 E. Chapman Ave., #164 | Orange, CA 92 869 | 714.904.2191 | [email protected]

1 AGREEMENT FOR INVESTIGATIVE SERVICES

This AGREEMENT is made this ______ day of ______________, _______by and between BILL WHALEN and ASSOCIATES, INC. (“THE FIRM”) and _________________________________________________________________(“CLIENT”).

RECITALS

THE FIRM’s principal place of business is in Orange, California, and THE FIRM has a business license in that city. Any correspondence should be mailed to THE FIRM’S mailing address at 3024 E. Chapman Ave., #164, Orange, CA 92869.

CLIENT desires to r etain THE FIRM for the p erformance of investigative, security, and consulting services as described herein.

THEREFORE, CLIENT retains the services of THE FIRM and THE FIRM agrees to render services for CLIENT on the terms and subject to the conditions of this AGREEMENT.

TERMS AND CONDITIONS

1. AUTHORIZATION

1.1 CLIENT authorizes THE FIRM to act on behalf and in the n ame of CLIENT in the performance of the services described in Section 2 of this AGREEMENT.

1.2 In performing services under this AGREEMENT, THE FIRM at all times will be an independent contractor and is not an employee of CLIENT.

1.3 CLIENT agrees to provide THE FIRM with all known and available facts, photographs and information pertaining to the in vestigation, not withholding facts, which would or potentially could affect the outcome of the investigation. CLIENT further has notified THE FIRM of all possible hazards, which are known to CLIENT pertaining to the investigation.

2. SERVICES

2.1 THE FIRM will provide investigation services for CLIENT for the purpose of:

Workplace Misconduct Investigations

2.2 A re port of THE FIRM’s fi ndings will be p romptly prep ared and s ubmitted to CLIENT, counsel for CLIENT, or as otherwise designated by CLIENT in writing, unless CLIENT waives the necessity for a report in writing. CLIENT may designate in writing who it is on CLIENT’S behalf who shall have the authority to designate to whom the report is to be delivered.

THE FIRM may withhold any such report under this paragraph if CLIENT’s account is delinquent and unpaid beyond 5 days.

23rd
March
2025
The City of Richmond
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 19 3024 E. Chapman Ave., #164 | Orange, CA 92869 | 714.904.2191 | [email protected]

2 2.3 In the event CLIENT requires that this investigation be cancelled, a minimum twenty-four (24) hours’ notice must be given prior to the scheduled commencement of any investigative services. If proper notice is not given or received, a four-hour minimum charge at the rate indicated on the attached RATE SHEET will be assessed. 2.4 THE FIRM will only conduct investigations or use techniques that are legal and in compliance with Federal, State, and local law, including, if applicable, the Fair Credit Reporting Act (15 U.S.C. § 1681 et seq.). All investigators are licensed private investigators in the State of California 3. RATES 3.1 A rate sheet detailing costs for investigation services (“RATE SHEET”) is attached to this AGREEMENT as Appendix A and made a part hereof. The RATE SHEET should be read, signed and returned prior to the commencement of services. 4. PAYMENT FOR SERVICES 4.1 In the event any THE FIRM or any employee of THE FIRM is subpoenaed, placed on call, directed to appear at a trial, hearing, arbitration, administrative hearing or other proceeding or otherwise required to be available to CLIENT or any other party or entity as a result of or in connection with any lawsuits, investigations, trials, depositions, discovery related matters, administrative proceedings of any agency, or arbitrations or similar matters or proceedings related to or arising out of THE FIRM’S services, efforts and/or investigations engaged in hereunder within the scope of the services rendered to CLIENT, even if THE FIRM or an employee of THE FIRM, is named personally as a Defendant in any legal complaint, CLIENT will compensate THE FIRM at THE FIRM’S normal hourly rates for such individuals as are involved, in accordance with the RATE SHEET. Insofar as possible, CLIENT will be kept informed in advance, as to what such individuals are involved, in accordance with the RATE SHEET. Insofar as possible, CLIENT will be kept informed in advance as to what is being required of THE FIRM and its investigative personnel in connection with such proceedings. 4.2 THE FIRM will normally invoice CLIENT upon submission of the investigative report. For long-term investigations or audits, THE FIRM may, with CLIENT’s approval, invoice on or about the first day of each month, for services rendered and reimbursable costs incurred by THE FIRM during the immediately preceding calendar month. Unless THE FIRM and CLIENT otherwise agree in writing, each invoice will be due upon receipt. Any amount invoiced that remains unpaid for longer than thirty (30) days after the invoice date will incur a late payment fee equal to 1.5% of the unpaid invoice. Late payment fees then become part of the unpaid balance. 4.3 CLIENT will be billed for incidental expenses, such as photocopies, facsimiles, cassette audiotapes, postage, overnight delivery, photocopies, facsimiles, cassette audio tapes, postage, overnight delivery, and communication charges. Such items shall be itemized on the applicable monthly invoices. 4.4 CLIENT agrees to pay THE FIRM for travel at the rate set forth in the RATE SHEET.

Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 20 3

3024 E. Chapman Ave., #164 | Orange, CA 92869 | 714.904.2191 | [email protected]

4.5 To the extent that CLIENT requires or conditions THE FIRM’s employment on THE FIRM obtaining additional insurance and/or separate city business license in a city other than THE FIRM’s principal place of business, CLIENT agrees to advise THE FIRM of that requirement, in writing, and to pay all of the direct costs incurred by THE FIRM in obtaining such business license(s) and insurance certificates and/or fees above what is provided, along with a flat fee of $150.00 for processing of each such application.

4.6 Interview cancellations must be made with at least a 24-hour notice. Onsite interviews canceled less than 24 hours in advance will incur a 4-hour charge. Zoom interviews canceled less than 24 hours in advance will incur a 2-hour charge.

5. INDEMNIFICATION

5.1 CLIENT agrees to indemnify, defend, protect and hold harmless THE FIRM, and each of his employees from and against any and all claims, liabilities, obligations, demands, causes of action, debts, costs and expenses (including reasonable outside attorneys’ fees) that arise out of or relate to this AGREEMENT, including but not limited to acts or omissions of CLIENT or a breach of CLIENT’s representations, warranties or obligations hereunder. CLIENT hereby acknowledges that it is not uncommon for employees, especially terminated ex-employees, who have been investigated, to falsely allege that the CLIENT or THE FIRM were involved in wrong- doing, or even criminal acts. If such allegations are made and THE FIRM or his employees are named as Defendants in any legal complaint relating to an investigation performed by THE FIRM on behalf of the CLIENT, it will in no way relieve the CLIENT of the CLIENT’s obligation to indemnify THE FIRM and to compensate THE FIRM at THE FIRM’S normal hourly rates for such individuals involved, in accordance with the RATE SHEET.

5.3 In the event THE FIRM and CLIENT are determined to a final adjudication to have been jointly liable without specification of the extent of the proportion of liability between them, then, and only in that case, the issue of the relative amount of reimbursement to be made under THE FIRM’s or the CLIENT’s duty to ho ld harmless and indemnify referred to in the preceding paragraphs will be determined by arbitration (See Section 12.1).

6. CONFIDENTIALITY

6.1 Except as otherwise required by law, THE FIRM agrees not to divulge, disclose or communicate to third parties, without the express written authorization of the CLIENT, or CLIENT’S authorized representatives, information pertaining to THE FIRM’s services for CLIENT, or confidential information concerning CLIENT’s business, personnel, functions, or operations acquired by THE FIRM during the engagement. Unless otherwise specified by the CLIENT in writing or in cases where THE FIRM has a legal obligation to notify law enforcement, all materials related to CLIENT’s case will be safely destroyed by THE FIRM after a period of five years Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 21 3024 E. Chapman Ave., #164 | Orange, CA 92869 | 714.904.2191 | [email protected]

4 following the work performed. Cases, which must be reported under the law, include child abuse, elder abuse, issues of National security such as terrorist threats, homicide, or conspiracy to commit homicide, etc. THE FIRM’s confidentiality obligations under this AGREEMENT, as stated above, shall survive completion of the service or termination of this AGREEMENT. 7. DISCLAIMER OF GUARANTEE 7.1 THE FIRM makes no promises, assurances or guarantees to CLIENT concerning the results of the services of this engagement, and nothing in this AGREEMENT or in any other oral or written communication between THE FIRM and CLIENT shall be construed as such a promise, assurance or guarantee. 8. INDEPENDENT CONTRACTOR ARRANGEMENT 8.1 THE FIRM shall perform investigative services as an independent subcontractor pursuant to the terms of this Agreement. There is no employer/employee relationship between THE FIRM and the CLIENT. THE FIRM shall retain full control over the manner and method of conducting investigations, subject only to the provisions of this Agreement. If necessary, the Firm may use the Client’s facilities solely for conducting interviews; however, THE FIRM shall not maintain an office or permanent workspace at the CLIENT’s premises. The CLIENT's involvement will be limited to providing THE FIRM with the complaint, access to relevant persons to be interviewed, and any evidence to be evaluated. THE FIRM shall have sole discretion and responsibility in the handling and execution of the investigation, without further direction or control by the CLIENT. 9. VALIDITY AND TERMINATION 9.1 This AGREEMENT applies to the entire business relationship between CLIENT and THE FIRM, without limitation from beginning to the termination of services, even if those services began prior to the signing of this AGREEMENT by CLIENT. 9.2 A copy or facsimile of this AGREEMENT shall be as valid as the original. 9.3 This AGREEMENT may be terminated at any time by either party, with or without cause, by giving written notice to the other party. Termination will be effective immediately upon receipt of that notice, but subject to the provisions hereof. Without limiting the generality of the foregoing, the termination of this AGREEMENT by either party will have no effect on the parties’ responsibilities to indemnify and hold harmless relating to any work performed or in progress at the time of the termination. 10. NOTICES 10.1 Any notices required under this AGREEMENT may be sent to CLIENT by regular mail at: 3024 E. Chapman Ave., #164, Orange, CA 92869 unless a different address has been subsequently selected and written notice has been properly given to the other party.

Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 22 3024 E. Chapman Ave., #164 | Orange, CA 92869 | 714.904.2191 | [email protected]

5 11. ENFORCEABILITY / ENTIRE AGREEMENT 11.1 In the event that any provision of this AGREEMENT is held to be unenforceable or invalid, the validity or enforceability of the remaining provisions should not be affected. This AGREEMENT and the attachments hereto as Appendix A contain the entire agreement between THE FIRM and CLIENT and cannot be modified except in a writing signed by both of the parties hereto. 12. ARBITRATION 12.1 Any dispute, claim or controversy arising out of this AGREEMENT, including the interpretation of this Agreement (the “matter”), shall first be submitted for resolution to non-binding Mediation before a neutral Mediator. If the matter cannot be resolved within 45 days after written demand for Mediation, either party may demand that the matter be submitted for determination by binding Arbitration conducted in Orange County, California before a single neutral arbitrator, administered in accordance with the rules then in effect, and under the auspices of, JAMS or ADR Services; however, California law shall apply to the interpretation and enforcement of this AGREEMENT. Either party may seek Superior Court conthe FIRMation, correction or vacation of the award, and judgment entered thereon, in accordance with the procedures set forth in Code of Civil Procedure (“CCP”) §§1285 et seq. In addition, the provisions of CCP §§ 1283.05 and 1283.1 are hereby incorporated into this Agreement, except that unless good cause is shown to the satisfaction of the arbitrator, pre-arbitration hearing discovery shall be limited to the service by each side of any combination of not more than 25, (calculated in the total aggregate), Requests for Admission of Facts, Written Special Interrogatories without sub-parts, and Document Production Requests, plus one percipient witness oral deposition, and one expert witness oral deposition, for each side. The Federal Arbitration Act shall not apply. 13. LEGAL FEES 13.1 In the event that litigation or arbitration is necessary to enforce the terms of this AGREEMENT, or breach thereof, the prevailing party from that dispute will be entitled to reasonable attorney’s fees, costs and witness fees incurred as a result of that dispute, litigation or arbitration. In the event that the PARTIES resort to mediation to resolve a dispute arising out of the AGREEMENT, the costs for such mediation will be shared equally by the PARTIES. 14. ASSIGNMENT 14.1 This AGREEMENT may not be assigned by either party without the prior written consent of the other party. 15. GOVERNING LAW 15.1 The validity and interpretation of any of the terms or provisions of this AGREEMENT, or of the rights or duties of any of the parties under this AGREEMENT, will be governed by the laws of the State of California. The undersigned do hereby declare that they fully understand and appreciate the meaning of this AGREEMENT and, by signing below, agree to be bound by those terms and conditions.

Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 23 3024 E. Chapman Ave., #164 | Orange, CA 92 869 | 714.904.2191 | [email protected]

6 Executed on the date first written above.

CLIENT THE FIRM

By: _________________ Date:_________ By:_____________________Date:_______

Title: ________________________ _____ B ill Whalen, President Bill Whalen and Associates, Inc.

CA PI License #189246

03-23-2025
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 24 3024 E. Chapman Ave., #164 | Orange, CA 92869 | 714.904.2191 | [email protected]

7 APPENDIX A - RATE SHEET Professional fees and expenses are billable for “portal-to-portal” commute from the THE FIRMs home address. Rates: • Investigative services $225/hour: Meetings, review of organizational policies and procedures, examination and/or analysis of evidence, interviews, commute (portal to portal) and report preparation. • Mileage reimbursed at applicable IRS “Business” rate. • The client shall reimburse Bill Whalen and Associates, Inc. for lodging and per diem expenses during overnight travel that is required under this contract. The reimbursement shall be in accordance with the most recent U.S. General Services Administration per diem rates. Bill Whalen and Associates will maintain and submit copies of lodging receipts when invoicing the client. • The client shall reimburse Bill Whalen and Associates, Inc. for travel expenses that are required as part of this contract for travel outside the Southern California area1. For THE FIRMs not based in Southern California, this requirement shall apply if the client’s location is more than 100 miles from the THE FIRMs place of residence. If air travel is required, the client will reimburse for a coach airfare ticket. Bill Whalen and Associates will maintain and submit copies of airfare receipts when invoicing the client. • Confidential transcription services ($.025 per word). • In the event Bill Whalen and Associates, Inc. is required (by any party of the investigation) to provide testimony at an investigation hearing, deposition, or trial, the fee is $275 per hour (four hours minimum) plus expenses. Preparation fees for investigation hearing, deposition, or trial is $225 per hour. The client or the subject’s counsel may place the THE FIRM “on-call” for a trial, deposition or hearing. In that event, Bill Whalen and Associates, Inc. shall be compensated for four (4) hours per day at $225 per hour for each of the days the THE FIRM is directed to be “on-call.” INCIDENTAL EXPENSES: Incidental expenses will be reimbursed at cost for such incidentals as photocopies, facsimiles, flash-drive media storage, postage, overnight delivery, licenses, permits, additional insurances and/or certificates, taxes, communication charges, and related processing charges. Payments shall be made to THE FIRM’S address as shown in the AGREEMENT to which this RATE SHEET is attached. CLIENT By: _________________________ Date:_____________________ Title: _________________________ 1 The Southern California Area includes the Counties of San Diego, Orange, Los Angeles, San Bernardino, and Riverside.

Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 25 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT B

PAYMENT PROVISIONS

1. COMPENSATION TO CONTRACTOR:

a. Provided Contractor is not in default under this Contract, Contractor shall be compensated in the manner set forth herein.

b. All payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photocopying, meals and travel, etc.). Invoices shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request.

c. All City vendors receiving new contracts shall sign up to receive electronic payments through the City’s Automated Clearinghouse (ACH) payments service/provider.

2. SUBMISSION OF INVOICES:

Contractor shall submit timely invoices by email to
[email protected] and/or to the following address:

Attention: City of Richmond Finance/Account Payable
Project Manager: _______________________
P.O. Box 4046
Richmond, CA 94804

3. All invoices that are submitted by Contractor shall be subject to the approval of the City Project Manager, _______________________, before payments shall be authorized.

a. The City will pay invoice(s) within 45 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.

b. All appropriate permits, certificates, and licenses, including a City business license shall be obtained and maintained for the duration of this Contract before any payment is authorized.

4. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract is executed by the City. The insurance coverage required by this Contract shall be maintained by Contractor for the duration of this Contract and must be in place before any payment is authorized.
7461
Bill Whalen and Associates, Inc
Floy Andrews
Floy Andrews
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 26 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT C

AUTHORIZED REPRESENTATIVES AND NOTICES

1. All required written notices shall be delivered: (i) by hand; or (ii) sent by registered, express, or certified mail, with return receipt requested or with delivery confirmation requested from the U.S. postal service; or (iii) sent by overnight or same day courier service at the party’s respective address listed in this Section.

2. Each notice shall be deemed to have been received on the earlier to occur of:
actual delivery or the date on which delivery is refused; or three (3) days after notice is deposited in the U.S. mail or with a courier service in the manner described above (Sundays and City holidays excepted).

3. Either party may, at any time, change its notice address (other than to a post office box address) by giving the other party three (3) days prior written notice of the new address.

