Agenda Packet — Salinas City Council, May 16, 2023 (part 8 of 9)

City of Salinas
Legislation Text
200 Lincoln Ave., Salinas,
CA 93901
www.cityofsalinas.org
File #: ID#23-304, Version: 1
Uniform Rental Laundry Services Amendment No. 3
Approve a Resolution approving Amendment No. 3 to the agreement with Cintas Incorporation for an additional amount of $15,750 for services through the reminder of the agreement term.

City of Salinas Page 1 of 1 Printed on 5/10/2023
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CITY OF SALINAS

COUNCIL STAFF REPORT
DATE: MAY 16, 2023
DEPARTMENT: PUBLIC WORKS
FROM: DAVID JACOBS, PE, LS, PUBLIC WORKS DIRECTOR
BY: JENNY DAVILA, PW ADMIN SUPERVISOR
TITLE: UNIFORM RENTAL LAUNDRY SERVICES AMENDMENT 3
RECOMMENDED MOTION:

A motion to approve amendment number 3 to an existing agreement with Cintas Incorporated authorizing an additional amount of $15,750 to cover the rental laundry services for the remaining of the approved agreement, bringing the total annual contract amount to $75,152.

EXECUTIVE SUMMARY:

Staff relies on professional uniform rental and laundry services to maintain an acceptable dress code. Due to an increase in the number of employees 58 to 66 since the beginning of the agreement an increase in the approved agreement amount is needed. Staff is requesting the increase of $15,750 to cover the services for the remainder of the contract.

BACKGROUND:

On August 4, 2020, Staff requested and was granted approval to enter into a 3-year agreement with Cintas Incorporated for uniform rental and laundry services in response to a Request for Proposals in May of 2020 for the amount of $53,402. Uniform rental and laundry services were based on a total of 58 employees. On August 26, 2020, Amendment number 1 adding the Salinas Airport personnel to the agreement was signed, increasing the contract amount to $55,902. Amendment number 2 was approved on July 15, 2021, to increase payment terms for an increase in the level of expected services, bringing the agreement to a new total of $61,902. Because of the additional increase of services, the second amendment did not provide for a sufficient increase to cover those services for the remainder of the contract which ends on August 8, 2023. As of now, there are a total of 66 employees who receive the uniform rental and laundry service from Cintas. Because of this increase, staff is now requesting a final increase of $15,750 to cover the remaining contract amount bringing the total to $75,152.

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Division Estimated # of Employees at
beginning of Agreement
Current # of employees
receiving Uniform services
Fleet 7 9
Facilities 3 5
Forestry 7 6
Streets 15 19
Parks 7 14
Wastewater 17 12
Graffiti 2 1
Total Number of Employees 58 66
CEQA CONSIDERATION:

Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).

In addition, CEQA Guidelines Section 15061 includes the general rule that CEQA applies only to activities which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Because the proposed action and this matter have no potential to cause any effect on the environment, or because it falls within a category of activities excluded as projects pursuant to CEQA Guidelines section 15378, this matter is not a project. Because the matter does not cause a direct or foreseeable indirect physical change on or in the environment, this matter is not a project. Any subsequent discretionary projects resulting from this action will be assessed for CEQA applicability.

STRATEGIC PLAN INITIATIVE:

The long-term agreement for these services, relates to the City Council’s Vision and Strategic Goal of Operational Efficiency due to the time savings that will occur from frequently seeking out a different vendor for these ongoing services. The Strategic Plan can be viewed here [link].

DEPARTMENTAL COORDINATION:

Public Works Administration and Maintenance Divisions have worked closely in the preparation, publication and review of the request for proposals that was the original resolution as well as any amendments that were addressed thereafter.

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FISCAL AND SUSTAINABILITY IMPACT:

These services are budgeted through the Public Works Maintenance Division’s operational budgets. As noted on the following table, based on the current budget sufficient funds are available in each individual division’s budget account to cover the annual service agreement cost.

Budget Account
Current
Annual
Cost
Total
Estimated
Increase
Final
Estimated
Budget
7120.50.5233-62.5110 $16,000 $4,800 $20,800
1000.50.5232-62.5110 $3,200 $1,200 $4,400
1200.50.5239-62.5110 $4,000 $350 $4,350
1200.50.5231-62.5110 $1,200 $0 $1,200
1200.55.5238-62.5110 $7,000 $2,950 $9,950
6500.50.5443-62.5110 $1,300 $2,000 $3,300
1200.50.5234-62.5110 $16,502 $0 $16,502
6500.50.5444-62.5110 $2,000 $0 $2,000
6400.50.5442-62.5110 $6,000 $1,500 $7,500
6200.50.5441-62.5110 $2,200 $2,950 $5,150
Total $59,402 $15,750 $75,152
ATTACHMENTS:

Resolution
Approved Agreement Signed
Approved Amendment 1 Signed
Approved Amendment 2 Signed
Amendment 3
Page | 1
RESOLUTION NO. (N.C.S.)
A RESOLUTION OF THE SALINAS CITY COUNCIL APPROVING AMENDMENT 3 TO APPROVED RESOLUTION 21925 UNIFORM RENTAL LAUNDRY SERVICES

AGREEMENT WITH CINTAS INCORPORATION
WHEREAS, On August 4, 2020, Salinas City Council approved and entered into an agreement with Cintas Incorporation “Cintas” for Uniform Rental Laundry Services in an amount not to exceed $53,402; and
WHEREAS, On August 26, 2020, Amendment No. 1 was approved adding Salinas Airport personnel to the Agreement, increasing the agreement amount to $55,902; and WHEREAS, On July 15, 2021, Amendment No. 2 was approved to increase payment terms to account for an increase in the level of expected services, bringing the Agreement total to an amount not to exceed $61,902; and
WHEREAS, On May 16, 2023, Amendment No. 3 to increase the Agreement total not to exceed $75,152 to cover the costs of increased services for additional employees for the remainder of the agreement ending August 8, 2023.