4. All notices, demands, requests, or approvals from Contractor to the City shall be addressed to the City at:

City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Email: ________________________________________________

5. All notices, demands, requests, or approvals from the City to Contractor shall be addressed to Contractor at:

Attn:

Email: ________________________________________________ 7461
Bill Whalen and Associates, Inc
Floy Andrews
[email protected]
Bill Whalen and Associates, Inc
3024 E. Chapman Ave. #164
Orange, CA 92869
[email protected]
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 27 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT D

GENERAL CONDITIONS

1. INDEPENDENT PARTIES:

Contractor hereby declares that Contractor is engaged as an independent business and Contractor agrees to perform the services as an independent contractor.

The manner and means of conducting the services and tasks are under the control of Contractor except to the extent they are limited by statute, rule or regulation and the express terms of this Contract. No civil service status or other right of employment will be acquired by virtue of Contractor’s services. None of the benefits provided by the City to its employees, including but not limited to unemployment insurance, workers’ compensation plans, vacation and sick leave, are available from the City to Contractor, its employees or agents. Deductions shall not be made for any state or federal taxes, FICA payments, PERS payments, or other purposes normally associated with an employer-employee relationship from any compensation due to Contractor. Payments of the above items, if required, are the responsibility of Contractor.

2. TIME IS OF THE ESSENCE:

Contractor and the City agree that time is of the essence regarding the performance of this Contract.

3. STANDARD OF CARE:

Contractor agrees to perform all services hereunder in a manner commensurate with the prevailing standards of like professionals or service Contractors, as applicable, in the San Francisco Bay Area and agrees that all services shall be performed by qualified and experienced personnel who are not employed by the City.

4. IMMIGRATION REFORM AND CONTROL ACT (IRCA):

Contractor assumes all responsibility for verifying the identity and employment authorization of all of its employees performing work hereunder, pursuant to all applicable IRCA or other federal, or state rules and regulations. Contractor shall indemnify, defend, and hold the City harmless from and against any loss, damage, liability, costs or expenses arising from any noncompliance of this provision by Contractor.

5. NON-DISCRIMINATION:

Consistent with the City’s policy and state and federal law that harassment and discrimination are unacceptable conduct, Contractor and its employees, contractors, and agents shall not harass or discriminate against any job applicant, City employee, or any other person on the basis of any kind of any statutorily (federal, state or local) protected class, including but not limited to: race, religious creed, color, national origin, ancestry, 7461
Bill Whalen and Associates, Inc
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 28 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
disability (both mental and physical) including HIV and AIDS, medical condition (e.g. cancer), genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, pregnancy, political affiliation, military and veteran status or legitimate union activities. Contractor agrees that any violation of this provision shall constitute a material breach of this Contract.

6. CITY PROPERTY:
a. Each and every report, draft, work product, map, record, applicable plans, drawings, calculation, data, specification, video, graphic, or any other material or document produced, prepared or caused to be prepared by Contractor pursuant to or in connection with this Contract shall be the exclusive property of the City.

b. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 11 below, indemnify, defend and hold the City harmless from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data.

c. No report, information or other data given to or prepared or assembled by Contractor pursuant to this Contract shall be made available to any individual or organization by Contractor without prior approval of the City Manager or their designee.

d. Contractor shall, at such time and in such form as City Manager or their designee may require, furnish reports concerning the status of services and tasks required under this Contract.

7. RECORDS:

a. Contractor shall maintain complete and accurate records with respect to the services, tasks, work, documents and data in sufficient detail to permit an evaluation of Contractor’s performance under the Contract, as well as maintain books and records related to sales, costs, expenses, receipts and other such information required by the City that relate to the performance of the services and tasks under this Contract (collectively the “Records”).

b. All Records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Contractor shall provide free access to the Records to the representatives of the City or its designees during regular business hours upon reasonable prior notice. The City has the right to examine and audit the Records, and to make copies or transcripts therefrom as necessary, and to allow inspection of all proceedings and activities related to this Contract. Such Records, together with supporting documents, shall be kept separate from other documents and records and shall be maintained by Contractor for a period of five (5) years after receipt of final payment.

7461
Bill Whalen and Associates, Inc
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 29 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
c. If supplemental examination or audit of the Records is necessary due to concerns raised by the City’s preliminary examination or audit of records, and the City’s supplemental examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of this Contract or failure to act in good faith, then Contractor shall reimburse the City for all reasonable costs and expenses associated with the supplemental examination or audit.

8. PERMITS AND LICENSES:

Contractor, at its sole expense, shall obtain and maintain during the term of this Contract, all appropriate permits, certificates and licenses, including a City business license, required in connection with the performance of the services and tasks hereunder.

The failure to obtain such permits and licenses shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.

9. TERMINATION:

a. Termination Without Default. Notwithstanding any provision herein to the contrary, the City may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder immediately upon transmission of written notice to Contractor as provided in Exhibit C “Authorized Representatives and Notices”.

b. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Exhibit B; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.

10. CONFLICT OF INTEREST:

Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under 7461
Bill Whalen and Associates, Inc
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 30 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.

11. HOLD HARMLESS:

a. To the fullest extent permitted by law, Contractor shall indemnify, defend (with counsel acceptable to the City) and hold harmless the City, its City Council, boards, commissions, officials, employees, agents and volunteers (“Indemnitees”) from and against any and all loss, damages, liability, obligations, claims, suits, judgments, costs and expenses whatsoever, including attorney’s fees and costs of litigation (“Claims”), arising from or in any manner connected to Contractor’s performance of its obligations under this Contract or failure to comply with any of its obligations under this Contract or out of the operations conducted by Contractor even if the City is found to have been negligent. If the Claims filed against Indemnitees allege negligence, recklessness or willful misconduct on the part of Contractor, Contractor shall have no right of reimbursement against Indemnitees for the costs of defense even if negligence, recklessness or willful misconduct is not found on the part of Contractor. Contractor shall not have any obligations to indemnify Indemnitees if the loss or damage is found to have resulted solely from the negligence or the willful misconduct of the City. The defense and indemnification obligations of this Contract are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Contract.

b. This indemnification obligation shall survive this Contract and shall not be limited by any term of any insurance policy required under this Contract; provided however, that if this Contract is for design professional services, this indemnity provision is limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the design professional (as defined in California Civil Code section 2782.8).

12. LIMITATIONS UPON SUBCONTRACTING AND ASSIGNMENT:

a. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated under this Contract and shall not assign this Contract, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee.

b. Contractor shall not assign, sublease, hypothecate, or transfer this Contract, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of the City Manager. Contractor shall submit a written request for consent to transfer to the City Manager at least thirty (30) days in advance of the desired transfer.

The City Manager or their designee may consent or reject such request in their sole and absolute discretion. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for 7461
Bill Whalen and Associates, Inc
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 31 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
money against the City under this Contract may be assigned by Contractor to a bank, trust company or other financial institution without prior written consent.

c. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or joint- venture or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.

d. Only those persons and/or businesses whose names and resumés are attached to this Contract shall be used in the performance of this Contract. However, if after the start of this Contract, Contractor wishes to use sub-contractors, at no additional costs to the City, then Contractor shall submit a written request for consent to add sub- contractors including the names of the sub-contractors and the reasons for the request to the City Manager at least five (5) days in advance. The City Manager may consent or reject such requests in their sole and absolute discretion.

e. Each sub-contractor shall be required to furnish proof of workers’ compensation insurance and shall also be required to carry general, automobile and professional liability insurance (as applicable) in reasonable conformity to the insurance carried by Contractor.

f. In addition, any tasks or services performed by sub-contractors shall be subject to each provision of this Contract. Contractor shall include the following language in their Contract with any sub-contractor: “Sub-Contractors hired by Contractor agree to be bound to Contractor and the City in the same manner and to the same extent as Contractor is bound to the City.”

g. The requirements in this Section 12 shall not apply to persons who are merely providing materials, supplies, data or information that Contractor then analyzes and incorporates into its work product.

13. SAFETY:

a. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor will be solely and completely responsible for conditions of all vehicles owned or operated by Contractor, including the safety of all persons and property during performance of the services and tasks under this Contract.

Contractor shall assume sole and complete responsibility for the safety of Contractor's employees and any of subcontractor's employees This requirement will apply continuously and not be limited to normal working hours. In addition, Contractor will comply with all safety provisions in conformance with U.S. Department of Labor Occupational Safety and Health Act, any equivalent state law, and all other applicable 7461
Bill Whalen and Associates, Inc
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 32 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
federal, state, county and local laws, ordinances, codes, and any regulations that may be detailed in other parts of the Contract. Where any of these are in conflict, the more stringent requirements will be followed. Contractor’s failure to thoroughly familiarize itself with the aforementioned safety provisions will not relieve it from compliance with the obligations and penalties set forth herein.

b. Contractor will immediately notify the City (in no event less than 24 hours) of any incident of death, serious personal injury or substantial property damage that occurs in connection with the performance of this Contract. Contractor will promptly submit to the City a written report of all incidents that occur in connection with this Contract. This report must include the following information: (i) name and address of injured or deceased person(s); (ii) name and address of Contractor’s employee(s) involved in the incident; (iii) name and address of Contractor’s liability insurance carrier; (iv) a detailed description of the incident; and (v) a police report.

c. Contractor acknowledges that the City shall have the right to impose, at the City’s sole discretion, requirements that it deems are necessary to protect the health and safety of the City employees, residents, and visitors. Contractor agrees to comply with all such requirements, including, but not limited to, mandatory vaccinations, the use of personal protective equipment (e.g. masks), physical distancing, and health screenings.

Contractor also agrees to make available to the City, at the City’s request, records to demonstrate Contractor’s compliance with this Section.

14. INSURANCE:

Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.

15. COMPLIANCE WITH ALL APPLICABLE LAWS:

a. During the term of this Contract, Contractor shall keep fully informed of all existing and future state and federal laws and all municipal ordinances and regulations of the City of Richmond which affect the manner in which the services or tasks are to be performed by Contractor, as well as all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Contractor shall comply with all applicable laws, state and federal and all ordinances, rules and regulations enacted or issued by the City. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50,

2.52, 2.56, and 2.60, if applicable.

b. Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor is required to provide the City with documents and information verifying its compliance with the Living Wage Ordinance. Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance as prescribed in § 2.60.070 of the Municipal Code.
7461
Bill Whalen and Associates, Inc
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 33 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

c. Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or sub-Contractor under an agreement or sub-agreement with the City for public works, goods or services to refrain from discriminatory employment or practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential sub-contractor.

d. Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at http://www.ci.richmond.ca.us/workplacepolicies.

Contractor agrees to abide by the terms and conditions of said policies.

16. INTEGRATED CONTRACT:

The Recitals and exhibits are a material part of this Contract and are expressly incorporated herein. This Contract represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Contract will be effective only by written execution signed by both the City and Contractor.

17. CONFLICTING PROVISIONS:

In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Condition as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.

18. FORCE MAJEURE:

Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Contract, riots, civil unrest, acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.

19. CONFLICT OF LAW:

This Contract shall be interpreted under, and enforced by the laws of the State of 7461
Bill Whalen and Associates, Inc
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 34 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
California without regard to any choice of law rules which may direct the application of laws of another jurisdiction. The Contract and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this Contract (or the successors of those authorities). Any suits brought pursuant to this Contract shall be filed with the courts of the County of Contra Costa, State of California.

20. CLAIMS:

Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.

21. INTERPRETATION:

This Contract shall be interpreted as if drafted by both parties.

22. WARRANTY:

If any product is be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.

23. SEVERABILITY:

In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.

24. AUTHORITY:

City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that they are duly authorized to enter into and execute this Contract on behalf of Contractor, 7461
Bill Whalen and Associates, Inc
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 35 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
and shall be personally liable to City if they are not duly authorized to enter into and execute this Contract on behalf of Contractor.

25. WAIVER:

The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach. Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payment therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.

26. COUNTERPARTS:

This Contract may be executed in any number of counterparts (including by fax, PDF, DocuSign, or other electronic means), each of which shall be deemed an original, but all of which shall constitute one and the same instrument.

27. SANCTUARY CITY CONTRACTING ORDINANCE (SCCO):

The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contractor must submit the Sanctuary City Compliance Statement, attached hereto as Exhibit G. 7461
Bill Whalen and Associates, Inc
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 36 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT E

SPECIAL CONDITIONS

The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable, otherwise please state “NONE”):

7461
Bill Whalen and Associates, Inc
NONE
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 37 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT F

INSURANCE PROVISIONS
☐ CHECK HERE IF RISK MANAGEMENT HAS APPROVED WAIVING INSURANCE REQUIREMENTS FOR THIS CONTRACT.

1. CERTIFICATES: Before the commencement of the terms of this Contract, and during the entire term of this Contract and any extension or modification thereof, Contractor shall furnish the City’s Risk Manager with certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of insurance coverage in compliance with coverage requirements set forth by the City and incorporated herein.

Such certificates, which do not limit Contractor’s indemnification, shall also contain substantially the following statement:
“Should any of the above insurance covered by this certificate be canceled or coverage reduced before the expiration date thereof, the insurer affording coverage shall provide thirty (30) days’ advance written notice to the City of Richmond.

Attention: Risk Manager.”
Contractor shall maintain in force at all times during the performance of this Contract all appropriate coverage of insurance required by this Contract with an insurance company licensed to offer insurance business in the State of California with a current A.M. Best’s rating of no less than A:VII or Standard & Poor’s Rating (if rated) of at least BBB unless otherwise acceptable to the City. Contractor shall deliver updated insurance certificates to the City at the address set forth in Exhibit C prior to the expiration of the existing insurance certificate for the duration of the term of Contract.

Endorsements naming the City, its City Council, boards, commissions, officials, employees, agents, and volunteers as additional insured shall be submitted with the insurance certificates.

2. COVERAGE REQUIREMENTS: The City’s insurance requirements depend upon the type of service being provided and/or the provider. The City’s insurance requirements will fall into one of the following categories (unless otherwise provided by the City):

Consultants and Contractors – Type 1
Professional Services – Type 2
Environmental Risk/Hazardous Waste Material – Type 3
Lease of City Property – Type 4
Vendors, Suppliers, Small Grant Recipients & Nonprofit Organizations – Type 5 Transportation Providers – Type 6
Professional Services Pyrotechnics – Type 7
Cyber and I.T. Risks – Type 8
7461
Bill Whalen and Associates, Inc
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 38 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
The insurance requirements classification applicable to this Contract shall be attached to this Exhibit F and made a part hereof.

3. FAILURE TO SECURE: If Contractor at any time during the term hereof should fail to secure or maintain the foregoing insurance, the City shall be permitted to obtain such insurance in Contractor’s name or as an agent of Contractor and shall be compensated by Contractor for the costs of the insurance premiums at the maximum rate permitted by law and computed from the date written notice is received that the premiums have not been paid.

4. SUFFICIENCY OF INSURANCE: The insurance limits required by the City are not represented as being sufficient to protect Contractor. Contractor is advised to consult Contractor’s insurance broker to determine adequate coverage for Contractor. The coverage and limits shall be (1) the minimum coverage and limits specified in this Contract; or (2) the broader coverage and maximum limits of the coverage carried by or available to Contractor; whichever is greater.

INSERT INSURANCE REQUIREMENTS CLASSIFICATION APPLICABLE TO THIS CONTRACT: (IF NECESSARY, CONFIRM WITH RISK MANAGER)
7461
Bill Whalen and Associates, Inc
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 39 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT G

SANCTUARY CITY COMPLIANCE STATEMENT

The undersigned, (hereafter "Contractor"), has had an opportunity to review the requirements of City of Richmond Ordinance 12-18 (hereafter "Sanctuary City Contracting Ordinance" or “SCCO”).

Contractor understands and agrees that the City may choose with whom it will maintain business relations and may refrain from contracting with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contractor understands the meaning of the following terms used in the SCCO:

a. "Data Broker” means either of the following:

i. The collection of information, including personal information about consumers, from a wide variety of sources for the purposes of reselling such information to their customers, which include both private-sector business and government agencies;

ii. The aggregation of data that was collected for another purpose from that for which it is ultimately used.

b. “Extreme Vetting” means data mining, threat modeling, predictive risk analysis, or other similar services."

Contractor understands that it is not eligible to receive or retain a City contract if at the time the Contract is executed, or at any time during the term of the Contract, it provides Data Broker or Extreme Vetting services to ICE.

Contractor further understands and agrees that Contractor's failure to comply with the SCCO shall constitute a material default of the Contract and the City Manager may terminate the Contract and bar Contractor from bidding on future contracts with the City for five (5) years from the effective date of the contract termination.

By executing this statement, Contractor certifies that it complies with the requirements of the SCCO and that if at any time during the term of the Contract it ceases to comply, Contractor will promptly notify the City Manager in writing. Any person or entity who knowingly or willingly supplies false information in violation of the SCCO shall be guilty of a misdemeanor and subject to a $1,000 fine.

Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Printed Name: Title:

Signed: Date:

Business Entity:
7461
Bill Whalen and Associates, Inc
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA President
6/23/2025
Bill Whalen and Associates
Bill Whalen
40 ___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:

Professional Services

Type 2 – Page 1 of 3

Revised: September 2011
In all instances where CONTRACTOR or its representatives will provide professional services (architects, engineers, construction management, counselors, medical professionals, hospitals, clinics, attorneys, consultants, accountants, etc.) to the City of Richmond (City), the City requires the following MINIMUM insurance requirements and limits.

CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, employees or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.

CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery.

CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.

Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability coverage, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.

City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.

Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.

Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:

1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001), and including coverage for bodily and personal injury, property damage, and products and completed operations (if applicable).

2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto).

3. Original and Separate Additional Insured Endorsement for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.

4. Workers’ Compensation Insurance as required by the State of California including Employer’s Liability coverage.

5. Original and Separate Waiver of Subrogation for Workers’ Compensation insurance.

6. Professional Liability or Errors & Omissions Liability Insurance appropriate to the CONTRACTOR’s profession (if required.)

Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.

If CONTRACTOR is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.

General Liability
(primary and excess limits
combined)
$2,000,000 per occurrence for bodily injury, personal injury and property damage. If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate limit).

Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.

Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 41 ___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:

Professional Services

Type 2 – Page 2 of 3

Revised: September 2011
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.

PROJECT COST R EQUIRED LIMIT
$0 - $1 million $1 million p/o
$1 million - $5 million $2 million p/o
Over $5 million $5 million p/o

Professional Liability or Errors &
Omissions Liability –
Required for all professionals
including architects, engineers,
consultants, construction
management, counselors, medical
professionals, hospitals, clinics,
attorneys and accountants, & other
consultants as may be required by
the City.

Required Policy Conditions
Additional Insured Endorsement

Applicable to General Liability coverage.

The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured including bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.

ISO form CG 20 10 (11/85) or its equivalent is required. If the Contractor is supplying their product or providing a service then the endorsement must not
exclude products and completed operations
coverage. If it does, then CG 20 37 (10/01) is also required.

SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
.

Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.

Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers’ Compensation Insurance during the life of this contract.

SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61.

Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the CONTRACTOR shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.

Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.

A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.

Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverage’s and cover those insured in the underlying policies.

Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 42 ___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:

Professional Services

Type 2 – Page 3 of 3

Revised: September 2011
Claims-Made Policies
If any insurance policy is written on a claims-made form: 1) the retroactive date must be shown, and must be before the date of the contract or the beginning of contract work. 2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3) If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase an extended period coverage for a minimum of five (5) years after completion of contract work.

Subcontractors

CONTRACTOR
shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.

CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies.

The fact that
insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.

Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin .

The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.

Original insurance certificates and required policy endorsements shall be mailed or delivered to the Designated Project Manager for the City of Richmond.

Insurance certificates and endorsements may be faxed to the Designated Project Manger. However, CONTRACTOR must mail the original certificates and endorsements to Designated Project Manager once faxed.

Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.

If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.

Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.

Reporting Requirements

Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.

Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.

Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 43 ANY PROPRIETOR/PARTNER/EXECUTIVEOFFICER/MEMBER EXCLUDED?

INSR ADDLSUBRLTR INSDWVD
PRODUCER CONTACTNAME: FAXPHONE(A/C, No):(A/C, No, Ext):E-MAILADDRESS:INSURER A :INSURED INSURER B :INSURER C :INSURER D :INSURER E :INSURER F :

POLICY NUMBERPOLICY EFFPOLICY EXPTYPE OF INSURANCELIMITS(MM/DD/YYYY)(MM/DD/YYYY)

AUTOMOBILE LIABILITY

UMBRELLA LIABEXCESS LIABWORKERS COMPENSATIONAND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)

AUTHORIZED REPRESENTATIVE
EACH OCCURRENCE$DAMAGE TO RENTEDCLAIMS-MADEOCCUR $PREMISES (Ea occurrence)MED EXP (Any one person)$PERSONAL & ADV INJURY$GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE$PRO-POLICYLOC PRODUCTS - COMP/OP AGGJECT OTHER: $COMBINED SINGLE LIMIT$(Ea accident)ANY AUTO BODILY INJURY (Per person)$OWNEDSCHEDULEDBODILY INJURY (Per accident)$AUTOS ONLYAUTOSHIREDNON-OWNEDPROPERTY DAMAGE$AUTOS ONLYAUTOS ONLY(Per accident)$OCCUR EACH OCCURRENCECLAIMS-MADEAGGREGATE$DEDRETENTION$ PEROTH-STATUTEERE.L. EACH ACCIDENTE.L. DISEASE - EA EMPLOYEE$If yes, describe underE.L. DISEASE - POLICY LIMITDESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGENAIC #

COMMERCIAL GENERAL LIABILITY
Y / NN / A(Mandatory in NH)
SHOULDANYOFTHEABOVEDESCRIBEDPOLICIESBECANCELLEDBEFORETHEEXPIRATIONDATETHEREOF,NOTICEWILLBEDELIVEREDINACCORDANCE WITH THE POLICY PROVISIONS.

THISISTOCERTIFYTHATTHEPOLICIESOFINSURANCELISTEDBELOWHAVEBEENISSUEDTOTHEINSUREDNAMEDABOVEFORTHEPOLICYPERIODINDICATED.NOTWITHSTANDINGANYREQUIREMENT,TERMORCONDITIONOFANYCONTRACTOROTHERDOCUMENTWITHRESPECTTOWHICHTHISCERTIFICATEMAYBEISSUEDORMAYPERTAIN,THEINSURANCEAFFORDEDBYTHEPOLICIESDESCRIBEDHEREINISSUBJECTTOALLTHETERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

THISCERTIFICATEISISSUEDASAMATTEROFINFORMATIONONLYANDCONFERSNORIGHTSUPONTHECERTIFICATEHOLDER.THISCERTIFICATEDOESNOTAFFIRMATIVELYORNEGATIVELYAMEND,EXTENDORALTERTHECOVERAGEAFFORDEDBYTHEPOLICIESBELOW.THISCERTIFICATEOFINSURANCEDOESNOTCONSTITUTEACONTRACTBETWEENTHEISSUINGINSURER(S),AUTHORIZEDREPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.IMPORTANT:IfthecertificateholderisanADDITIONALINSURED,thepolicy(ies)musthaveADDITIONALINSUREDprovisionsorbeendorsed.IfSUBROGATIONISWAIVED,subjecttothetermsandconditionsofthepolicy,certainpoliciesmayrequireanendorsement.Astatementonthis certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

COVERAGESCERTIFICATE NUMBER:REVISION NUMBER:

CERTIFICATE HOLDERCANCELLATION
© 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03)

CERTIFICATE OF LIABILITY INSURANCEDATE (MM/DD/YYYY)
$
$$$$
The ACORD name and logo are registered marks of ACORD
WHALE-4OP ID: MN11/01/2024
Michelle A NowellAlliance Mgt. & Insurance Serv355 Via Vera Cruz #7CA Agent/Broker Lic# 0737966San Marcos, CA 92078Michelle A. Nowell [email protected] Specialty Ins CompBill Whalen & Assoc IncWilliam J Whalen2330 Larchmont AveSanta Ana, CA 92706 AX 1,000,000X WSGP00017211/08/202411/08/2025100,000X 5,0001,000,0005,000,000X 1.000.0001,000,000A WSGP00017211/08/202411/08/2025X X Proof of insurance. This certificate is void if altered. Certificate Holder may be added upon request. Investigations, CA -- Bill Whalen and Associates LLC2330 Larchmont AvenueSanta Ana, CA 92706 760-471-711644776
Errors & Omission
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 44 ANY PROPRIETOR/PARTNER/EXECUTIVEOFFICER/MEMBER EXCLUDED?

INSR ADDLSUBRLTR INSDWVD
PRODUCER CONTACTNAME: FAXPHONE(A/C, No):(A/C, No, Ext):E-MAILADDRESS:INSURER A :INSURED INSURER B :INSURER C :INSURER D :INSURER E :INSURER F :

POLICY NUMBERPOLICY EFFPOLICY EXPTYPE OF INSURANCELIMITS(MM/DD/YYYY)(MM/DD/YYYY)

AUTOMOBILE LIABILITY

COMMERCIAL GENERAL LIABILITY
Y / NN / A(Mandatory in NH)
SHOULDANYOFTHEABOVEDESCRIBEDPOLICIESBECANCELLEDBEFORETHEEXPIRATIONDATETHEREOF,NOTICEWILLBEDELIVEREDINACCORDANCE WITH THE POLICY PROVISIONS.

COVERAGESCERTIFICATE NUMBER:REVISION NUMBER:

CERTIFICATE HOLDERCANCELLATION
© 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03)

CERTIFICATE OF LIABILITY INSURANCEDATE (MM/DD/YYYY)
$
$$$$
The ACORD name and logo are registered marks of ACORD
WHALE-4OP ID: MN11/01/2024
Michelle A NowellAlliance Mgt. & Insurance Serv355 Via Vera Cruz #7CA Agent/Broker Lic# 0737966San Marcos, CA 92078Michelle A. Nowell [email protected] Specialty Ins CompBill Whalen & Assoc IncWilliam J Whalen2330 Larchmont AveSanta Ana, CA 92706 AX 1,000,000X XWSGP00017211/08/202411/08/2025100,000X 5,0001,000,0005,000,000X 1.000.0001,000,000A WSGP00017211/08/202411/08/2025X X JL Group LLC, it's Principals, Officers, Employees and Assigns are named as an additional insured with respects to the work performed by the named insured. Investigations, CA -- JLGROUPJL Group LLC20025 Alicia Pkwy #327Laguna Niguel, CA 92677 760-471-711644776
Errors & Omission
Docusign Envelope ID: 84728777-DE73-4525-8572-5FA8B796DFBA 45 CITY OF RICHMOND

STANDARD CONTRACT
Department: City Project Manager:

City Project Manager E-mail: City Project Manager Phone No:

Vendor No: Contract No:

Description of Services:

The parties to this STANDARD CONTRACT do mutually agree and promise as follows:

1. Parties. The parties to this Contract are the City of Richmond, a municipal corporation (“the City”), and the following named Contractor:

Contractor Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

2. Term. The effective date of this Contract is _______________________ and terminates _________________ unless terminated earlier as set forth herein.

5. City Obligations. City shall make payments to the Contractor in accordance with the Payment Provisions set forth in Exhibit B, attached hereto and incorporated herein.

City Attorney's Office
Alex Seraphin
[email protected]
(510) 966-7075
17068 (is it same as prior?)
TBD
Investigative Services for the Community Police Review Commission Bill Whalen and Associates, Inc.
3024 E. Chapman Ave., #164
Orange, CA 92869
Bill whal
(714) 904-2191
[email protected]
40068345
February 1, 2026
June 30, 2026
100,000.00
25/26
100,000.00
46 6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C), attached hereto and incorporated herein.

7. General Conditions. This Contract is subject to the General Conditions (Exhibit D), which are attached hereto and incorporated herein.

8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any), which are attached hereto and incorporated herein.

9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F), which are attached hereto and incorporated herein.

10. Sanctuary City Compliance Statement. This Contract is subject to the Sanctuary City Compliance Statement (Exhibit G), which is attached hereto and incorporated herein.

11. Signatures. These signatures attest the parties' agreement hereto:

CITY OF RICHMOND,
a municipal corporation [BUSINESS NAME]
(* The Corporation Chairperson of the Board, President, or Vice President should sign below)

By: _________________________ By: ___________________________ Title: ________________________ Title: __________________________ Date Signed: _________________ Date Signed: ___________________

LIST OF ATTACHMENTS:

Bill Whalen and Associates, Inc.
47 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT A

SERVICE PLAN

Contractor shall, to the satisfaction of the Project Manager ( set forth in Exhibit B) , perform the following services and be compensated as outlined below [or attach service plan if necessary]:

TBD
Bill Whalen and Associates, Inc.

See attached agreement - Attachment A
Section 11. Hold Harmless is replaced with the following language:

INDEMNIFICATION

EXHIBIT B

PAYMENT PROVISIONS

1. COMPENSATION TO CONTRACTOR:

a. Provided Contractor is not in default under this Contract, Contractor shall be compensated in the manner set forth herein.

c. All City vendors receiving new contracts shall sign up to receive electronic payments through the City’s Automated Clearinghouse (ACH) payments service/provider.

2. SUBMISSION OF INVOICES:

Contractor shall submit timely invoices by email to
[email protected] and/or to the following address:

Attention: City of Richmond Finance/Account Payable
Project Manager: _______________________
P.O. Box 4046
Richmond, CA 94804

3. All invoices that are submitted by Contractor shall be subject to the approval of the City Project Manager, _______________________, before payments shall be authorized.

a. The City will pay invoice(s) within 45 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.

b. All appropriate permits, certificates, and licenses, including a City business license shall be obtained and maintained for the duration of this Contract before any payment is authorized.

Alex Seraphin
Alex Seraphin
TBD
Bill Whalen and Associates, Inc.
49 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT C

AUTHORIZED REPRESENTATIVES AND NOTICES

3. Either party may, at any time, change its notice address (other than to a post office box address) by giving the other party three (3) days prior written notice of the new address.

4. All notices, demands, requests, or approvals from Contractor to the City shall be addressed to the City at:

City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Email: ________________________________________________

5. All notices, demands, requests, or approvals from the City to Contractor shall be addressed to Contractor at:

Attn:

Email: ________________________________________________ Alex Seraphin
[email protected]
TBD
Bill Whalen and Associates, Inc.

Bill Whalen and Associates, Inc.
3024 E. Chapman Ave., #164
Orange, CA 92869
[email protected]
B. Whalen
50 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT D

GENERAL CONDITIONS

1. INDEPENDENT PARTIES:

Contractor hereby declares that Contractor is engaged as an independent business and Contractor agrees to perform the services as an independent contractor.

2. TIME IS OF THE ESSENCE:

Contractor and the City agree that time is of the essence regarding the performance of this Contract.

3. STANDARD OF CARE:

4. IMMIGRATION REFORM AND CONTROL ACT (IRCA):

5. NON-DISCRIMINATION:

Consistent with the City’s policy and state and federal law that harassment and discrimination are unacceptable conduct, Contractor and its employees, contractors, and agents shall not harass or discriminate against any job applicant, City employee, or any other person on the basis of any kind of any statutorily (federal, state or local) protected class, including but not limited to: race, religious creed, color, national origin, ancestry, TBD
Bill Whalen and Associates, Inc.
51 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
disability (both mental and physical) including HIV and AIDS, medical condition (e.g. cancer), genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, pregnancy, political affiliation, military and veteran status or legitimate union activities. Contractor agrees that any violation of this provision shall constitute a material breach of this Contract.

d. Contractor shall, at such time and in such form as City Manager or their designee may require, furnish reports concerning the status of services and tasks required under this Contract.

7. RECORDS:

TBD
Bill Whalen and Associates, Inc.
52 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
c. If supplemental examination or audit of the Records is necessary due to concerns raised by the City’s preliminary examination or audit of records, and the City’s supplemental examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of this Contract or failure to act in good faith, then Contractor shall reimburse the City for all reasonable costs and expenses associated with the supplemental examination or audit.

8. PERMITS AND LICENSES:

9. TERMINATION:

10. CONFLICT OF INTEREST:

Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under TBD
Bill Whalen and Associates, Inc.
53 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.

11. HOLD HARMLESS:

12. LIMITATIONS UPON SUBCONTRACTING AND ASSIGNMENT:

The City Manager or their designee may consent or reject such request in their sole and absolute discretion. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for TBD
Bill Whalen and Associates, Inc.
54 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
money against the City under this Contract may be assigned by Contractor to a bank, trust company or other financial institution without prior written consent.

13. SAFETY:

Contractor shall assume sole and complete responsibility for the safety of Contractor's employees and any of subcontractor's employees This requirement will apply continuously and not be limited to normal working hours. In addition, Contractor will comply with all safety provisions in conformance with U.S. Department of Labor Occupational Safety and Health Act, any equivalent state law, and all other applicable TBD
Bill Whalen and Associates, Inc.
55 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
federal, state, county and local laws, ordinances, codes, and any regulations that may be detailed in other parts of the Contract. Where any of these are in conflict, the more stringent requirements will be followed. Contractor’s failure to thoroughly familiarize itself with the aforementioned safety provisions will not relieve it from compliance with the obligations and penalties set forth herein.

Contractor also agrees to make available to the City, at the City’s request, records to demonstrate Contractor’s compliance with this Section.

14. INSURANCE:

Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.

15. COMPLIANCE WITH ALL APPLICABLE LAWS:

2.52, 2.56, and 2.60, if applicable.

TBD
Bill Whalen and Associates, Inc.
56 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

Contractor agrees to abide by the terms and conditions of said policies.

16. INTEGRATED CONTRACT:

17. CONFLICTING PROVISIONS:

18. FORCE MAJEURE:

19. CONFLICT OF LAW:

This Contract shall be interpreted under, and enforced by the laws of the State of TBD
Bill Whalen and Associates, Inc.
57 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
California without regard to any choice of law rules which may direct the application of laws of another jurisdiction. The Contract and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this Contract (or the successors of those authorities). Any suits brought pursuant to this Contract shall be filed with the courts of the County of Contra Costa, State of California.