NOW, THEREFORE, BE IT RESOLVED that the Salinas City Council approves Amendment No. 3 to the agreement with Cintas Incorporated to increase the total for the remainder of the agreement in an amount not to exceed $75,152
PASSED AND APPROVED this 16th day of May 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
_______________________
Kimbley Craig, Mayor
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ATTEST:
_________________________
Patricia M. Barajas, City Clerk
DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053 DocuSign Envelope ID: 3931DD92-7F44-4DFF-90A5-DDAF9CF01053

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Version: January 2021
AGREEMENT —AMENDMENT NO. 2 TO

UNIFORM LAUNDRY AND RENTAL SERVICE

BETWEEN

CINTAS INC AND CITY OF SALINAS
This Amendment No. 2 to the Uniform Laundry and Rental Service (the “Amendment”) is entered into this 15th day of July 2021, by and between the City of Salinas (the “City”) and Cintas Incorporated, (the “Contractor”). City and Contractor may be individually referred to herein as a “Party” and collectively the City and Contractor may be referred to as the “Parties.”

RECITALS
WHEREAS, the City and Contractor first entered into an Agreement for Uniform Laundry and Rental Services between the City of Salinas and Cintas Inc effective 20th day of July, 2020, pursuant to which Contractor agreed to act as and provide certain services to the City for compensation for uniform rental and laundry service not to exceed $53, 402.00 per year for a 3 year term (the “Agreement”); and WHEREAS, on August 26th 2020 the City and Contractor entered into “Agreement-Amendment No 1” to add additional scope at a not-to-exceed price of $1,500 per year; and WHEREAS, the City and Contractor desire to further amend the Agreement to increase payment terms to account for an increase in the level expected services at the amount of $7,000.00 per year.

NOW, THEREFORE, in mutual consideration of the terms and conditions set forth below, the Parties agree as follows:

TERMS

1. The Agreement, section “4. Payment” is amended in its entirety to read as follows:
x 4. Payment. City agrees to pay and Contractor agrees to accept as full and fair consideration for the performance of this agreement, an amount not to exceed $61,902 per year as more fully described in contractors fee schedule included in Attachment B. Contractor has no right of reimbursement for expenses under this agreement. Compensation shall become due and payable 30 days after City's approval of Contractors submission of monthly written invoices to the City. The payment of any compensation shall be contingent upon performance of the terms and conditions of this agreement to the satisfaction of the City. If City determines that the work set forth in the written invoice has not been performed in accordance with the terms of this agreement, City shall not be responsible for payment until such time as the work has been satisfactorily performed.

2. All other covenants, terms, and conditions set forth in the Agreement and not amended by this Amendment shall remain in full force and effect as if fully set forth herein.

IN WITNESS WHEREOF, the undersigned, as authorized representatives of the City and Contractor have entered into this Agreement as of the date first written above.

CITY OF SALINAS
___________________________________
Steven S. Carrigan, City Manager

Page 2 of 2 ends

Version: January 2021
APPROVED AS TO FORM:
___________________________________
□ Christopher A. Callihan, City Attorney
□ Rhonda Combs, Assistant City Attorney

CINTAS INCORPORATED
___________________________________
Printed name: _______________________
Title: ______________________________

Page 1 of 2 ends

Version: January 2021
AGREEMENT —AMENDMENT NO. 3 TO

UNIFORM LAUNDRY AND RENTAL SERVICE

BETWEEN

CINTAS INC AND CITY OF SALINAS
This Amendment No. 3 to the Uniform Laundry and Rental Service (the “Amendment”) is entered into this 16 th day of May 2023, by and between the City of Salinas (the “City”) and Cintas Incorporated, (the “Contractor”). City and Contractor may be individually referred to herein as a “Party” and collectively the City and Contractor may be referred to as the “Parties.”

RECITALS
WHEREAS, the City and Contractor first entered into an Agreement for Uniform Laundry and Rental Services between the City of Salinas and Cintas Inc effective 20th day of July 2020, pursuant to which Contractor agreed to act as and provide certain services to the City for compensation for uniform rental and laundry service not to exceed $53, 402.00 per year for a 3-year term (the “Agreement”); and WHEREAS, on August 26th, 2020, the City and Contractor entered into “Agreement-Amendment No 1” to add additional scope at a not-to-exceed price of $1,500 per year; and WHEREAS, on July 26th, 2021, the City and Contractor desire to further amend the Agreement to increase payment terms to account for an increase in the level expected services at the amount of $7,000.00 per year; and WHEREAS, the City and Contractor desire to further amend the Agreement to increase payment terms to account for an increase in the level of expected services in an amount not to exceed $75,152 for the remainder of the agreement.

NOW, THEREFORE, in mutual consideration of the terms and conditions set forth below, the Parties agree as follows:

TERMS

1. The Agreement, section “4. Payment” is amended in its entirety to read as follows:
 4. Payment. City agrees to pay and Contractor agrees to accept as full and fair consideration for the performance of this agreement, an amount not to exceed $75,152. Contractor has no right of reimbursement for expenses under this agreement. Compensation shall become due and payable 30 days after City's approval of Contractors submission of monthly written invoices to the City. The payment of any compensation shall be contingent upon performance of the terms and conditions of this agreement to the satisfaction of the City. If City determines that the work set forth in the written invoice has not been performed in accordance with the terms of this agreement, City shall not be responsible for payment until such time as the work has been satisfactorily performed.

2. All other covenants, terms, and conditions set forth in the Agreement and not amended by this Amendment shall remain in full force and effect as if fully set forth herein.

IN WITNESS WHEREOF, the undersigned, as authorized representatives of the City and Contractor have entered into this Agreement as of the date first written above.