20. CLAIMS:

21. INTERPRETATION:

This Contract shall be interpreted as if drafted by both parties.

22. WARRANTY:

23. SEVERABILITY:

24. AUTHORITY:

City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that they are duly authorized to enter into and execute this Contract on behalf of Contractor, TBD
Bill Whalen and Associates, Inc.
58 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
and shall be personally liable to City if they are not duly authorized to enter into and execute this Contract on behalf of Contractor.

25. WAIVER:

26. COUNTERPARTS:

27. SANCTUARY CITY CONTRACTING ORDINANCE (SCCO):

TBD
Bill Whalen and Associates, Inc.
59 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT E

SPECIAL CONDITIONS

The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable, otherwise please state “NONE”):

TBD
Bill Whalen and Associates, Inc.

NONE
60 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT F

INSURANCE PROVISIONS
☐ CHECK HERE IF RISK MANAGEMENT HAS APPROVED WAIVING INSURANCE REQUIREMENTS FOR THIS CONTRACT.

Endorsements naming the City, its City Council, boards, commissions, officials, employees, agents, and volunteers as additional insured shall be submitted with the insurance certificates.

Consultants and Contractors – Type 1
Professional Services – Type 2
Environmental Risk/Hazardous Waste Material – Type 3
Lease of City Property – Type 4
Vendors, Suppliers, Small Grant Recipients & Nonprofit Organizations – Type 5 Transportation Providers – Type 6
Professional Services Pyrotechnics – Type 7
Cyber and I.T. Risks – Type 8
TBD
Bill Whalen and Associates, Inc.
61 Contract No: ________ For the Contract between the City of Richmond and
_____________________________
The insurance requirements classification applicable to this Contract shall be attached to this Exhibit F and made a part hereof.

INSERT INSURANCE REQUIREMENTS CLASSIFICATION APPLICABLE TO THIS CONTRACT: (IF NECESSARY, CONFIRM WITH RISK MANAGER)
TBD
Bill Whalen and Associates, Inc.
62 Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT G

SANCTUARY CITY COMPLIANCE STATEMENT

The undersigned, (hereafter "Contractor"), has had an opportunity to review the requirements of City of Richmond Ordinance 12-18 (hereafter "Sanctuary City Contracting Ordinance" or “SCCO”).

a. "Data Broker” means either of the following:

ii. The aggregation of data that was collected for another purpose from that for which it is ultimately used.

b. “Extreme Vetting” means data mining, threat modeling, predictive risk analysis, or other similar services."

Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Printed Name: Title:

Signed: Date:

Business Entity:

TBD
Bill Whalen and Associates, Inc.
63

Page 1 of 3 ends

March 24, 2026

City Clerk's Office

DATE: March 24, 2026
TO: Mayor Martinez and Members of the City Council
FROM:

Pamela Christian, City Clerk

SUBJECT:

Records Retention and Destruction Schedule Update
FINANCIAL IMPACT: Richmond will realize significant savings both in labor and storage expenses; including the avoidance of future storage costs.

PREVIOUS COUNCIL
ACTION:

May 18, 1999
October 29, 2002
June 17, 2008

STATEMENT OF THE
ISSUE:

The City is upgrading its records management program,
including its records retention policies. The adoption of this retention schedule will result in efficiency gains and cost savings.

RECOMMENDED ACTION: ADOPT a resolution to make updates to the City-wide Records Retention and Destruction Schedules, excluding
the Police Department which will be brought back to City Council for adoption at a later date – City Clerk’s Office (Pamela Christian 510-620-6513).

DISCUSSION:

The City established its Records Retention Program on May 18, 1999, to support the management and preservation of public records. This was advanced on October 29, 2002, with the adoption of a records retention schedule for the City Clerk’s Office and AGENDA
REPORT
64

Page 2 of 3 ends

March 24, 2026
expanded on June 17, 2008, with City-wide retention schedules, creating a consistent framework across departments.

Since then, operational practices, legal requirements, and technology have evolved. To address these changes, the City is updating its records retention and destruction schedules to align with current standards, improve consistency, reduce storage costs, eliminate duplication, and increase efficiency.

The City of Richmond selected Gladwell Governmental Services, Inc., an expert in local government records, to assist with this comprehensive update and strengthen the City’s records management program. An upgrade in the existing program was necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law.

The upgrade of the current records management systems are driven by many factors, including:
 Very limited space in City facilities
 Many departments are filing and storing copies of the same records  Richmond produces and manages many permanent records
 Escalating records storage expenses
 Technology advancements
 Changes in law

The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.

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

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

1. It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, which is provided in Section 2 of the resolution (California Government Code § 34090). This will reduce costs and improve efficiency for the City.

Page 3 of 3 ends

March 24, 2026
It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3 of the resolution (California Government Code § 34090).

DOCUMENTS ATTACHED:

Attachment 1 – Proposed Resolution
Attachment 2 – Updated Records Retention Schedules (Police Department excluded) 66 Reso. No. _____

Page 1 of 2 ends

DocID #65864v1
RESOLUTION NO. ______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RICHMOND,

CALIFORNIA, ADOPTING A RECORDS RETENTION AND DESTRUCTION

SCHEDULE (EXCLUDING RICHMOND POLICE DEPARTMENT RECORDS)

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 Richmond; and

WHEREAS, Section 34090 of the Governme nt 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 Richmond previously adopted Resolution No. 71-99, approving Records Retention Schedules.

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

Section 1. Resolution No. 71-99 is hereby repealed.

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

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

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

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

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

******************

I certify that the foregoing resolution was passed and adopted by the City Council of the City of Richmond at a regular meeting thereof held on Mmmm dd, yyyy, by the following vote:

AYES: AYES:

NOES:

ABSTENTIONS:

ABSENT:

67 Reso. No. _____

Page 2 of 2 ends

DocID #65864v1

CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:

Mayor

Approved as to form:

City Attorney

State of California }
County of Contra Costa : ss.

City of Richmond }

I certify that the foregoing is a true copy of Resolution No. _____, finally passed and adopted by the City Council of the City of Richmond at a regular meeting held on Mmmm dd, yyyy.

_______________________________________
Pamela Christian, Clerk of the City of Richmond
68 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 Electronic Records):

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).”
69 RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

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

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

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

Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained

For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed

Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.

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

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) 70
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-1Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

Lead Dept. CW-001 Accident / Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-002
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for some Municipal
Government actions is 3 - 6 months;
CCP§335 337 et seq; GC §§34090,
65009(c)(1)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-003
Agreements / Contracts ADMINISTRATION
(WITHOUT Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, Project Schedules, RFP /
RFQ - Request for Proposal, Request for
Qualification, etc.)
Send all Original Agreements / Contracts to the
City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E and O Statute
of Limitations; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts and Spec's=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-004
Agreements / Contracts: ADMINISTRATION
(WITH Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, Project Schedules, RFP /
RFQ - Request for Proposal, Request for
Qualification, etc.

Send all Original Agreements / Contracts to the
City Clerk
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors
and Omissions is 10 years; Statute of
Limitations: Contracts and Spec's=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

91.105(h), 92.505, and 570.502(b), 29
CFR 97.42; OMB Circular A-133; GC
§34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-005
Agreements / Contracts: UNSUCCESSFUL
BIDS / PROPOSALS / RESPONSES to RFPs
(Request for Proposals) / RFQs (Request for
Qualifications) that don't result in a contract
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Includes unopened bids; GC §34090
CITY-WIDE (Used By ALL Departments)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
71 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-2Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
n/a CW-006
Boards, Commissions, / Committees: External
Organizations - Agendas, Minutes,
Resolutions, / other documents
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-records
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies, Public Workshops: Citizen Advisory
Created by the City Council

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies, Public Workshops: Citizen Advisory
Created by the City Council - Recordings -
AUDIO RECORDINGS of Meetings / Audio
Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.7
Staffing Dept. CW-008.5
Boards, Committees, Commissions, Advisory
Bodies, Public Workshops: Citizen Advisory
Created by the City Council - Recordings -
VIDEO RECORDINGS of Meetings / Video
Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.7
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies, Public Workshops: Citizen Advisory
Created by the City Council

MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Staffing Dept. CW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS / MINUTES (If agendas or minutes
are created)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Staffing Dept. CW-011
Committees: Subcommittees of the City
Council (Ad-Hoc / Standing Committees)

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

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

RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
72 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-3Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Lead
(Responding)
Dept.

CW-012 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP
§§338 et seq., 340 et seq., 342, GC
§34090
Lead Dept. CW-013 Copies / duplicates of any record
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-016
Correspondence - ROUTINE
(IF CONTENT relates in a SUBSTANTIVE way
to the conduct of the public's business)
(e.g. e-mail / email with SUBSTANTIVE content,
Letters, Memorandums, Administrative Files,
Chronological, General Files, Reading File,
Working Files, etc.)

SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
IF the Content relates in a SUBSTANTIVE way
to the conduct of the public's business
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Superior Court (2017) 2 Cal.5th 608
(Smith). S218066. Supreme Court of
California, 2017; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
73 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-4Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
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, staff Teams
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
(Smith). S218066. Supreme Court of
California, 2017
Lead Dept. CW-016 Drafts / Notes: Drafts that are revised (retain final version)
When No
Longer
Required

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

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

GC §§34090, 7927.500, 7928.705
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
74 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-5Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Lead Dept. CW-017 GIS Database / Data / Layers (both City-wide / Specialized)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept.
(Managing the
Grant)
CW-018 Grant Applications funded by the City's General
Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept.
(Managing the
Grant)
CW-019 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
Grant)
CW-020
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations /
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years

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

QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee;2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, and
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 and A-133; GC §34090
Lead Dept. CW-021 Newspaper Clippings / Media 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
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
75 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-6Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Human
Resources CW-022
Personnel Files (Department Copies -
Excludes Police Officers)
Send all originals to Human Resources
Send any
copies to
Human
Resources
upon
Separation or
Transfer
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-023 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-024 Photographs
When No
Longer
Required

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

QC & OD
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Ordered
the Appraisal)
CW-025 Real Estate Appraisal Reports: Property NOT
purchased / sold, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-026 Real Estate Appraisal Reports: Purchased /
Sold 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), and 570.502(b); 29 CFR 97.42,
GC §34090
Lead Dept.
(Who Recorded
the Document)
CW-027 Recorded Documents - Real Property: Deeds,
Easements, Rights of Way, etc. P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
76 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-7Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Lead Dept. CW-028 Records Destruction Authorization Forms / Certifications (All Departments) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
n/a CW-029
Reference Materials: Policies, Procedures /
SOPs, Brochures, Flyers, Handbooks,
Manuals, Newsletters, Plans, Strategic Plans, (if
not provided in the schedule.) Standard
Operating Procedures (SOPs), Studies /
Reports (if not provided in the schedule.): etc.:

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

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Non-Records
Lead Dept. CW-030
Reference Materials: Policies, Procedures /
SOPs, Brochures, Flyers, Handbooks,
Manuals, Newsletters, Plans, Strategic 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-031
Reference Materials: Policies, Procedures /
SOPs, Brochures, Flyers, Handbooks,
Manuals, Newsletters, Plans, Strategic Plans, (if
not provided in the schedule.) Standard
Operating Procedures (SOPs), Studies /
Reports (if not provided in the schedule.): etc.:

Produced by OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-032 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
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
77 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-8Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Lead Dept. CW-033 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-034 Special Event Permits Expiration + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-035 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

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

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

Lead Dept. CW-037
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft / 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-037.5
Training EMPLOYEE RECORDS (If Records
are Created - filed by Employee Name)

Required Information by Employee for all
Employee Training for Separation + 5 years:

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualification Documents
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
LC §1198.5, 6401.9(f), 6429(c); 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
78 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-9Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Lead Dept.
(Presenting the
Training)
CW-038
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; Ethics, Fiscal &
Financial, Harassment & Workplace
Violence Prevention Training is 5 years;
Calif. Labor Division is required to keep
their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law
requires 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); LC §6401.9(f)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
79 RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Econ. Develop.
/ Arts and
Culture
B&C-001 Arts / Culture Commission

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Econ. Develop.
/ Arts and
Culture
B&C-002
Arts / Culture Commission: Recordings -
AUDIO RECORDINGS of Meetings / Audio
Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Arts and
Culture
B&C-002.5
Arts / Culture Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Arts and
Culture
B&C-003 Arts / Culture Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Library and
Comm. Srvs /
Recreation
B&C-004 Commission on Aging

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Library and
Comm. Srvs /
Recreation
B&C-005
Commission on Aging
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Recreation
B&C-005.5 Commission on Aging
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department.

RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
80 RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department.

Library and
Comm. Srvs /
Recreation
B&C-006 Commission on Aging

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Manager B&C-007
Community Police Review Commission
(CPRC)

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Manager B&C-008
Community Police Review Commission (CPRC)
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Manager B&C-008.5
Community Police Review Commission (CPRC)
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Manager B&C-009
Community Police Review Commission
(CPRC)

MINUTES / RESOLUTIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Development /
Planning
B&C-010 Design Review Board

AGENDAS / STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
B&C-011
Design Review Board
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development /
Planning
B&C-011.5
Design Review Board
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development /
Planning
B&C-012 Design Review Board

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
81 RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

B&C-013 Economic Development Commission

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Econ. Develop.
/ Business
Develop.

B&C-014
Economic Development Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Business
Develop.

B&C-014.5
Economic Development Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Business
Develop.

B&C-015 Economic Development Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Library and
Comm. Srvs /
Transport.

B&C-016
Environmental Community / Investment
Agreement (ECIA) Transportation Oversight
Committee

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Library and
Comm. Srvs /
Transport.

B&C-017
Environmental Community / Investment
Agreement (ECIA) Transportation Oversight
Committee
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Transport.

B&C-017.5
Environmental Community / Investment
Agreement (ECIA) Transportation Oversight
Committee
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
82 RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

B&C-018
Environmental Community / Investment
Agreement (ECIA) Transportation Oversight
Committee

MINUTES / RESOLUTIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Manager B&C-019
Environmental Community / Investment
Agreement (ECIA) Grant Review Committee

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Manager B&C-020
Environmental Community / Investment
Agreement (ECIA) Grant Review Committee
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Manager B&C-020.5
Environmental Community / Investment
Agreement (ECIA) Grant Review Committee
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Manager B&C-021
Environmental Community / Investment
Agreement (ECIA) Grant Review Committee

MINUTES / RESOLUTIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Clerk B&C-022 General Pension Board

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Clerk B&C-023
General Pension Boad
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Clerk B&C-023.5
General Pension Board
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
83 RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Development /
Planning
B&C-025 Historic Preservation Commission

AGENDAS / STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
B&C-026
Historic Preservation Committee
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development /
Planning
B&C-026.5
Historic Preservation Committee
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development /
Planning
B&C-027 Historic Preservation Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Econ. Develop.
/ Housing
Authority
B&C-028
Housing Advisory Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Housing
Authority
B&C-028.5
Housing Advisory Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Housing
Authority
B&C-029 Housing Advisory Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
84 RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development B&C-031 Human Rights / Human Relations Commission

AGENDAS / STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development B&C-032
Human Rights / Human Relations Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development B&C-032.5
Human Rights / Human Relations Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development B&C-033 Human Rights / Human Relations Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Library and
Comm. Srvs /
Library
B&C-034 Library Commission

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Library and
Comm. Srvs /
Library
B&C-035
Library Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Library
B&C-035.5
Library Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
85 RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department.

Library and
Comm. Srvs /
Library
B&C-036 Library Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Human
Resources B&C-037 Personnel Board

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Human
Resources B&C-038
Personnel Board
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Human
Resources B&C-038.5
Personnel Board
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Human
Resources B&C-039 Personnel Board

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Development /
Planning
B&C-040 Planning Commission

AGENDAS / STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
B&C-041
Planning Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development /
Planning
B&C-041.5
Planning Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development /
Planning
B&C-042 Planning Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
86 RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Econ. Develop.
/ Real Estate B&C-044
Point Molate Community Advisory Committee
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Real Estate B&C-044.5
Point Molate Community Advisory Committee
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Real Estate B&C-045 Point Molate Community Advisory Committee

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Clerk B&C-046 Police / Firemen's Pension Board

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Clerk B&C-047
Police / Firemen's Pension Board
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Clerk B&C-047..5
Police / Firemen's Pension Board
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Clerk B&C-048 Police / Firemen's Pension Board

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Library and
Comm. Srvs /
Recreation
B&C-049 Recreation / Parks Commission

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department Preference; GC §34090 et
seq.

RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
87 RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department.Library and Comm. Srvs /
Recreation
B&C-050
Recreation / Parks Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Recreation
B&C-050.5
Recreation / Parks Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Recreation
B&C-051 Recreation / Parks Commission

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090(a)
Library and
Comm. Srvs B&C-052
Reimagining Public Safety Community Task
Force

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department Preference; GC §34090
Library and
Comm. Srvs B&C-053
Reimagining Public Safety Community Task
Force
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs B&C-053.5
Reimagining Public Safety Community Task
Force
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs B&C-054
Reimagining Public Safety Community Task
Force

MINUTES / RESOLUTIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Library and
Comm. Srvs /
Children and
Youth
B&C-055
Richmond Fund for Children / Youth Oversight
Board

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
88 RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department.

Library and
Comm. Srvs /
Children and
Youth
B&C-056
Richmond Fund for Children / Youth Oversight
Board
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Children and
Youth
B&C-056.5
Richmond Fund for Children / Youth Oversight
Board
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Children and
Youth
B&C-057
Richmond Fund for Children / Youth Oversight
Board

MINUTES / RESOLUTIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Council
Office B&C-058 Shimada Friendship Commission

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Council
Office B&C-059
Shimada Friendship Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Council
Office B&C-059.5
Shimada Friendship Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Council
Office B&C-060 Shimada Friendship Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Public Works /
Parks and
Landscape
B&C-061 Urban Forest Advisory Committee

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
89 RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department.Public Works / Parks and
Landscape
B&C-062
Urban Forest Advisory Committee
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Public Works /
Parks and
Landscape
B&C-062.5
Urban Forest Advisory Committee
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Public Works /
Parks and
Landscape
B&C-063 Urban Forest Advisory Committee

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Library and
Comm. Srvs /
Employment
and Training
B&C-064 Workforce Development Board

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Library and
Comm. Srvs /
Employment
and Training
B&C-065
Workforce Development Board
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Employment
and Training
B&C-065.5
Workforce Development Board
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Employment
and Training
B&C-066 Workforce Development Board

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Council
Office B&C-067 Youth Council

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
90 RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department. City Council Office B&C-068
Youth Council
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Council
Office B&C-068.5
Youth Council
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Council
Office B&C-069 Youth Council

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Council
Office B&C-070 Zhoushan Friendship Commission

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Council
Office B&C-071
Zhoushan Friendship Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Council
Office B&C-071.5
Zhoushan Friendship Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Council
Office B&C-072 Zhoushan Friendship Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
91 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1Ver. 4.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY ATTORNEY
City Attorney CA-001
Administrative Hearings Escalated from All
Departments
(The Final Decision is provided to the
Department, who retains it with their case
files)
Final
Decision + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CA-002 Lawsuits / Litigation - Historically Significant Records P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (some records for some
cases are required to be retained for future
reference); CCP §337 et seq.; GC §§911.2,
34090, 34090.6; PC §832.5(b)
City Attorney CA-003 Lawsuits / Litigation - Routine Matters / Cases / Records
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Initial Claims must be
filed within 1 year, lawsuit within 2 years; CCP
§337 et seq.; GC §§911.2, 34090, 34090.6; PC
§832.5(b)
City Attorney CA-004 Lawsuits / Litigation: Settlement
Agreements, Court Decisions, etc. P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (some agreements or
court decisions may have on-going commitments
or terms); CCP §337 et seq.; GC §§911.2,
34090, 34090.6; PC §832.5(b)
City Attorney CA-005 Legal Advice Files / Work Requests / Legal Advice Requests
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CA-006 Legal Case Management Software
Database
Indefinite -
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
92 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-1Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

City Clerk CC-001
Agenda Packets - City Council, Housing
Authority, Joint Powers Financing
Authority, Successor Agency, Former
Redevelopment Agency, Surplus Property
Authority
Includes Appeals
P Yes: Before
Meeting
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-002
Agreements / Contracts ALL
(INFRASTRUCTURE, / IF IMAGED, JPAs,
MOUs)
Agreement / Contract includes all contractual
obligations (e.g. Specifications / Successful
Proposal / Scope of Work),
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property / property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street / alley improvements, settlement,
subdivisions, utilities, water, etc.

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

QC & OD
Department Preference; All infrastructure
contracts should be permanent for
emergency preparedness; Statute of
Limitations is 4 years; 10 years for Errors and
Omissions; land records are permanent by
law; CCP §337 et. seq., GC §34090;
Contractor has retention requirements in 48
CFR 4.703

CITY CLERK
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
93 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-2Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk CC-003
Agreements / Contracts ALL
(NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT IMAGED)
Agreement / Contract includes all contractual
obligations (e.g. Specifications / Successful
Proposal / Scope of Work)
Examples of Non-Infrastructure:

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

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

QC & OD
Department Preference; Statute of Limitations
is 4 years; 10 years for Errors and Omissions;
land records are permanent by law; CCP
§§337. 337.1(a), 337.15, 343; GC §34090,
Contractor has retention requirements in 48
CFR 4.703(a)
City Clerk CC-004 Board / Commission / Committee Applications (All, 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
Human
Resources /
Risk
Management
CC-007 Claim for Damage Forms / Claims Against the
City Forms
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Forwarded to Risk Management, who retains
the complete claim file; GC §34090.7
City Clerk CC-008
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL, IF NOT ELECTRONICALLY
FILED
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Department preference; Only Campaign
Statements filed electronically are required
for 10 years; City maintains copies only;
original statements are filed with FPPC; GC
§81009(f)(g); GC §84615
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
94 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-3Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk CC-009
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

ELECTRONICALLY FILED
10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Only Campaign
Statements filed electronically are required
for 10 years; City maintains copies only;
original statements are filed with FPPC; GC
§81009(f)(g); GC §84615
City Clerk CC-010 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-011 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-012 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC GC §81009(e)
City Clerk CC-013 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 CC-014
Campaign Filings (FPPC 400 Series Forms /
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)

ELECTRONICALLY FILED, / PAPER

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

QC & OD
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 /
Elections CC-015
Campaign Filings (FPPC 400 Series Forms /
Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; Paper must be
retained for at least 2 years; GC
§81009(b)and(g)

CITY CLERK / ELECTIONS
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
95 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-4Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk /
Elections CC-016
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED -
WITH / WITHOUT Committees
10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statements filed electronically are required
for 10 years; GC §81009(b)and(g); GC
§84615
City Clerk /
Elections CC-017
Campaign Filings (FPPC 400 Series Forms):

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

OTHER COMMITTEES (PACS - not candidate-
controlled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Paper must be retained for at least 2 years;
GC §81009(c)and(g)
City Clerk /
Elections CC-019
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
CA law states term of office and 4 years after
the expiration of term for Nomination Papers;
EC §17100
City Clerk /
Elections CC-020
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; CA law states term
of office and 4 years after the expiration of
term for Nomination Papers; EC §17100
City Clerk /
Elections CC-021
Elections - GENERAL, WORKING /
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, District Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Notices, Postings, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk /
Elections CC-022
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
96 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-5Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk /
Elections CC-023 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
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 election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk /
Elections CC-024.5
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
(End of Elections Section)
City Clerk CC-025 Ethics Certificates Financial for City Council, Board / Commission Members, Employees 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §§ 3105, 12946, 34090;; 53235.2(b);
City Clerk CC-026
Historical Records, Photographs, / Historical
Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
City Clerk CC-027
Legislative History Files - HISTORICALLY

SIGNIFICANT, LAND, PLANNING, CAPITAL

IMPROVEMENT INFRASTRUCTURE

PROJECTS
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-028 Legislative History Files - NOT

HISTORICALLY SIGNIFICANT
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
97 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-6Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk CC-029
Minutes: City Council, Housing Authority, Joint
Powers Financing Authority, Successor
Agency, Former Redevelopment Agency,
Surplus Property Authority
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-030 Oath of Office / Disaster Service Workers Oath - ALL Employees P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years, GC §§36507,
34090; PC §§801.5, 803(c); 29 USC 1113
City Clerk CC-031 Ordinances P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-032
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
1 year Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Law requires 1 year for petitions; GC §50115
City Clerk CC-033
Prop. 218 (Property-based fees - Notice
Mailing List, Protest Letters / Ballots,
Tabulation
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §53753(e)(2)
City Clerk CC-034
Public Records Requests / Subpoenas Duces
Tecum
(Excludes Rent Board, Police Responses /
Fire Responses)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-035
City Council, Housing Authority, Joint Powers
Financing Authority, Successor Agency,
Former Redevelopment Agency, , Surplus
Property Authority Meetings: Recordings:

AUDIO RECORDINGS of Meetings / Audio
Tapes
Minimum 4
years Mag
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
98 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-7Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk CC-035.5
City Council, Housing Authority, Joint Powers
Financing Authority, Successor Agency,
Former Redevelopment Agency, , Surplus
Property Authority Meetings: Recordings:

VIDEO RECORDINGS of Meetings / Video
Tapes
Minimum 4
years Mag
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City Clerk CC-036 Records Destruction Authorization Forms / Certifications (All Departments) 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD Department preference; GC §34090
City Clerk CC-037
Redistricting Web Page / District Boundary
Web Page (Map, Redistricting Process,
Agendas, Calendars, Notice, etc.)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD EC §21608(g); GC §34090
City Clerk CC-038
Resolutions: City Council, Housing Authority,
Joint Powers Financing Authority, Successor
Agency, Former Redevelopment Agency,
Surplus Property Authority
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(e)
City Clerk CC-039 Secretary of State Statement of Facts / Registry of Public Agencies 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
99 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1Ver. 5.0 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY MANAGER
City Manager CM-001 Administrative Policies Approved by the City Manager
Minimum
Superseded +
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-002
Legislative Advocacies, Support /
Opposition to proposed Federal / State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-003 Project Files / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Finance CM-004 Travel Records / Expense Reports
Copies - When
No Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
100
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building Division)
Page BLD-1Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

COMMUNITY DEVELOPMENT / BUILDING DIVISION
Lead Dept. B&S-001 Permit Database (TrakiT) Indefinite - Permanent Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; Required for the Life of the
Structure; GC §34090; CBC §§ 1.8.4.3.1,
104.7 – 104.7.4 and 107.5; H&S §19850
Comm. Develop. /
Building B&S-002 Activity Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business (Reports can
be re-run from the database); GC §34090
Comm. Develop. /
Building B&S-003 Address Files / Building Permits P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CBC §§104.6 104.7 and 107.5; GC
§34090
Comm. Develop. /
Building B&S-004 Building Plans - Cancelled / Withdrawn Upon
Cancellation
or
Withdrawal

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

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Comm. Develop. /
Building B&S-005 Building Plans - Expired
Minimum
Upon
Expiration

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

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Comm. Develop. /
Building B&S-006
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Comm. Develop. /
Building B&S-007 Building Plans - Finalled - SINGLE FAMILY

RESIDENTIAL - SFR / APPURTENANCES
Minimum 180
days Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Comm. Develop. /
Building B&S-009 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
101
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building Division)
Page BLD-2Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Comm. Develop. /
Building B&S-010 California Building Codes / Uniform Building Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
Comm. Develop. /
Building B&S-011 Certificate of Occupancy (CofO) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Building B&S-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
Comm. Develop. /
Building B&S-013 Correction Notices - Building
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Comm. Develop. /
Building B&S-014 Energy Calculations
Minimum
When Permit
is Finalled
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Comm. Develop. /
Building B&S-015 Geotechnical / Soils Reports / Structural Reports (all) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Building B&S-016 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Building B&S-017 Plan Check Comments
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

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

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
102
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT /

CODE ENFORCEMENT
Page CE-1Ver. 5.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

COMMUNITY DEVELOPMENT / CODE ENFORCEMENT
Lead Dept. CE-001 Permit Database (TrakiT) Indefinite - Permanent Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; Required for the Life of the
Structure; GC §34090; H and S §19850
Comm. Develop. /
Code
Enforcement
CE-002 Business Permits (Regulatory) - TECHNICIANS:

Massage Technicians
Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090
Comm. Develop. /
Code
Enforcement
CE-003
Business Permits Background Files (Regulatory) -
BUSINESS OWNER: Massage Establishments,
Pawn Shops, Thrift Stores, etc.

Termination
of Business +
2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090
Comm. Develop. /
Code
Enforcement
CE-004
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos, /
Code Enforcement Complaint Letters)
Resolution +
2 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Comm. Develop. /
Code
Enforcement
CE-005 Hearing Officer Determinations / Appeals of Code Enforcement Actions
Resolution +
2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090
Comm. Develop. /
Code
Enforcement
CE-006 Liens / Releases (includes Recorded Liens) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090(a)
Comm. Develop. /
Code
Enforcement
CE-007 Notice of Violations ./ Code Enforcement Citations / Reminder Notices
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
103
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Housing)
Page HOU-1Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

COMMUNITY DEVELOPMENT / HOUSING
Community
Development /
Housing
HOU-001 Fair Chance Access to Affordable Housing
Ordinance: Appeals, Hearings, Determinations
Final
Determinatio
n + 3 years

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

QC & OD
Department preference; Municipal Code

7.110.080 requires the Housing Provider
to retain records for 3 years and allow
City access; GC §34090
Community
Development /
Housing
HOU-002 Fair Chance Access to Affordable Housing
Ordinance: Audits 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Municipal Code

7.110.080 requires the Housing Provider
to retain records for 3 years and allow
City access; GC §34090
Community
Development /
Housing
HOU-003
Homeless Services / Homeless Outreach
Applications (successful), grant agreement,
copies of invoices, program rules, regulations /
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency
Audit, if
required -
Minimum 5
years

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

QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; ; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, and
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 and A-133; GC §34090
Community
Development /
Housing
HOU-004
Housing Applications Rejected / Unqualified
(First Time Home Buyers, Rehabilitation, Below
Market Rate Housing Units, CalHome, etc.)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Housing
HOU-004,5
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
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
104
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Housing)
Page HOU-2Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Development /
Housing
HOU-005
Housing Programs: Affordable Housing Projects,
Inclusionary Housing, Below Market Rate (BMR),
CalHome, Rehabilitation, etc.

May include inclusionary housing agreements,
regulatory agreements, promissory notes, deeds
of trust, resale restrictions, rights of first refusal / options to purchase, etc.

ALL HAVE a Recapture / Resale Restriction
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)and(c) and
570.502(a)(16), 982.158, 884.214; 29
CFR 97.42, GC §34090
Community
Development /
Housing
HOU-006 Property Files for Affordable Housing Programs:

Rent Increases, Termination Notices
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)and(c) and
570.502(a)(16), 982.158, 884.214; 29
CFR 97.42, GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
105
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT /

PLANNING
Page PL-1Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

COMMUNITY DEVELOPMENT / PLANNING
Lead Dept. PL-001 Permit Database (TrackIT) Indefinite - Permanent Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; GC §34090, H and S §19850
Community
Development /
Planning
PL-002
Planning Projects - Discretionary / Ministerial -
Approved Permanent Entitlements / Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, Application, etc.)
Examples:

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

QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090,
34090.7
Community
Development /
Planning
PL-002.5 Planning Projects - 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
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
106
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT /

PLANNING
Page PL-2Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Development /
Planning
PL-003 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
Community
Development /
Planning
PL-004 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Census Bureau PL-005 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (Non-Records - Census Bureau is OFR)
Community
Development /
Planning
PL-006
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence / staff notes that provide
insight into the project / the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Community
Development /
Planning
PL-007
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Development /
Planning
PL-008
General Plan, Elements / Amendments / Master
Plans, Specific Plans, Land Use Plans /
Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
107
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT /

PLANNING
Page PL-3Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Development /
Planning
PL-009 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
PL-010
Housing Preliminary Application Form
(required for a housing development project that
includes residential units; form is provided by
California Department of Housing / Community
Development)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Various benchmarks are placed using the
number of residential dwelling units on
the project site within the last five years;
GC §34090
Community
Development /
Planning
PL-011 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community
Development /
Planning
PL-012
Temporary Permits (Approved / Unapproved)
Banner Permits, Special Event Permits, Tree
Removal Permit, etc.

Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
PL-013 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
PL-014 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
PL-015 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
108
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT /

SUCCESSOR AGENCY / FORMER REDEVELOPMENT
Page SUC-1Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Development /
Successor
Agency / Former
Redevelop.

SUC-001
Marina Bay Properties (includes Deeds,
Subordination Agreements, / other Real Property
Records)
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
GC §34090(a)
Community
Development /
Successor
Agency / Former
Redevelop.

SUC-002
Redevelopment Projects / Project Areas
(Ensure Planning has all Environmental
Documents, Engineering has all CIP Projects, /
City Clerk has all Real Property records for
Permanent retention)
Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
Community
Development /
Successor
Agency / Former
Redevelop.

SUC-003
Redevelopment Projects / Project Areas
CIP Projects built by Redevelopment Agency,
if any
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
Community
Development /
Successor
Agency / Former
Redevelop.

SUC-004
Redevelopment Projects / Project Areas
Environmental Documents / CEQA Permits,
EIRs, Categorical Exemptions, Negative
Declarations, etc.

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

QC & OD
Final environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Development /
Successor
Agency / Former
Redevelop.