Page 2 of 2 ends

Version: January 2021

CITY OF SALINAS
___________________________________
Steven S. Carrigan, City Manager
APPROVED AS TO FORM:
___________________________________
□ Christopher A. Callihan, City Attorney
□ Rhonda Combs, Assistant City Attorney

CINTAS INCORPORATED
___________________________________
Printed name: _______________________
Title: ______________________________
City of Salinas
Legislation Text
200 Lincoln Ave., Salinas,
CA 93901
www.cityofsalinas.org
File #: ID#23-305, Version: 1
Records Retention Schedule Update
Approve a Resolution adopting a new Records Retention Schedule.

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CITY OF SALINAS

COUNCIL STAFF REPORT
DATE: MAY 16, 2023
DEPARTMENT: ADMINISTRATION
FROM: PATRICIA M. BARAJAS, CITY CLERK
CHRISTOPHER A. CALLIHAN, CITY ATTORNEY
TITLE: RECORDS RETENTION SCHEDULE UPATE
RECOMMENDED MOTION:

A motion to approve a Resolution adopting a new Records Retention Schedule.

EXECUTIVE SUMMARY:

The City is updating its records management program, including its records retention policies which will result in efficiency gains and cost savings. The City of Salinas selected Gladwell Governmental Services, Inc., an expert in local government records, to update its records management program. An update 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.

BACKGROUND:

The update to the current records management systems was driven by many factors, including:
 Limited space in City facilities
 Filing and storing of duplicate records across departments  Production and management of many permanent records
 Increase in records storage expenses
 Technology advancements
 Changes in law
The purpose of the program is to apply efficient and economical methods to the 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 provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. Through the update process, staff was able to clearly identify which department is responsible for maintaining specific original record and establishing clear retention periods for different record categories.

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It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney.

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

CEQA CONSIDERATION:

Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).

STRATEGIC PLAN INITIATIVE:

Approval of an update to the Records Retention Schedule supports the City Council’s Strategic Goal of Effective and Culturally Responsive Government.

DEPARTMENTAL COORDINATION:

The new retention schedule was written interactively with representatives from all departments participating in the process via virtual meetings, telephone and email.

FISCAL AND SUSTAINABILITY IMPACT:

No City funds required. Salinas will realize significant cost savings both in labor and storage expenses.

ATTACHMENTS:

Resolution
Retention Schedules
Records Destruction Form
Retention Schedule Update Form
Page | 1
RESOLUTION NO. (N.C.S)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SALINAS, CALIFORNIA, ADOPTING A RECORDS RETENTION

SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND REPEALING RESOLUTION NUMBERS 19314 (N.C.S) and 21787 (N.C.S) WHEREAS, the maintenance of numerous records is not necessary after a certain period of time for the effective and efficient operation of government of the City of Salinas; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of Salinas previously adopted Resolution Numbers 19314 (N.C.S) and 21787 (N.C.S), approving Records Retention Schedules which now require updates.

NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF SALINAS AS FOLLOWS:

Section 1. Resolution Numbers 19314 (N.C.S) and 21787 (N.C.S) are hereby repealed.

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

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

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

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

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

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PASSED AND APPROVED this 16th day of May 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
_______________________
Kimbley Craig, Mayor
ATTEST:
_________________________
Patricia M. Barajas, City Clerk

HOW TO USE RETENTION SCHEDULES
©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

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

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

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

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

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

AUTHORIZATION TO DESTROY RECORDS:

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

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

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

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).

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

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

Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed
Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media, Immutable Cloud Media, DVD-R, CDR, Blue-ray-R, or WORM – Write Once Read Many Media, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Lead Dept. CW-001
Agreements & Contracts: ORIGINALS (WITH
Grant Funding)
City Clerk retains the Original Agreement or
Contract only when approved by the City
Council
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

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

97.42; OMB Circular A-133GC §34090
Lead Dept. CW-002
Agreements & Contracts: ORIGINALS
(WITHOUT Grant Funding)
City Clerk retains the Original Agreement or
Contract only when approved by the City
Council
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Published Audit Standards=4-
7 years; Statute of Limitations: Contracts
& Spec's=4 years, Wrongful Death=comp.
+ 5 years, Developers=comp. + 10 years;
Statewide guidelines propose termination
+ 5 years; CCP §337 et. seq., GC §34090
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, RFP - Request for Proposal.)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

97.42; OMB Circular A-133GC §34090
CITY-WIDE (Used by All Departments)
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-004
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, RFP - Request for Proposal,
etc.)
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Published Audit Standards=4-
7 years; Statute of Limitations: Contracts
& Spec's=4 years, Wrongful Death=comp.
+ 5 years, Developers=comp. + 10 years;
Statewide guidelines propose termination
+ 5 years; CCP §337 et. seq., GC §34090
Lead Dept. CW-005
Agreements & Contracts: UNSUCCESSFUL
BIDS, PROPOSALS or RESPONSES to RFPs
(Request for Proposals) and/or RFQs (Request
for Qualifications) that don't result in a contract,
and not opened by the City Clerk
2 years Mag,
Ppr
Yes: After
QC & OD GC §34090
CW-006
Boards, Commissions, & Committees:

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

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

AGENDAS & STAFF REPORTS
Minimum 2
years

Mag,
Ppr
Department Preference; GC §34090 et
seq.

Staffing Dept. CW-008
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council
AUDIO or VIDEO RECORDINGS
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 §34090.6
Staffing Dept. CW-009
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council

MINUTES
P
Mag,
Ppr GC §34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Staffing Dept. CW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead
(Responding)
Dept.