SUC-005
Redevelopment Projects / Project Areas
Real Property: Deeds, Easements, Rights of
Way
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
GC §34090(a)

COMMUNITY DEVELOPMENT / SUCCESSOR AGENCY / FORMER REDEVELOPMENT RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
109
RECORDS RETENTION SCHEDULE: COMMUNITY POLICE REVIEW COMMISSION Page CPRC-1Ver. 3.0 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

COMMUNITY POLICE REVIEW COMMISSION
CPRC CPRC-001 Community Police Review Commission

AGENDAS / STAFF REPORTS
Minimum 2
years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
CPRC CPRC-002
Community Police Review Commission:

Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); Video recordings of
meetings are required for 90 days; GC §34090.7
CPRC CPRC-002.5
Community Police Review Commission:

Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); Video recordings of
meetings are required for 90 days; GC §34090.7
CPRC CPRC-003 Community Police Review Commission
MINUTES / RESOLUTIONS P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090(e)
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
110
RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT /

ARTS AND CULTURE
Page ED/ARTS-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

ECONOMIC DEVELOPMENT / ARTS AND CULTURE
Econ. Dev. /
Arts and
Culture
ARTS-001 Art Inventory / Acquisition Invoices
(Documentation of Value) P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Arts and
Culture
ARTS-002
Public Art / Art In Public Places Program
(ALL Projects) - Proposed / Not
Completed
Proposed / Unsuccessful Permanent /
Temporary (not purchased, nor installed
projects)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Arts and
Culture
ARTS-003
Public Art / Art In Public Places Program
(Permanent Projects) - Completed
Completed Permanent artworks, including
deaccessioned artworks (materials,
specifications, artist, etc.)
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Arts and
Culture
ARTS-004
Public Art / Art In Public Places Program
(Temporary Exhibits / Displays /
Temporary Events) - Completed
Completed Temporary artwork displays, /
cultural Arts
Completion
+ 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

BUSINESS DEVELOPMENT
Page BD-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

ECONOMIC DEVELOPMENT / BUSINESS DEVELOPMENT
Econ. Dev. /
Business
Develop.

BD-001
Business Development Economic
Development Projects / Business
Recruitment / Retention / Real Estate
Assistance
Minimum 2
years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; GC §34090
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
112
RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT
(Environmental And Health Initiatives)
Page ED/ENV-1Ver. 4.0
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).

Econ. Dev. /
Environ. and
Health
E&H-001 Energy Efficiency / Renewable Energy (may
include incentives / rebates)
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, and 570.502(a and b), 29 CFR

97.42; OMB Circular A-110 and A-133; GC
§34090
Econ. Dev. /
Environ. and
Health
E&H-002 Green Business Support, Grants
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

92.505, 570.490, and 570.502(a and b), 29 CFR

97.42; OMB Circular A-110 and A-133; GC
§34090
Econ. Dev. /
Environ. and
Health
E&H-003
Solid Waste Reduction / AB 939
Compliance / SB 1383 Compliance
(Organic Waste Collection / Recycling)
CalRecycle Annual Waste Diversion Report
/ CalRecycle Used Oil report / CalRecycle
Bottles / Cans report, etc.
10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
Department preference; required for 5 years; Low-
Carbon Fuel Standard regulations credits can be
received for 10 years, and are eligible for an
extension; 14 CCR § 18995.2; H&S §39730.7;
GC §34090
Econ. Dev. /
Environ. and
Health
E&H-004 Solid Waste Tonnage Reports / Statistics 10 years Mag, Mfr, OD, Ppr S / I
Yes:

After
QC'd &
OD
Department preference; GC §34090
ECONOMIC DEVELOPMENT / ENVIRONMENTAL AND HEALTH INITIATIVES - (see Grants on City-Wide for any Grant-funded Program) RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
113
RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT /

HOUSING AUTHORITY
Page ED/HOU-1Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

ECONOMIC DEVELOPMENT / HOUSING AUTHORITY (all on Boards and Commissions?) Econ. Dev. /
Housing Authority HA-001
Affordable Housing Projects - RENTAL
PROGRAMS - Tenant / Participant Files - Section
9 Housing Property Management
Applications, Executed Lease, Basis for
determining (reasonable) rent; Move-in/move-out
inspection reports Termination of lease / subsidy
assistance; etc.

Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
HUD requires 5 fiscal years after the
funds were received; 24 CFR 990.325,
GC §34090
Econ. Dev. /
Housing Authority HA-002
Affordable Housing Projects - RENTAL
PROGRAMS - Section 9 Housing Property
Management
Tenant Income Verifications / Financial
Information Only
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
HUD requires 5 fiscal years after the
funds were received; 24 CFR 990.325,
GC §34090
Econ. Dev. /
Housing Authority HA-003
Checks deposited to Bank for Housing Authority
Programs (City scans them for the Bank, rather
than physically taking the checks to the bank to
deposit them.)
Follow Bank
Instructions
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
These are bank instruments, and not City
records; per bank agreement.

Econ. Dev. /
Housing Authority HA-004
Housing Authority Advisory Commission / Easter
Hill Housing Corporation / RHA Housing
Corporation

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Econ. Dev. /
Housing Authority HA-005
Housing Authority Advisory Commission / Easter
Hill Housing Corporation / RHA Housing
Corporation: Recordings - AUDIO RECORDINGS
of Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
Econ. Dev. /
Housing Authority HA-005.5
Housing Authority Advisory Commission / Easter
Hill Housing Corporation / RHA Housing
Corporation: Recordings - VIDEO RECORDINGS
of Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
114
RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT /

HOUSING AUTHORITY
Page ED/HOU-2Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Econ. Dev. /
Housing Authority HA-006
Housing Authority Advisory Commission / Easter
Hill Housing Corporation / RHA Housing
Corporation

MINUTES / RESOLUTIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Econ. Dev. /
Housing Authority HA-007 Wait Lists / Applications for Affordable Housing Assistance Programs (Section 9) 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
HUD requires 5 fiscal years after the
funds were received; 24 CFR 990.325,
GC §34090
Division Providing
Service / Work HA-008
Work Orders / Service Requests - 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; GC §34090
Division Providing
Service / Work HA-009
Work Orders / Service Requests - 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 HA-010
Work Orders / Service Requests - 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
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
115
RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT /
PORT
Page ED/PORT-1Ver. 4.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

ECONOMIC DEVELOPMENT / PORT
Econ. Dev. /
Port PORT-001 Assignment Agreements / Short-Term Use
(Berth Space, Tie-Up, etc.)
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Econ. Dev. /
Port PORT-002
Leases - Tenants / Facilities
Original Leases are sent to the City Clerk
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to ensure long-
term records are retained for each tenant;
E and O does not apply; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts and Spec's=4 years;
CCP §§336(a), 337 et. seq., GC §34090
Econ. Dev. /
Port PORT-003 Port Infrastructure History P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Econ. Dev. /
Port PORT-004 Regulatory Agencies / Government
Agencies
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Econ. Dev. /
Port PORT-005 Security Deposits / Refunds Close + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Econ. Dev. /
Port PORT-006 Surveys / Vacometric Surveys for
Dredging P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

City Clerk PORT-007 Tariffs
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7 (copies)
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
116
RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT /

REAL ESTATE
Page ED/RE-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

ECONOMIC DEVELOPMENT / REAL ESTATE
Econ. Dev. /
Real Estate RE-001
Environmental Site Assessments,
Environmental Mitigation / Monitoring
Reports, Environmental Studies / Reports,
Soils Reports, Water Quality Reports,
Environmental Clean up Plans, etc.

Corporation Yard, Point Molate Marina Bay,
etc.

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

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Real Estate RE-002 Point Molate Reports, Status Reports P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Real Estate RE-003 Point Molate Reuse Plans P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Real Estate RE-004 Point Molate Soil Studies, Site Cleanup Plans, Projects, Monitoring Reports P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Real Estate RE-005
Public Meeting - Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
(Point Molate Meetings, etc.)
Minimum 2
years Mag Department preference; GC §34090
Econ. Dev. /
Real Estate RE-005.5
Public Meeting - Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes
(Point Molate Meetings, etc.)
Minimum 2
years Mag Department preference; GC §34090
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
117
RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-1Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FINANCE / ADMINISTRATION
Finance /
Lead Div. FIN-001 _Financial Services Database / ERP Database (Tyler Munis)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
GC §34090
Finance /
Admin. FIN-002 Audit Reports / Annual Consolidated Financial Report (ACFR) / related Audit Opinions P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (copies - City
Clerk is OFR); GC §34090.7
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
Finance /
Admin. FIN-004 Single Audits / Transportation Audits / PERS Audit, etc. 10 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

FINANCE / BUDGET
Finance /
Budget FIN-005 Budget Adjustments 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; Statute of Limitations is 4
years; GC §34090, CCP § 337
City Clerk FIN-006 Budget Reports / Quarterly Budget Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Presented to
the City Council (this is a copy); GC
§34090.7
Finance /
Budget FIN-007 Budgets - Adopted / Final P
Yes:

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

QC & OD
Department Preference (copies - City
Clerk is OFR); Must be filed with
County Auditor; GC §34090.7, 53901
Finance /
Budget FIN-008 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
118
RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-2Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FINANCE / ACCOUNT PAYABLE
Finance /
Accounts
Payable
FIN-009 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 and contractor delinquency);
Ca. FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R and T §19530, GC §34090;
29 USC 436
Finance /
Accounts
Payable
FIN-010
Accounts Payable / Invoices / Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, P-Card,
City Card, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to pass grant
audits (meets municipal government
auditing standards); GC §34090
Finance /
Accounts
Payable
FIN-011 Checks / Warrant Register Report (issued) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

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

FINANCE / REVENUE, BUSINESS LICENSING
Finance /
Revenue FIN-012
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Tenant Billing / Rent, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Revenue FIN-013 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC
§34090
Finance /
Revenue FIN-014 Bankruptcies - Where a claim is filed 7 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
Finance /
Revenue FIN-015 Business License Applications, Registrations / Renewals
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

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

RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
119
RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-3Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Revenue FIN-016 Business License Permitting Software
(TrackIT)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

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

Finance /
Revenue FIN-017 Checks / Warrants (Returned / NSF) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Revenue FIN-018
Checks deposited to Bank (City scans them for
the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
These are bank instruments, and not
City records; per bank agreement.

Finance /
Revenue FIN-019 Collection Agency Assignments / Unpaid
Accounts 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§34090
Finance /
Revenue FIN-020 Daily Cash Summaries, Bank Deposits, Bank Transmittal Advice, Cashier's Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
Revenue FIN-021 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
Lead Div. FIN-022
Reports: Financial Reports created by the
Finance Database / Permit Database: Ledgers,
Reconciliations, Registers, Transaction
Histories, etc.

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

QC & OD
Financial system can re-create reports
accurately; GC §34090

FINANCE / GENERAL ACCOUNTING
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
120
RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-4Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
General
Accounting
FIN-036 Deposit Accounts / Developer Trust Accounts Closed + 5 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
General
Accounting
FIN-037 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-038 Journal Entries / Journal Vouchers 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; Statute of Limitations is 4
years; GC §34090, CCP § 337
Finance /
General
Accounting
FIN-039
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
Finance /
Lead Div. FIN-040
Reports: Financial Reports created by the
Finance Database: General Ledgers
Subsidiary Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.

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

QC & OD
Financial system can re-create reports
accurately; GC §34090

FINANCE / PURCHASING
Finance /
Purchasing FIN-041 _Purchasing Database / ERP Database
(Planet Bids)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
GC §34090
Finance /
Purchasing FIN-042 Purchase Orders / Requisitions 5 years Yes: Before Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (Professional
Services always have a contract,
therefore Errors and Omissions are not
applicable); Statute of Limitations is 4
years; 10 years for Errors and
Omissions; CCP §§337. 337.1(a),
337.15, 343; GC §34090
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
121
RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-5Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Purchasing FIN-043 W-9s
Vendor
Inactive + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets IRS auditing standards; GC
§34090

FINANCE / PAYROLL
Finance /
Payroll FIN-044 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-045 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §34090,
26 CFR 31.6001-1
Finance /
Payroll FIN-046
DE-9 DE-43, W-3, 941 Forms, 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
and T §19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
Finance /
Payroll FIN-047 Payroll Reports (includes Leave Registers, time Transaction Reports, etc. 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-048 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R and T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 and 516.6(c);
Finance /
Payroll FIN-049 W-2's 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R
and T §19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
122
RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-6Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Payroll FIN-050 W-4s
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
IRS Regulation 31-6001-1 four years
after the due date of such tax for the
return period to which the records
relate, or the date such tax is paid,
whichever is the later. GC §34090; 26
CFR 31.6001-1
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
123
RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-7Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FINANCE / TREASURY
Finance /
Treasury FIN-051 Arbitrage / Bonds / Advisor Reports Maturity + 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, 43900
Finance /
Treasury FIN-052
Bank Statements / Trustee Statements, Fiscal
Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
Treasury FIN-053
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Treasury FIN-054 Investments / Trade Tickets / LAIF (Local Agency Investment Fund))
Maturity + 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, 43900
Finance /
Treasury FIN-055 PERS Statements 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Treasury FIN-056 Treasurer's Reports 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Presented to
the City Council (this is a copy); GC
§34090.7
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
124

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-1Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FIRE / ADMINISTRATION
Fire /
Admin. FR-001 _Fire Operations Database (Calls for
Service, Incidents, Runs, etc.) (Zoll)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

Fire /
Admin. FR-002
Background Files - Successful Fire
Employee / Volunteer Applicants
(Employees, Cadets, Explorers, CERT,
Chaplains, Reserves, etc.)
Separation +
4 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; State Law requires 4
years; EEOC / FLSA / ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; ; 29 CFR 1627.3(b)(1)(i),
29 CFR 1602.14; GC §§12946, 12960, 34090;
29 USC 1113
Fire /
Admin. FR-003
Background Files - Unsuccessful Fire
Employee / Volunteer Applicants
(Employees, Cadets, Explorers, CERT,
Chaplains, Reserves, etc.)
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; State
Law requires 4 years; 29 CFR 1627.3(b)(1)(i), 29
CFR 1602.14; GC §§12946,12960, 34090
Fire /
Admin. FR-004 ISO Insurance Ratings 15 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-005 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

City Clerk FR-006 Mutual Aid Agreements, Joint Power
Authorities (Local / State)
Copies -
When No
Longer
Required
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD City Clerk is OFR; GC §34090.7
Fire /
Admin. FR-007 Programs / Projects (e.g. Cadet, CPR
Program, Fire Service Day, etc.)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Fire /
Admin. FR-007.5 Public Records Request Responses - Fire Only 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
125

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-2Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Admin. FR-008 Ride-A-Long Waivers 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire /
Admin. FR-009 Strike Team Reimbursement (OES / FEMA) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire / EMS FR-010 _Fire Incident ePCR Database
Indefinite -
Minimum 20
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Fire / EMS FR-011 Ambulance Billing (Performed by a private company) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; meets municipal
government auditing standards; GC §34090
Fire / EMS FR-012 Controlled Substance Logs, Inventories / Ambulance Inventory Logs 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04
Fire / EMS FR-013 EMS Complaints 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for health providers is 3
years; Call Records are required for 3 years; 13
CCR 1100.7, CCP §340.5, GC §34090
Fire / EMS FR-014 HIPAA Policies / Procedures (Health
Insurance Portability / Accountability Act)
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 45 CFR 164.530(j)

FIRE / EMERGENCY MEDICAL SERVICES
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
126

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-3Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / EMS FR-015
Patient Care Reports / PCRs / e-PCRs (EMS
transportation) Reports: ALL (medical / non-
medical.)
Includes e-PCR Database / Electronic
Patient Care Report Database (ImageTrend)
20 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; adults required for 10
years for Medi-Cal patients, 7 years for non-Medi-
Cal adults; minors until 1 year after age of
majority, but not less than 10 years for Medi-Cal
patients, 7 years for non-Medi-Cal minors; 10
years is recommended by AHIMA for "healthcare
providers"; Statute of Limitations for health
providers is 3 years; CCP §340.5, H&S
§§1797.98e 123145; 42 CFR 482.24(b); 9 CCR
9444, 22 CCR 97530.9(c)(3), 70751(c) &
71551(c); 22 CCR 70751(c), 71551(c), 73543(a),
74731(a), 75055(a), 75343(a), 77143(a), W&I
14124.1; CMS Pub. 100-4, Chapter 1, Section
110.3; GC §30490
Fire / EMS FR-016 Refusal to Transfer 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

FIRE / FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Prevention FR-017 Development Review / Fire Sprinkler, Fire Safety Plans (Final, Approved Only)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CFC §§ 1.8.4.3.1, 104.6 104.7 and; CBC §
107.5; H&S §19850; GC §34090
Community
Develop. /
Building
FR-018 Development Review / Plan Review -
Building Permits
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD CBC §§104.6 104.7 and 107.5; GC §34090
Fire / Fire
Prevention FR-019 Fire Alarm Inspection / Testing 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Certain Property Owners are required to test and
certify every 5 years; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
127

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-4Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / Fire
Prevention FR-020
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Fires, Modification /
Alternative Methods / Materials
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD CFC §104.6 104.7; GC §34090
Fire / Fire
Prevention FR-021 Fire Inspections / Citations / Notice of Violations
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Not required for the Life
of the Structure or Activity, or Minimum 5 years
whichever is longer - only applies to Approvals,
Inspections, Fires, Modification / Alternative
Methods or Materials; CFC §§104.7 - 104.7.4 ;
GC §34090
Fire / Fire
Prevention FR-022 Fire Investigations - Arson / Capital Crimes Only - Human Fatality / Injury P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Fire / Fire
Prevention FR-023 Fire Investigations - Arson / Capital Crimes Only - Structure / Vehicles 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Fire / Fire
Prevention FR-024 Fire Investigations - OTHER Than Arson / Capital Crimes
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Fire / Fire
Prevention FR-024.5
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
Longer
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 / Fire
Prevention FR-025 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.