CW-011
Complaints / Concerns from Citizens
(Excludes Police Officers - Also Request for
Services Software)
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-012 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-013
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the
public's business)
(e.g. Letters, Memorandums, Administrative,
Chronological, General Files, Reading File,
Working Files, etc.)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
GC §34090; City of San Jose v. Superior
Court (Smith). S218066. Supreme Court of
California, 2017
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, speaker cards,
staff videoconference chats, notes and
recordings, supply inventories, staff
videoconferences, chats, notes, recordings,
telephone messages, text messages,
transmittal letters, thank yous, requests from
other cities, preliminary notices for construction
projects, undeliverable envelopes, visitors logs,
voice mails, webpages, etc.)
When No
Longer
Required

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

Records, e-mails, electronic records, or
social media postings where the Content
relates in a substantive way to the
conduct of the public's business, or
that ARE made or retained for the
purpose of preserving the informational
content for future reference are saved
by printing them out and placing in a file
folder, or saving them electronically in a
folder outside the e-mail system; If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary drafts. GC
§§34090, 7927.500; 64 Ops. Cal. Atty.

Gen. 317 (1981)); City of San Jose v.

Superior Court (Smith). S218066.

Supreme Court of California, 2017
Lead Dept. CW-015 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required

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

GC §§34090, 7927.500
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-016 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept. CW-017 Grant Applications funded by the City's General Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept. CW-018 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-019
Grants / CDBG (Community Development Block
Grant) / Reimbursable Claims / FEMA
Reimbursements / OES Reimbursements
(SUCCESSFUL Reports, other records required
to pass the funding agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years

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

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

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

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. CW-020 Newspaper Clippings
When No
Longer
Required

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

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Human
Resources CW-021 Personnel Files (Department Copies)
Do Not Retain
in
Departments
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-022 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-023 Photographs
When No
Longer
Required

Mag,
Ppr
Preliminary Drafts; destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-024
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-025 Public Relations / Press Releases (may use Constant Contact and Gov Delivery ) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-026 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; Statewide
Guidelines show 2 years; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-027 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
CW-028
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, etc:

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

Mag,
Ppr Non-Records
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-029
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
YOUR Department
Minimum 2
years

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

QC & OD
Statewide guidelines propose superseded
+ 2 or 5 years; GC §34090
Lead Dept. CW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-031 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-032 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Information is outdated after 10 years;
statewide guidelines propose 2 years; If
historically significant, retain permanently;
GC §34090
Responding
Department CW-033 Request for Services Software / Citizen Complaint Software (Salinas Comment) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-034 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-035
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-036
Training Presented by City Staff - COURSE

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

QC & OD
Department preference; Ethics Training is
5 years; Statewide guidelines propose 7
years; Calif. Labor Division is required to
keep their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 34090, 53235.2(b)
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - CITY CLERK Page AD/CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Admin / City
Clerk CC-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs
of Publications / Public Hearing Notices
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Brown Act challenges must be filed within 30
or 90 days of action; Statute of Limitations on
Municipal Government actions is 3 - 6 months;
GC §§34090, 54960.1(c)(1)
Admin / City
Clerk CC-002
Agenda Packets: City Council,
Redevelopment Agency / Successor
Agency, Oversight Board
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Admin / City
Clerk CC-003
Audio Recordings / Video Recordings: City
Council, Redevelopment Agency /
Successor Agency, Oversight Board
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
§34090.6
Admin / City
Clerk CC-004
Agreements & Contracts, WHEN APPROVED

BY THE CITY COUNCIL -
(INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work)
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property &
property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
preparedness; Statute of Limitations is 4 years;
10 years for Errors & Omissions; land records
are permanent by law; CCP §337 et. seq., GC
§34090; Contractor has retention requirements
in 48 CFR 4.703

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

Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - CITY CLERK Page AD/CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

ADMINISTRATION - CITY CLERK
Admin / City
Clerk CC-005
Agreements & Contracts - , WHEN
APPROVED BY THE CITY COUNCIL - (NONINFRASTRUCTURE, Professional Services Agreements, Tenant / Lease Agreements -

NOT IMAGED)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work)
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.

Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
is 4 years; 10 years for Errors & Omissions;
land records are permanent by law; CCP
§§337. 337.1(a), 337.15, 343; GC §34090,
Contractor has retention requirements in 48
CFR 4.703(a)
Admin / City
Clerk CC-006
Bid Opening Packets: RFP / Specifications,
Successful Proposal, Notice of Completion
(When opened by the City Clerk)
2 years Mag, Ppr Yes: After
QC & OD GC §34090
Admin / City
Clerk CC-007 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 Admin / City
Clerk CC-008
Bonds: CIP Labor & Materials, Construction
Bonds, Indemnity Bonds, Performance Bonds,
Letters of Credit
Release of
Bond / Letter
of Credit
Mag, Ppr Security; GC §34090
Admin / City
Clerk CC-009 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Admin / City
Clerk CC-010
Ethics Training Certificates for Elected Officials
and Designated Employees (may be stored in
Target Solutions / Vector Solutions)
5 years Mag, Mfr,
OD, Ppr S
Yes: After
QC & OD GC §§ 3105, 12946, 34090; 53235.2(b)
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - CITY CLERK Page AD/CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

ADMINISTRATION - CITY CLERK
Admin / City
Clerk CC-011
Filing System / Subject Files / Function Filing
System - HISTORICALLY SIGNIFICANT,

LAND, PLANNING, CAPITAL

IMPROVEMENT INFRASTRUCTURE

PROJECTS
P Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
Admin / City
Clerk CC-012 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT
Minimum 2
years
Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
Admin / City
Clerk CC-013
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
Admin / City
Clerk CC-014 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e) Admin / City
Clerk CC-015 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC
§81009(e)
Admin / City
Clerk CC-016 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e) Admin / City
Clerk CC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
Admin / City
Clerk CC-018
Campaign Filings (FPPC 400 Series Forms &
Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
Admin / City
Clerk CC-019
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
Admin / City
Clerk CC-020
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)

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

Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - CITY CLERK Page AD/CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

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

OTHER COMMITTEES (PACS - not candidatecontrolled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
Admin / City
Clerk CC-022
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statewide guidelines
proposes 4 years for successful candidates, 2
years for unsuccessful; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
Admin / City
Clerk CC-023
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office and
4 years after the expiration of term and does
not delineate between the two; EC §17100
Admin / City
Clerk CC-024
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Planning Commission, Precinct Maps,
County Election Services, Candidate
Statements to be printed in the Sample Ballot,
Polling Locations and Precinct Board
Members, Notices, Postings, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Admin / City
Clerk CC-025 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
Admin / City
Clerk CC-026 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - CITY CLERK Page AD/CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

ADMINISTRATION - CITY CLERK (End of Elections Section)
Admin / City
Clerk CC-027
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
Admin / City
Clerk CC-028
Minutes: City Council, Redevelopment
Agency / Successor Agency, Oversight
Board
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
Admin / City
Clerk CC-029
Oath of Office / Appointments / Oath for
Disaster Worker: City Council, Board or
Commission Members Only
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference; Statute of Limitations:

Public official misconduct is discovery of
offense + 4 years, GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113
Admin / City
Clerk CC-030 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
Admin / City
Clerk CC-031
Prop. 218 (Property-based fees - Sewer, Solid
Waste, Water) Protest Letters / Ballots,
Tabulation
2 years Mag, Ppr GC §53753(e)(2)
Admin / City
Clerk CC-032 Public Records Requests Database -
Excludes Police 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Admin / City
Clerk CC-033 Public Records Requests / Subpoenas Duces Tecum - Excludes Police 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept
OR City
Clerk
CC-034
Recorded Documents: Deeds, Easements,
Right of Ways, Abandonments / Vacation,
Liens / Lien Releases
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
Admin / City
Clerk CC-035 Records Destruction Authorization Forms & Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - CITY CLERK Page AD/CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

ADMINISTRATION - CITY CLERK
Admin / City
Clerk CC-036
Resolutions: City Council, Planning
Commission, Redevelopment Agency /
Successor Agency, Oversight Board
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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

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

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

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

ADMINISTRATION - CITY MANAGER
Admin / City
Manager CM-001
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Ppr Department preference; GC §34090
Admin / City
Manager CM-002 Projects / Subject Files (Subject will change over time) Minimum 2
years
Mag, Ppr Department Preference; GC §34090 et seq.

Finance CM-003 Travel Arrangements
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
Preliminary Drafts (Invoices are the final record);
GC §34090 et seq.

ADMINISTRATION - COMMUNITY RELATIONS
Admin / City
Manager /
Community
Relations
CM-004 Newsletters - Employees and Public Minimum 2
years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; GC §34090
Admin / City
Manager /
Community
Relations
CM-005 Photos, Videos & Slides
When No
Longer
Required
Mag, Ppr Drafts; final photos may become part of a final document; GC §34090
Admin / City
Manager /
Community
Relations
CM-006 Special Projects & Fact Sheets (Issues
and/or projects will vary over time)
When No
Longer
Required
Yes: While
Active
Issues
Mag, Ppr GC §34090
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - HUMAN RESOURCES Page AD/HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

ADMINISTRATION - HUMAN RESOURCES
Admin /
Human
Resources
HR-001 Benefit Plan Documents (CalPERS, Dental,
Vision, etc.)
Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Admin /
Human
Resources
HR-002
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Ppr
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, 34090
Admin /
Human
Resources
HR-003 Compensation Surveys & Studies Minimum 3
years
Mag, Ppr
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, 34090
Admin /
Human
Resources
HR-004 COVID-19 Attestations by Employees,
COVID-19 Notifications to Employees 3 years Mag Ppr LC §6409.6(k), GC §34090 Admin /
Human
Resources
HR-005
CRD (California Civil Rights Department) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Minimum Final
Disposition + 5
years
Mag, Ppr
Department preference; All State and
Federal laws require retention until final
disposition of formal complaint; State
requires 2 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
34090
Admin /
Human
Resources
HR-006
EEOC Forms / EEO-4 Forms / EDD Reports
(Employment Development Department
Reports)
3 years Mag, Ppr 29 CFR 1602.30; 29 CFR 1602.31, 29
CFR 1602.32; GC §34090 et seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - HUMAN RESOURCES Page AD/HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin /
Human
Resources
HR-007 Employee Investigations
Minimum Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 34090;
Admin /
Human
Resources
HR-008 Employment Verifications
When No
Longer
Required
Mag, Ppr Non-records, content is not substantive;
GC §34090 et seq.

Admin /
Human
Resources
HR-009 Grievance Board

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag, Ppr Department Preference; GC §34090 et
seq.

Admin /
Human
Resources
HR-010 Grievance Board
MINUTES P Mag, Ppr GC §34090
Admin /
Human
Resources
HR-011 Grievances
Minimum Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 34090; LC 1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
Admin /
Human
Resources
HR-012 I-9s Separation + 3
years
Mag, Mfr,
OD, Ppr S
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, 34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - HUMAN RESOURCES Page AD/HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin /
Human
Resources
HR-013 Job Descriptions / Classification
Specifications
Minimum
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; retirement benefits is 6 years
from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 34090
Admin /
Human
Resources
HR-014 OSHA Citations and Inspections 5 years Mag, Ppr
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Admin /
Human
Resources
HR-015 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Ppr OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
Admin /
Human
Resources
HR-016
Personnel Files - Employee File (Main File,
including Benefits)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Employee's Oath
of Office / Oath for Disaster Worker,
Personnel Action Forms, W-4 Forms, etc.)
Separation +
30 years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; W-4s are
required four years after the due date of
such tax for the return period to which the
records relate, or the date such tax is paid,
whichever is the later. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 34090; LC 1198.5
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - HUMAN RESOURCES Page AD/HR-4 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).

Admin /
Human
Resources
HR-017
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, Respirator Fit
Tests, etc.

Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
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
Admin /
Human
Resources
HR-018
Recruitment and Testing File
(Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Hiring
Decision + 4
years
Mag, Ppr
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, 34090
Admin /
Human
Resources
HR-019 Recruitment Database (NeoGov) Minimum 4
years
Mag, Ppr
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, 34090
Admin /
Human
Resources
HR-020 Retiree Medical Billing 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
Admin /
Human
Resources
HR-021
Training Certificates - Harassment
Prevention Certificates, etc (May be stored in
Target Solutions / Vectors Solutions
Database)
5 years Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
8 CCR §3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC §§12946,
34090, 53235.2(b)
Lead Dept. HR-022 Training Database (Target Solutions / Vector Solutions)
Minimum 5
years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
8 CCR §3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC §§12946,
34090, 53235.2(b)
Admin /
Human
Resources
HR-023 W-4s
Superseded or
Separated + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; (mandate is four
years after the due date of such tax for the
return period to which the records relate,
or the date such tax is paid, whichever is
the later). 26 CFR 31-6001-1; GC §34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - HUMAN RESOURCES Page AD/HR-5 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).

Admin /
Human
Resources
HR-024
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees)
Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
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
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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

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

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

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

CITY ATTORNEY
City
Attorney CA-001
Administrative Civil & Criminal Citations -
Citations that are issued by various City
Departments for violations of the City's
Municipal Code
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

City
Attorney CA-002 Advice Files / Attorney Work Product / Subject Files (Notes, etc.) Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

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

City
Attorney CA-003 City Attorney Opinions Minimum 2 years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City
Attorney CA-004 Claim for Damages / Claims Against the City Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:

After QC
& OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
City
Attorney CA-005 Contracts for Investigators Completion + 5 years Yes: Before
Completion Mag, Ppr
Department preference; Statute of Limitations for
contractual obligations is 4 years; CCP §§337.
337.1(a), 337.15, 343; GC §34090
City
Attorney CA-006
Lawsuits / Litigation - EXCLUDES Final
Settlement Agreements, Historically
Significant Records
Minimum
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; CCP §337 et
seq.; GC §§911.2, 34090, 34090.6; PC §832.5(b)
City
Attorney CA-007
Lawsuits / Litigation - Final Settlement
Agreements, Historically Significant
Records
P
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; CCP §337 et
seq.; GC §§911.2, 34090, 34090.6; PC §832.5(b)
City
Attorney CA-008 Legislative Advocacies, Amicus Briefs, etc. Minimum 2 years Mag, Ppr Department preference; GC §34090
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

COMMUNITY DEVELOPMENT / PERMIT SERVICES: BUILDING & SAFETY / LAND DEVELOPMENT Lead Dept. CD-001 _Permit Database (TRAKiT) Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Community
Development /
Permit Services
CD-002 Address Files / Building Permits P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Community
Development /
Permit Services
CD-003 Appeals Board / Building Standards Appeals
Board - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Community
Development /
Permit Services
CD-004 Appeals Board / Building Standards Appeals
Board - AGENDAS & STAFF REPORTS
Minimum 2
years

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

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

Community
Development /
Permit Services
CD-005
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
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
Community
Development /
Permit Services
CD-006 Building Plans - Cancelled or Withdrawn P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Development /
Permit Services
CD-007 Building Plans - Expired P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Community
Development /
Permit Services
CD-008 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Community
Development /
Permit Services
CD-009
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES
Structural Calculations
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Community
Development /
Permit Services
CD-010 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD GC §50022.6
Community
Development /
Permit Services
CD-011 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Permit Services
CD-012 Construction Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Permit Services
CD-013
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (kept with the
Building Permit file); GC §34090
Community
Development /
Permit Services
CD-014 Correction Notices P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Permit Services
CD-015 Energy Calculations P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Development /
Permit Services
CD-016
Geotechnical and Soil Reports / Hydrology
Reports / Preliminary Studies / Project
Assessments - Where Land Development is the
Lead
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Community
Development /
Permit Services
CD-017 Geotechnical and Soils Reports (all) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Permit Services
CD-018
Land Development / Private Development:

Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

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

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Community
Development /
Permit Services
CD-019
Land Development / Private Development:

Permanent Records
Deeds, Drainage, Driveway, Easements, Rights of
Way, Soils Reports, Stormwater, Private Lab
Verifications, Rights-of-Way Testing Lab Final
Reports etc.

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

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Permit Services
CD-021 Stop Work Notices P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090

CODE ENFORCEMENT
Community
Development /
Code Enforce.

CD-022
Code Enforcement / Abatement Case Files
(Includes appeals and Code Enforcement
Complaint Letters)
Minimum 2
years
Yes: Until
Resolution Mag, Ppr Department preference; GC §34090
Community
Development /
Code Enforce.

CD-023 Hearing Officer Determinations (for appeals of
Code Enforcement Actions) 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Community
Development /
Code Enforce.

CD-024 Notice of Violations ./ Code Enforcement Citations Minimum 2 years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
Department preference; GC §34090

ECONOMIC DEVELOPMENT
Community
Development /
Economic
Development
CD-025 Economic Development Projects / Business
Recruitment and Retention
Minimum 2
years
Mag, Ppr Department Preference; GC §34090 et
seq.

HOUSING & COMMUNITY DEVELOPMENT
Community
Development /
Housing &
Community
Development
CD-026
CARES Grants (Covid-19)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency
Audit, if
required -
Minimum 5
years

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

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

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

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Community
Development /
Housing &
Community
Development
CD-027 CDBG / Sub-Recipient Grants Agreements
After Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Ppr
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

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

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Community
Development /
Housing &
Community
Development
CD-028
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien Releases -
Where Housing is the Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Community
Development /
Housing &
Community
Development
CD-029 Deeds: Trust Deeds Loan Pay-off
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (meets municipal
government auditing standards); GC
§34090
Community
Development /
Housing &
Community
Development
CD-030
Environmental Determinations (Finals):

Environmental Impact Reports (EIRs), Negative
Declarations, etc.) / CEQA
Where Housing is the Lead
P
Mag,
Mfr, OD,
Ppr
S
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
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Community
Development /
Housing &
Community
Development
CD-031
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Housing & Community
Development is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag, Ppr
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Community
Development /
Housing &
Community
Development
CD-032
Homeless Services
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency
Audit, if
required -
Minimum 5
years

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

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

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

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Community
Development /
Housing &
Community
Development
CD-033 Housing Applications Rejected (First Time Home
Buyers, Life/Safety, Rehabilitation, HOME, etc.) 5 years Mag, Ppr GC §34090 SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Community
Development /
Housing &
Community
Development
CD-034
Housing Programs: Affordable Housing Projects,
HOME, Rehabilitation, CDBG-funded Housing
Projects, etc.