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-5Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / Fire
Prevention FR-026
Permits: Construction Permits (Short Term
Uses / Temporary Uses): High Piled
Storage, Sprinkler Plans, etc.

Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq. CFC §§104.7
Fire / Fire
Prevention FR-027
Permits: Fire Code Permits / Special Event
Permits (assembly permits, burn permits,
candle permits, tent permits, open flame,
etc.)
Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD CFC §104.6 104.7; GC §34090
Fire / Fire
Prevention FR-028
Permits: Operational Permits (Long-term
operations): High Piled Storage, Sprinkler
Plans, etc.

Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

CFC §§104.7
Fire / Fire
Prevention FR-029 Public Information / Education (when
produced internally)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire / Fire
Prevention FR-030 Registrants: Arson Registrations: Adults P, or Death of Registrant
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; Pursuant to PC §457.1
et seq.; required to register for life; If released
from CYA, records are destroyed after age 25 or
sealing pursuant to W and I §781; GC §34090.7
Fire / Fire
Prevention FR-031
Registrants: Arson Registrations:

Juveniles released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Pursuant to PC §457.1 et seq.; If released from
CYA, records are destroyed after age 25 or
sealing pursuant to W and I §781; GC §34090.7

FIRE / OFFICE OF EMERGENCY SERVICES (OES)
Fire / OES FR-032 CERT Registration Forms 2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090 et seq.

Fire / OES FR-033 Emergency Response Plans / Mutual Aid Plans / Strategic Plans
Superseded
+ 2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090 et seq.

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-6Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / OES FR-034 Emergency Response Records (includes
cost recovery documentation) 10 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090 et seq.

Fire / OES FR-035 Liability Waiver Forms 2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090 et seq.

FIRE / OPERATIONS / SUPPRESSION
Fire / Ops FR-036 _Fire Operations Database (Calls for
Service, Incidents, Runs, etc.) (Zoll)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

Fire / Ops FR-037 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04; GC
§34090
Fire / Ops FR-038 Equipment Records / Testing Surplus + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference to be in compliance with
NFPA Standards for in-service automotive fire
apparatus ; NFPA 1911.4.7.3 and Annex C.5, GC
§34090
Fire / Ops FR-039 Fire Station Inspection Reports 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire / Ops FR-040 PPE Checklists (Personal Protective
Equipment Checklists) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire / Ops FR-041 Pre-Fire Plans When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Fire / Ops FR-042 Station Log Books / Red Books 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-7Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Training FR-043 _Training Database (Vector Solutions) Separation + 5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; GC §34090 et seq.; LC
§1198.5
Fire /
Training FR-044 Respiratory Fit Tests (/ send to Human
Resources to put into Medical File?)
Separation +
30 years OR
Deceased +
5 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30 years for
toxic substance exposure; 8 CCR §3204(d)(1) et
seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946, 34090
Fire /
Training FR-045
Training File (by employee)
Individual Training Certificates, Continuing
Education for Paramedics
Minimum
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Ethics Training is 5
years; Calif. Labor Division is required to keep
their OSHA records 7 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(1)(ii), LC
§6429(c); GC §§12946, 34090, 53235.2(b) LC
§1198.5
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
131
RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(RIsk Management)
Page HR-1Ver. 5.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

HUMAN RESOURCES
Lead Div. HR-001 _Human Resources Database / ERP
Database (Tyler Munis)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are interrelated; GC
§34090
Human
Resources HR-002
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
Human
Resources HR-003 Benefit Plan Documents (CalPERS, Dental, Vision, etc.)
Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(1)(2); 29
USC 1027; 28 CCR 1300.85.1; GC
§34090
Human
Resources HR-004
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-005
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
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
132
RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(RIsk Management)
Page HR-2Ver. 5.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-006 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-007 Contracts for Investigators / Engagement Letters
Completion +
5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-008 COVID-19 Notifications to Employees 3 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD LC §6409.6(k), GC §34090
Human
Resources HR-009 DE-34 (Report of New Employees) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; R and T §19530,
GC §34090
Human
Resources HR-010 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-011 DMV Pull Notices
When
Superseded or
Employee
Separated
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC §§
34090
Human
Resources HR-012 Employee Investigations Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations for
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years; 29 CFR 1602.31 and
1627.3(b)(1), GC §§12946, 12960, 34090;
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
133
RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(RIsk Management)
Page HR-3Ver. 5.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-013 Employment Verifications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Non-records, content is not substantive;
GC §34090 et seq.

Human
Resources HR-014 Ethics Certificates, Financial and Fiscal, Harassment Certificates - Employees Only
Separation + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
GC §§ 3105, 12946, 12960, 34090,
53235.2(b); 53237.2(b) ; 53238.3(b); LC
§1198.5,
Human
Resources HR-015 Grievances Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations for
retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years; 29 CFR 1602.31 and
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-016 I-9s Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
Human
Resources HR-017 Job Descriptions / Job Classification / Job Specifications
Minimum
Superseded +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years; retirement benefits is 6 years from
last action; 34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
134
RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(RIsk Management)
Page HR-4Ver. 5.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-018
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Employee's Oath
of Office / Oath for Disaster Worker, PAF /
Personnel Action Forms, Training
Certificates, etc.)
Separation + 6
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1602.31 and 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; LC §1198.5
Human
Resources HR-019
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, etc.

Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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-020
Recruitment / Testing File
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis /
statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources HR-021 Retiree Medical Billing / COBRA Billing 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
Human
Resources HR-022
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, Training, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD LC §6401.9(f), GC §34090

HUMAN RESOURCES / RISK MANAGEMENT
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
135
RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(RIsk Management)
Page HR-5Ver. 5.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources /
Risk
Management
HR-023 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,
Human
Resources /
Risk
Management
HR-024 Insurance Policies -
General Liability, Workers Compensation P Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Covers longest
possible statute of limitations; CCP §337
et seq.; 8 CCR §3204(d)(1) et seq., 8 CCR
5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i); GC §§ 911.2, 34090
Human
Resources /
Risk
Management
HR-025 Insurance Policies -
Property, Fire, Theft, etc.

Expiration + 4
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et seq.;
GC §34090
Human
Resources /
Risk
Management
HR-026 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 /
Risk
Management
HR-027 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
Human
Resources /
Risk
Management
HR-028
Property Damage Claims / Claims filed to
reimburse damage to City Property /
Restitution / Subrogation
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
Human
Resources /
Risk
Management
HR-029
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, / Injury Reports from Employees)
Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
136
RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1Ver. 3.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
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).

Information
Technology IT-001 Backups (Computer Backups for Disaster Recovery Purposes)
When No
Longer
Required
Yes Mag.

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

Information
Technology IT-002 Enterprise System Catalogue (Listing of Enterprise-wide Software, posted on line)
When
Superseded Yes Mag. GC §34090 et seq.

Information
Technology IT-003 Help Desk Database
Indefinite -
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I Data is interrelated; GC §34090
Information
Technology IT-004 Network Configuration Maps / Plans
When No
Longer
Required
Yes Mag.

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

Information
Technology IT-005

UNALTERABLE MEDIA / IMMUTABLE

MEDIA (CLOUD IMMUTABLE BACKUP) /
(WORM / DVD-r / CD-r / Blue Ray-R) / 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.

Information
Technology IT-006
Video Recordings - Public Areas
(Parking Lots, Parks, Traffic Intersections,
etc.)
Excludes Videos of Public Meetings
When No
Longer
Required
Mag Does not record "regular and ongoing
operations"; GC §34090 et seq.

Information
Technology IT-007
Video Recordings - Department Activity
(Employees Performing Work, Cashiering,
Building Security, etc.)
Excludes Videos of Public Meetings
1 year Mag
Records "regular and ongoing
operations", or "Building Security"; GC
§34090.6 et seq,

INFORMATION TECHNOLOGY
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
137
RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

CHILDREN AND YOUTH
Page L&CS/C&Y-1Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY AND COMMUNITY SERVICES / CHILDREN AND YOUTH
Library and
Comm. Srvs /
Children and
Youth
C&Y-001
Grants to Local Non-Profits for Children / Youth
Programming - (Awarded to Subgrantees
(SUCCESSFUL Reports, other records required
to pass an Audit)
Applications from the Non-Profit, copies of
contract, invoices, required reports, completion
records
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Most grants are
funded from the General Fund; 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, and
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 and A-133; GC §34090
Community
Services /
Children and
Youth
C&Y-002
Grants to Local Non-Profits for Children / Youth
Programming - UNSUCCESSFUL Applications,
Correspondence to Local Non-Profit
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference for auditing
purposes for subgrantees; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
138
RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

EMPLOYMENT AND TRAINING
Page L&CS/E&T-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY AND COMMUNITY SERVICES / EMPLOYMENT AND TRAINING Library and
Comm. Srvs /
Employment and
Training
E&T-001 Employment / Training Plans Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, and 570.502(a&b), 29 CFR

97.42; OMB Circular A-110 and A-133;
GC §34090
Library and
Comm. Srvs /
Employment and
Training
E&T-002 Employment / Training Program Participant
Payroll 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to facilitate
participants returning to the program;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca. requires
2 yr min.; FTB keeps 3 years; IRS Reg
§31.6001-1(e)(2), R and T §19530; LC §
1174(d); 29 CFR 516.5; GC §34090; 8
CCR 11040.7(c); 29 CFR 516.5 and
516.6(c);
Library and
Comm. Srvs /
Employment and
Training
E&T-003 Employment / Training Program Participant W-
2s 7 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 and T §19530;
29CFR 516.5 - 516.6, 29USC 436, GC
§34090
Library and
Comm. Srvs /
Employment and
Training
E&T-004
Employment / Training Programs
(Richmond WORKS, YouthWORKS,
RichmondBUILD, etc.

Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, and 570.502(a&b), 29 CFR

97.42; OMB Circular A-110 and A-133;
GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
139
RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

EMPLOYMENT AND TRAINING
Page L&CS/E&T-2Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library and
Comm. Srvs /
Employment and
Training
EandT-005
Training / Workshops for Employment / Training
Program Participants / Employees
(Attendance Rosters, Outlines / Materials)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Ethics and
Harassment Prevention Training is 5
years; Calif. Labor Division is required to
keep their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 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)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
140
RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

LIBRARY
Page L&CS/LIB-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY AND COMMUNITY SERVICES / LIBRARY AND LEAP
Library and
Comm. Srvs /
Library
LIB-001 _Library Information Database
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
GC §34090
Library and
Comm. Srvs /
Library
LIB-002 Contest Entries (Photo Contests, etc.)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Library and
Comm. Srvs /
Library
LIB-003 Contest Winners (Photo Contests, etc.) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.

Library and
Comm. Srvs /
Library
LIB-004
Contracts for Performers, Instructors, Digital
Services / Subscription for On-Line Services
All other official / original records: City Clerk is the Office of Record
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.

Library and
Comm. Srvs /
Library
LIB-005
Grants: LSCA (Library Services / Construction),
LSTA (Library Services / Technology), SLRC
(State Literacy Resource Centers), CLLS
(California Library Literacy Services); CLSA
(California Library Services Act, IMLS (Institute
of Museum / Library Services), / PLF (Public
Library Foundation) ONLY. For all others, follow
City-wide Schedule. (SUCCESSFUL Reports, /
Financial Information) Send copy of application /
award to Administrative Services
Final
Expenditure
+ 5 years

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

QC & OD
Per California State Library Records
Management Program Requirements
(April 27, 1998); GC §34090
Library and
Comm. Srvs /
Library
LIB-006 Incident Reports / Disruptive Patrons Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
141
RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

LIBRARY
Page L&CS/LIB-2Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library and
Comm. Srvs /
Library
LIB-007
LEAP Program Records / Reports (Literacy for
Every Adult Program) / Literacy / Tutoring
Includes all records required by grants / reports to
the State
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, and 570.502(a&b), 29 CFR

97.42; OMB Circular A-110 and A-133;
GC §34090
Library and
Comm. Srvs /
Library
LIB-008
Library Programs - Education, Youth / Families,
Lifelong Learning, etc. (Program Manager's
Records)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Library and
Comm. Srvs /
Library
LIB-009 Registrations / Sign-ups / Waivers (Signed by
participants, / their parent / guardian) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.

Library and
Comm. Srvs /
Library
LIB-010
Releases / Copyright Usage Permission / Photo /
Video Release Agreement / Use Items from
Library Collection, etc.

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

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

Library and
Comm. Srvs /
Library
LIB-011 Sponsored Art, Artists / Projects - Temporary
Exhibits
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Library and
Comm. Srvs /
Library
LIB-012 Waivers for Transportation / other Programs 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.

NEIGHBORHOOD SAFETY
Page L&CS/NS-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY AND COMMUNITY SERVICES / NEIGHBORHOOD SAFETY
Library and
Comm. Srvs /
Neighborhood
Safety
NS-001 Operation Peacemaker Fellowship Participant
Case Files
End of
Participation
+ 5 years

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

QC & OD
City Preference (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, and
570.502(b), 29 CFR 97.42; OMB Circular
A-133; GC §34090; GC §8546.7
Library and
Comm. Srvs /
Neighborhood
Safety
NS-002 Operation Peacemaker Fellowship Programs /
Outreach
After Funding
Agency
Audit, if
required -
Minimum 5
years

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

QC & OD
City Preference (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, and
570.502(b), 29 CFR 97.42; OMB Circular
A-133; GC §34090; GC §8546.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
143
RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

RECREATION
Page L&CS/REC-1Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY AND COMMUNITY SERVICES / RECREATION
Library and
Comm. Srvs /
Recreation
REC-001 _Recreation Activity Registration Database
(ACTIVE Net)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to accommodate
client files for Regional Center; GC
§34090
Library and
Comm. Srvs /
Recreation
REC-002 Activity Guide / Class Guide / Program Guide
(Final)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Library and
Comm. Srvs /
Recreation
REC-003
Activity Program Manager's Records / Special
Programs / Event Files
Children's Programs, Cultural Arts, Sports,
Seniors, Filming, Theatre Programs etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Library and
Comm. Srvs /
Recreation
REC-004
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Library and
Comm. Srvs /
Recreation
REC-005 Client Files - Regional Center, Other Programs
Client
Separation +
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, and
570.502(a and b), 29 CFR 97.42; OMB
Circular A-110 and A-133; GC §34090
Library and
Comm. Srvs /
Recreation
REC-006
Contracts for Performers, Class Instructors, etc.

All other official / original records: City Clerk is the Office of Record
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.

RECREATION
Page L&CS/REC-2Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library and
Comm. Srvs /
Recreation
REC-007 Evaluations / Surveys (Programmatic Evaluations of Recreation programs)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Library and
Comm. Srvs /
Recreation
REC-008
Facility Use Requests / Field Rentals / Facility
Use Applications / Permits (Includes Insurance
Certificates / ABC Permits where appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

Library and
Comm. Srvs /
Recreation
REC-009 Incident Reports / Disruptive Patrons Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Library and
Comm. Srvs /
Recreation
REC-010 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Library and
Comm. Srvs /
Recreation
REC-011 Lifeguard Certifications 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
29 CFR 1602.31 and 1627.3(b)(ii), GC §§
3105, 12946, 12960, 34090; 29 USC
1113
Library and
Comm. Srvs /
Recreation AND
Public Works /
Parks and
Landscape
REC-012 Pool Chemical Logs, Additions 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
40 CFR 70.6; GC §34090
Library and
Comm. Srvs /
Recreation
REC-013 Rosters / Sign-in / Sign-Out Sheets for classes / programs 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Library and
Comm. Srvs /
Recreation
REC-014 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
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
145
RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

TRANSPORTATION
Page L&CS/TR-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY AND COMMUNITY SERVICES / TRANSPORTATION
Library and
Comm. Srvs /
Transportation
TRANS-001 Applications for Service (Commuter Shuttles, Dial- a-Ride, etc.)
Expiration +
2 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Library and
Comm. Srvs /
Transportation
TRANS-002 Audits: DMV / CHP 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC §§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-003 Bicycle Plans, Electric Vehicle Plans,
Transportation Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Library and
Comm. Srvs /
Transportation
TRANS-004 Bit Inspection (CHP Commercial Vehicle
Inspection)
Life of the
Vehicle + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 49 CFR 396.11(c)(2); GC §§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-005 Bus / Vehicle Procurement
Disposal of
Vehicle + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; If a motor carrier,
required for 18 months after vehicle is
sold; CHP requires life of vehicle; OSHA
requires 1 year; 8 CCR § 3203(b)(1); 49
CFR 396.21(b)(1); 49 CFR 396.3(c); CCP
§337 et. Seq., GC §34090
Library and
Comm. Srvs /
Transportation
TRANS-006 Car Sharing Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, and 570.502(a and b), 29 CFR

97.42; OMB Circular A-110 and A-133;
GC §34090
Library and
Comm. Srvs /
Transportation
TRANS-007 Daily Safety Checks / Pre-Starts / Commercial Vehicle Prestarts 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; If a motor carrier,
required for 3 and 14 months; 49 CFR
396.11(c)(2); 49 CFR 396.21(b)(1); GC
§§ 34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
146
RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

TRANSPORTATION
Page L&CS/TR-2Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library and
Comm. Srvs /
Transportation
TRANS-008 Dispatch System / Route Match / Dial-a-Ride / Mini-Bus / Door-to-Door Database (Route Match)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Library and
Comm. Srvs /
Transportation
TRANS-009 Electric Vehicle Charging Stations P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, and 570.502(a and b), 29 CFR

97.42; OMB Circular A-110 and A-133;
GC §34090
Library and
Comm. Srvs /
Transportation
TRANS-010
Funding / Grants: FTA, Others: Equipment
(Buses, Vehicles) / Real Property
Equipment is defined as "useful life of more than
one year / an acquisition cost which equals /
exceeds the lesser of the capitalization level
established by the governmental unit for financial
statement purposes, / $5,000. Includes rolling
stock / all other such property used in the
provision of public transit service
Includes all records, including application,
administration, reports, audits, etc.

Disposition /
Sale
+ 5 years

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

QC & OD
5 years meets auditing standards and
federal requirements; FTA -
Ciricular_5010_1D, III(7); OMB Circular A-
110 and A-133; GC §34090
Library and
Comm. Srvs /
Transportation
TRANS-011
Funding / Grants: FTA, Others: Excluding
Equipment (Buses, Vehicles) / Real Property
Includes all records, including application,
administration, reports, audits, etc.

Close (Final
Expenditure
Report)
+ 5 years

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

QC & OD
5 years meets auditing standards and
federal requirements; FTA -
Ciricular_5010_1D, III(7); OMB Circular A-
110 and A-133; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
147
RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

TRANSPORTATION
Page L&CS/TR-3Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library and
Comm. Srvs /
Transportation
TRANS-012
Inspections: Facility Inspections / Fire
Extinguisher Inspections, CalTIP Special Lists,
etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Consistent with
CHP requirements; OSHA requires 1
year; 8 Ca. Code Reg. § 3203(b)(1); GC
§§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-013 Licenses / Permits (to Operate Public
Transportation)
Expiration +
2 years
Yes (until
expiration)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-014 Manifests / Passenger Manifests / Passenger
Counts / Trip Sheets 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Consistent with
accounts receivable; GC §§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-015 Reports from Drivers / Driver's Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Consistent with
other safety requirements; GC §§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-016 Schedules - Transportation Drivers 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference for auditing; GC
§§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-017 Surveyor Sheets / Random Counts (National
Transit Database) 2 years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Drafts / source records entered into
database and not retained in the ordinary
course of business; GC §§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-018 Vehicle / Equipment History Files (Transit
Vehicles ONLY)
Disposal of
Vehicle + 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; ; FTA -
Ciricular_5010_1D, III(7); 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3(c); CCP §337 et. Seq., 13 CCR
1234(f); GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
148
RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

TRANSPORTATION
Page L&CS/TR-4Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library and
Comm. Srvs /
Transportation
TRANS-019 Video Recordings: Exterior / Interior of Vehicles, Operations
When No
Longer
Required
Mag
Department preference; 1 year is not
required - No forward-facing videos; 1.

The agency has made a diligent effort to
identify a security system that is capable
of storing recorded data for one year. 2.

The agency determines that the
technology to store recorded data in an
economically and technologically feasible
manner for one year is not available. 3.

The transit agency purchases and installs
the best available technology with respect
to storage capacity that is both
economically and technologically feasible
at that time. PUC §99164; GC §34090 .6
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
149
RECORDS RETENTION SCHEDULE: MAYOR AND CITY COUNCIL SUPPORT Page MAY-1Ver. 3.0 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).

MAYOR AND CITY COUNCIL SUPPORT
Mayor and City
Council
Support
COU-001 Project Files / Subject Files (Subject will
change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Finance COU-002 Travel Records / Expense Reports
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
150
RECORDS RETENTION SCHEDULE: PUBLIC WORKS /
(Abatement)
Page PW/AB-1Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / ABATEMENT
Lead Dept. AB-001 Waste Manifests / Pictures of Abatement 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Division
Providing
Service / Work
AB-002
Work Orders / Service Requests - 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; GC §34090
Division
Providing
Service / Work
AB-003
Work Orders / Service Requests - 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
AB-004
Work Orders / Service Requests - 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
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
151
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering And Capital Projects (ECIP))
Page PW/ECIP-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / ENGINEERING AND CAPITAL PROJECTS (ECIP)
Lead Dept. ECIP-001 Permit Database (TrackIT) Indefinite - Permanent Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; GC §34090, H and S §19850
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-002 Annexation Case Files P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-003
Assessment Districts / Landscape Districts /
Community Facilities Districts / Street Lighting
Districts / Special Districts (Marina, Hilltop)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-004 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-005
Bonds: Private Development Labor / Materials,
Performance Bonds, Letters of Credit,
Encroachment Permits, Monitoring Bonds
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-006
Capital Improvement Projects (CIP):

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

SWPPP / WPCP, etc.

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors
and Omissions is 10 years; Published
Audit Standards=4-7 years; Statute of
Limitations: Contracts and Spec's=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
152
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering And Capital Projects (ECIP))
Page PW/ECIP-2Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Eng and Capital
Projects (ECIP)
ECIP-007
Capital Improvement Projects (CIP):

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

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-008
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 /
Eng and Capital
Projects (ECIP)
ECIP-009
Encroachment Permits / Excavation Permits:

Permanent (Structures in the City's Right of
Way, Retaining Walls, etc.)
Includes Insurance Certificates
P Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-010
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts (Installation
/ Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-011
Engineering Studies / Surveys (Public Right-of-
Way) - Geotechnical / Soil Reports / Hydrology
Reports / Preliminary Studies / Project
Assessments
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
153
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering And Capital Projects (ECIP))
Page PW/ECIP-3Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Eng and Capital
Projects (ECIP)
ECIP-012
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering 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;
GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-013
Land Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

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

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors and Omissions; land records
are permanent by law; CCP §§337.
337.1(a), 337.15, 343; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-014
Land Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical / Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
City Clerk ECIP-015
Prop. 218 (Property-based fees - Notice
Mailing List, Protest Letters / Ballots,
Tabulation
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
City Clerk retains official records; GC
§34090.7
Lead Dept. ECIP-016
Recorded Documents / Real Property: Deeds,
Easements, Right of Ways, Abandonments /
Vacations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
154
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering And Capital Projects (ECIP))
Page PW/ECIP-4Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Eng and Capital
Projects (ECIP)
ECIP-017
Standard Construction Details Authored by the
City / Design / Construction Standards -
Authored by the City for Construction of City
Infrastructure (CIP / Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-018 Subdivision Maps / Parcel Maps P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-019 Surveys, Record of Survey P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Police, Sheriff or
State of
California
ECIP-020 Traffic Calming Requests (Speed Humps, etc.) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-021 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD copies; GC §34090.7
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-022 Traffic Counts / Traffic Studies 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-023 Traffic Speed Surveys (certified by City Council Resolution)
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Presented to the City Council in the
Council Agenda Packet; GC §34090.7
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-024 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-025 Transportation Plans / Master Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
155
RECORDS RETENTION SCHEDULE: PUBLIC WORKS /

FACILITIES MAINTENANCE
Page PW/FAC-1Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / FACILITIES MAINTENANCE
Lead Dept. FAC-001 BAAQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Facilities
Maintenance
FAC-002 City Building Inspections / Facilities Inspections 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. FAC-003 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
8 CCR 5157(d)(14) and (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Lead Dept. FAC-004 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. FAC-005 Operations / Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. FAC-006 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.

Lead Dept. FAC-007
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (/
records of the chemical / substance / agent,
where / when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where and
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 /
Facilities
Maintenance
FAC-008 Swimming Pool Chemical Logs, Additions 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD 40 CFR 70.6; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
156
RECORDS RETENTION SCHEDULE: PUBLIC WORKS /

FACILITIES MAINTENANCE
Page PW/FAC-2Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Division
Providing
Service / Work
FAC-009
Work Orders / Service Requests - 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; GC §34090
Division
Providing
Service / Work
FAC-010
Work Orders / Service Requests - 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
FAC-011
Work Orders / Service Requests - 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

FLEET MAINTENANCE
Page PW/FL-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / FLEET MAINTENANCE
Lead Dept. FL-001 BAAQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Fleet
Maintenance
FL-002 Vehicle Titles ("Pink Slips") Sale or
Disposal
Mag,
Mfr, OD,
Ppr
S / I Given to Auction House / New Owner; GC
§34090
Public Works /
Fleet
Maintenance
FL-003
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Public Works /
Fleet
Maintenance
FL-004 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 /
Fleet
Maintenance
FL-005 Fleet - Used Oil Disposal Manifests 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H and S
§25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Fleet
Maintenance
FL-006
Fleet - Vehicle / Equipment History Files /
Database
Maintenance, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Yes
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
Lead Dept. FL-007 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. FL-008 Operations / Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. FL-009 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.

FLEET MAINTENANCE
Page PW/FL-2Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. FL-010
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (/
records of the chemical / substance / agent,
where / when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where and
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
Division
Providing
Service / Work
FL-011
Work Orders / Service Requests - 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; GC §34090
Division
Providing
Service / Work
FL-012
Work Orders / Service Requests - 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
FL-013
Work Orders / Service Requests - 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
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
159
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Parks Maintenance)
Page PW/PRKM-1Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / PARKS MAINTENANCE
Lead Dept. PRK-001 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. PRK-002 Operations / Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Parks Maint. PRK-003 Park Tree DATABASE
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works /
Parks Maint. PRK-004 Park Tree Maintenance, Trimming, Arborists Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Parks Maint. PRK-005 Playground Equipment Inspections,
Maintenance 5 years
Yes:

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

QC & OD
Department preference; CCP §337; GC
§34090
Lead Dept. PRK-006
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
Department Preference; EPA FAQs
recommend Life of the Tank; applies to
both Tier I and Tier II Tanks; (Tier II tanks
are required to have an integrity test
every 20 years); GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
160
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Parks Maintenance)
Page PW/PRKM-2Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Division
Providing
Service / Work
PRK-008
Work Orders / Service Requests - 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; GC §34090
Division
Providing
Service / Work
PRK-009
Work Orders / Service Requests - 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
PRK-010
Work Orders / Service Requests - 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
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
161
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Street Maintenance)
Page PW/ST-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / STREET MAINTENANCE
Lead Dept. ST-001 BAAQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Lead Dept. ST-002 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. ST-003 Operations / Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. ST-004
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
Department Preference; EPA FAQs
recommend Life of the Tank; applies to
both Tier I and Tier II Tanks; (Tier II tanks
are required to have an integrity test
every 20 years); GC §34090
Division
Providing
Service / Work
ST-006
Work Orders / Service Requests - 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; CCP §§338 et seq.,
340 et seq., 342, GC §34090
Division
Providing
Service / Work
ST-007
Work Orders / Service Requests - 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
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
162
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Street Maintenance)
Page PW/ST-2Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Division
Providing
Service / Work
ST-008
Work Orders / Service Requests - 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
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
163
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Water Resource Recovery, Environmental Compliance)
Page PW/WWR-1Ver. 3.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / WATER RESOURCE RECOVERY, ENVIRONMENTAL COMPLIANCE Public Works /
Water Resource
Recovery
WWR-001 Industrial Pretreatment - Chains of Custody
(Water testing instructions) 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference for EPA / Good
Laboratory Practice Standards; Hazmat
discharge records are required for 3-5
years; 40 CFR §§122.21, 122.41; 40 CFR
792.195
Public Works /
Water Resource
Recovery
WWR-002
Industrial Pretreatment - Industrial Users
Database
Data regarding industries, applications, permits,
sampling, inspection / enforcement
Indefinite -
Minimum 6
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Database - data is interrelated; GC §
34090
Public Works /
Water Resource
Recovery
WWR-003
Industrial Pretreatment - Industrial Waste User
Files (by Address)
Applications, Permits, lab cost accounting, self-
monitoring, inspections, lab tests, notices of
violations, responses, administrative
compliance orders, correspondence
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department Preference; GC §§34090,
60201 et seq. et seq.

Public Works /
Water Resource
Recovery
WWR-004
Industrial Pretreatment - POTW (Publicly
Owned Treatment Works) Sample Collection
Records / Binders
Sampling for pump stations, headworks, plant
effluent, / correspondence
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference for EPA / Good
Laboratory Practice Standards; Hazmat
discharge records are required for 3-5
years; 40 CFR §§122.21, 122.41; 40 CFR
792.195
Public Works /
Water Resource
Recovery
WWR-005
Industrial Pretreatment - Program
Administration
Standard operating procedures, program
evaluations, reports, monitoring,
correspondence
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
164
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Water Resource Recovery, Environmental Compliance)
Page PW/WWR-2Ver. 3.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Water Resource
Recovery
WWR-006 Industrial Pretreatment - Sampling Logs /
Procedures 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference for EPA / Good
Laboratory Practice Standards; Hazmat
discharge records are required for 3-5
years; 40 CFR §§122.21, 122.41; 40 CFR
792.195
Public Works /
Water Resource
Recovery
WWR-007 Reports - Monthly / Quarterly (Flow, Quantity) 6 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department Preference for EPA Lab
requirements; Hazmat discharge records
are required for 3-5 years; 40 CFR
§§122.21, 122.41; 40 CFR 792.195; 40
CFR 122.41(j)(2); WC §13263.2(b) et seq
Public Works /
Water Resource
Recovery
WWR-008 Source Control / FOG (Fats, Oil / Grease) 6 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department Preference; POTW reports
are required for 3 years; 40 CFR 403.12;
GC §§34090, 60201 et seq.

Public Works /
Water Resource
Recovery
WWR-009 Stormwater Illicit Discharges 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
Water Resource
Recovery
WWR-010
Stormwater Inspections (Business Inspections,
O&M related inspections, / Development
Inspections)
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference; SWRCB Order
2006-03; 40 CFR §§122.21, 122.41,
122.44; GC §34090
Public Works /
Water Resource
Recovery
WWR-011 Stormwater: NPDES Permits Superseded
+ 5 years
Yes: Until
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

Public Works /
Water Resource
Recovery
WWR-012 Unauthorized Discharges / Violations /
Exceedances 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference; NPDES records
are required for 3 years; 40 CFR
122.41(j)(2); 40 CFR 141.33(b); 22 CCR
64453(b)(2) et seq.

RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
165
RECORDS RETENTION SCHEDULE: RICHMOND RENT BOARD Page RRB-1Ver. 5.0 Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

RICHMOND RENT BOARD
Finance RRB-001 Accounts Payable, Invoices, Check Copies Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Richmond Rent
Board /
Hearings
RRB-002 Correspondence with Substantive Content,
Notifications (Landlord / Tenant)
Final
Resolution +
2 years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Hearings
RRB-003 Hearing Petitions, Final Decisions / Settlements P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Hearings
RRB-004 Hearing Petitions, Evidence, Objections,
Recordings
Final
Resolution +
5 years

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

QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
Richmond Rent
Board /
Legal
RRB-005 Legal Advice (Confidential Memorandum, Legal
Opinions, etc.) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Legal
RRB-006 Maximum Allowable Rent / Allowable Rental
Adjustments / Rent Adjustments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Legal
RRB-007 Public Records Requests / Subpoenas Duces
Tecum - Rent Board Only 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Richmond Rent
Board /
Legal
RRB-008 Rent Adjustment Hearings P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Legal
RRB-009
Richmond Rent Board

AGENDAS / STAFF REPORTS
Includes Appeals
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
166
RECORDS RETENTION SCHEDULE: RICHMOND RENT BOARD Page RRB-2Ver. 5.0 Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Richmond Rent
Board /
Legal
RRB-010 Richmond Rent Board: Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
Richmond Rent
Board /
Legal
RRB-010.5 Richmond Rent Board: Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
Richmond Rent
Board /
Legal
RRB-011
Richmond Rent Board

MINUTES / RESOLUTIONS
Includes Appeals
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Richmond Rent
Board /
Public
Information
RRB-014 First Right of Refusal, Request to Return, Contact Information 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; when a landlord
or a relative vacates a rental unit, they
must reside in that unit for at least three
years. If they fail to meet this
requirement, they are obligated to offer
the rental unit back to the original tenant;.

GC §34090
Richmond Rent
Board /
Public
Information
RRB-012 Notices: Ellis Act of Termination of Tenancy 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Public
Information
RRB-013
Notices: Notice of Termination of
Tenancy, Rent
Increase Notices, Tenant Compliance,
Landlord Compliance, Termination of Tenancies
Excludes Owner Move In Notices
/ Ellis Act Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
167
RECORDS RETENTION SCHEDULE: RICHMOND RENT BOARD Page RRB-3Ver. 5.0 Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Richmond Rent
Board /
Public
Information
RRB-014 Notices: Owner Move-In Notice of Termination of Tenancy 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Relocation
RRB-015 Relocations (Permanent / Temporary)
Final
Payment + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
168

Cc24Feb2026 – jc/prc

Page 1 of 7 ends

Richmond City CouncilMarch 24, 2026

Richmond City Council
March 24, 2026