WITH 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; statewide guidelines
propose 4 years; 2 CFR 200.334; 24
CFR 92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090
Community
Development /
Housing &
Community
Development
CD-035
Housing Programs: CDBG-funded Housing
Projects, etc.

WITHOUT a Recapture / Resale Restriction
Loan Pay-off
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
HUD requires 5 years after the
agreement terminates; Consistent with
Consolidated Plan Requirements;
Required for 3-4 years from expenditure
or performance report; 2 CFR 200.334;
24 CFR 92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090

COMMUNITY DEVELOPMENT / PLANNING / FORMER REDEVELOPMENT AGENCY Lead Dept. CD-036 _Permit Database (TRAKiT) Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-8
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Community
Development /
Planning
CD-037
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing, Conditions
of Approval, Environmental Determinations, Staff
Reports, Plans)
Examples:

Conditional Use Permits (CUPs)
Density Bonus
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Master Plan
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
CD-038 Advanced Planning / Long Range Planning /
Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Development /
Planning
CD-039 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD minute
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-9
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Community
Development /
Planning
CD-040 Census, Demographics
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau is OFR)
Community
Development /
Planning
CD-041 Design Review Board - AGENDAS & STAFF

REPORTS
Minimum 2
years

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

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

Community
Development /
Planning
CD-042 Design Review Board - AUDIO or VIDEO

RECORDINGS
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 §34090.6
Community
Development /
Planning
CD-043 Design Review Board - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Community
Development /
Planning
CD-044
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag, Ppr
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Community
Development /
Planning
CD-045
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S
Yes: After

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-10
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Community
Development /
Planning
CD-046
Former Redevelopment Agency Projects and
Plans - HISTORICAL
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien Releases,
or other Historically Significant records
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Community
Development /
Planning
CD-047 Former Redevelopment Agency Projects and
Plans - NOT Historical 10 years Mag, Ppr Department preference; GC§34090 Community
Development /
Planning
CD-048 General Plan, Elements and Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-049 Historic Resources Board - AGENDAS & STAFF

REPORTS
Minimum 2
years

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

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

Community
Development /
Planning
CD-050 Historic Resources Board - AUDIO or VIDEO

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

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

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-11
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Community
Development /
Planning
CD-055 Planning Commission - AUDIO or VIDEO

During
Event
Mag, Ppr Department preference; GC§§34090
Community
Development /
Planning
CD-058 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
CD-059 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

FINANCE / ACCOUNTING
Finance /
Accounting FIN-001 _Financial Services / ERP Database (Tyler New World) Indefinite Yes Mag
Data Fields / Records are interrelated;
(no retention mandated for databases);
GC §34090
Finance /
Accounting FIN-002 1099's / 1096's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; (mandate -
IRS: 4 years after tax is due or paid);
Ca. FTB: 3 years; 26 CFR §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
Accounting FIN-003
Accounts Payable / Invoices and Backup /
Warrants / Refunds / Credit Card
Statements / P-Card Statements
(Includes Invoices, Travel Expense
Reimbursements, etc.)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 5 years meets
municipal government auditing
standards and Statute of Limitations for
contracts; (mandate is 2 years); CCP
§337 et. seq.; GC §34090
Finance /
Accounting FIN-004 Audit Work Papers When No Longer Required Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts / content not
substantive; (no retention mandated);
GC §34090
Finance /
Accounting FIN-005 Audits - Annual Financial Reports / Annual Comprehensive Financial Report (ACFR) P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (mandate is 2
years); GC §34090
Finance /
Accounting FIN-006
Audits - Single Audits, Grant Audits, IRS
Audits, Transportation Audits, PERS Audit,
etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets
municipal government auditing
standards); (mandate is 2 years); GC
§34090
Finance /
Accounting FIN-007 Bank Statements, Bank Reconciliations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing
standards; (mandate is 2 years); GC
§34090, 26 CFR 31.6001-1
Finance /
Accounting FIN-008 Banking Transactions, Bank Wire Transactions, Confirmations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing
standards; (mandate is 2 years); GC
§34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

Finance /
Accounting FIN-009
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) - Includes Continuing Disclosure
Reports
See Bank Statements for statement
retention.

Fully Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; There are specific
requirements for disposal of unused
bonds; (mandate is 2 years); CCP
§§336 et seq. 337.5(a); 26 CFR 1.6001-
1(e): GC §43900 et seq.

Finance /
Accounting FIN-010 Budgets - Finals and Amendments P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (mandate is 2
years); GC §34090
Finance /
Accounting FIN-011 Budgets Work Papers When No Longer Required Mag, Ppr Preliminary drafts; (no retention mandated); GC §34090 Finance /
Accounting FIN-012 Checks / Warrants (Cashed) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets
municipal government auditing
standards; (mandate is 2 years); GC §
34090
Finance /
Accounting FIN-013 Checks / Warrants (VOIDED) When No Longer Required Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts; (no retention
mandated); GC §34090
Finance /
Accounting FIN-014 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;
(mandate is 2 years) CCP §§340(d),
1519; GC §34090
Finance /
Accounting FIN-015
Finance Committee Subcommittee of the
Council

AGENDAS, MINUTES, STAFF REPORTS
Minimum 2 years Mag, Ppr Department Preference; (mandate is 2 years); GC §34090 et seq.

Finance /
Accounting FIN-016
Fiscal Agent Statements, Investment
Account Statements, LAIF Statements /
Local Agency Investment Fund Trustee
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; (mandate is 2 years); GC
§34090, 26 CFR 31.6001-1
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

Finance /
Accounting FIN-017 Fixed Assets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing
standards; (mandate is 2 years); GC
§34090, 26 CFR 31.6001-1
Finance /
Accounting FIN-018
Investments / Investment Statements /
Certificate of Deposit / Investment Bonds
(Receipts / Advisor Reports / Trade
Tickets
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; statewide guidelines
propose permanent; FTC Reg's rely on
"self-enforcement"; (mandate is 2
years); GC§§ 34090, 43900
Finance /
Accounting FIN-019 Journal Entries / Journal Vouchers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing
standards; (mandate is 2 years); GC
§34090, 26 CFR 31.6001-1
Finance /
Accounting FIN-020
Measure V, G, E Oversight Committees /
Ballot Measure Oversight Committees

AGENDAS, STAFF REPORTS
Minimum 2 years Mag, Ppr Department Preference; (mandate is 2 years); GC §34090 et seq.

Finance /
Accounting FIN-021
Measure V, G, E Oversight Committees /
Ballot Measure Oversight Committees

MINUTES
P Mag, Ppr (mandate is permanent); GC §34090
Finance /
Accounting FIN-022
OES / FEMA Claims
(Excludes Fire Department's Strike Team
Reimbursements)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets
municipal government auditing
standards); (mandate is 2 years); GC
§34090
Finance /
Accounting FIN-023
Reports, General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue & Expenditure Reports, etc.
(FROM DATABASE - ANNUAL,

MONTHLY OR PERIODIC)
When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (The Financial
System Database is the original; reports
are considered drafts or copies); (no
retention mandated); GC §34090 et seq.

Finance /
Accounting FIN-024
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; (no retention mandated); GC
§34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 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).

Finance /
Accounting FIN-025
Tax - Annual Tax Roll and Special
Assessments: Landscape and Lighting
Districts, Ad Valorem Taxes, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; (no retention mandated); GC
§34090
Finance /
Accounting FIN-026 Tax - Sales Tax Reports When No Longer Required Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Compilation of Non-Records /
Preliminary drafts used to project
revenue; (no retention mandated); GC
§34090
Finance /
Accounting FIN-027 W-9s Vendor Inactive + 3 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets IRS Auditing Standards
(mandated for 3 years after the last
payment to the vendor); GC §34090

FINANCE / REVENUE & LICENSING
Finance /
Revenue &
Licensing
FIN-028
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, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; (mandate is 2 years); GC
§34090 et seq.

Finance /
Accounting FIN-029 Business License / Business Permits: Database Indefinite Yes Mag Data Fields / Records are interrelated;
(no retention mandated for databases);
GC §34090
Finance /
Revenue &
Licensing
FIN-030 Business Licenses / Business Permits:

Applications, New, Renewals 5 years Yes: Until Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; (mandate is 2 years); GC
§34090 et seq.

Finance /
Revenue &
Licensing
FIN-031 Cash Receipts, Rents, Other Income,
Credit Card Settlements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards; (mandate is 2 years); GC
§34090 et seq.

FINANCE / PAYROLL
Finance /
Payroll FIN-032
CalPERS Reports / New York Life Reports -
Annual Valuation Reports, Actuarial
Valuation Reports
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (mandate is 2
years); GC §34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 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).

Finance /
Payroll FIN-033
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 &
DE-166, 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; (mandated for
4 yrs after tax is due or paid;) Ca. FTB:
3 years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-034 Garnishments
Satisfied + 5
years, or
Separation of
Employee
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to meet auditing
standards (mandate is 2 years); GC
§34090; 26 CFR 31.6001.1
Finance /
Payroll FIN-035 Payroll Database (Tyler New World) Indefinite Yes Mag Data Fields / Records are interrelated;
(no retention mandated for databases);
GC §34090
Finance /
Payroll FIN-036 Payroll Reports - Periodic Bi-weekly
Payroll Report 7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference for grant audits;
Meets municipal government auditing
standards; (mandate is 2 years); PERS
Circular letter 200-051-17; GC §34090
Finance /
Payroll FIN-037 Time Cards / Time Sheets 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for grant audits;
Meets auditing standards (audit + 4
years); Ca. requires 2 yr min.; FTB
keeps 3 years; (mandate by IRS
requires 4 years); IRS Reg §31.6001-
1(e)(2), R&T §19530; LC § 1174(d); 29
CFR 516.5; 29 CFR 516.5 & 516.6(c);
GC §34090
Finance /
Payroll FIN-038 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD IRS mandate: 4 yrs after tax is due or
paid; Ca. FTB: 3 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090

FINANCE / PURCHASING
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 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).

Finance /
Purchasing FIN-039
Purchase Orders, / Procurement &
Contracting Records - Formal and Informal
(RFPs, Specifications, Contracts,
Amendments, Successful Bids, Notice of
Award, RFQs, etc.)
10 years Yes: Before
Completion Mag, Ppr
10 years for Errors & Omissions;
Statute of Limitations is 4 years;
(mandate is 2 years); CCP §§337.
337.1(a), 337.15, 343; GC §34090
Finance /
Purchasing FIN-040 Vehicle Titles / Pink Slips
Upon Sale or
Disposal of
Vehicle
Mag, Ppr Title is transferred to new owner or
auction house (no retention mandated);
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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

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. &
Police /
Admin
FR-001
Emergency Operations Plan (includes Office
of Emergency Management & Homeland
Security)
When
Superseded Yes (all)
Mag,
Mfr, OD,
Ppr
S/I No GC §34090
Fire /
Admin. &
Police /
Admin
FR-002 EOC Activations & Drills 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC Department Preference; GC §34090
Fire /
Admin. FR-003 Fire Incident Reports (printouts from the Fire RMS database) When No
Longer
Required
Mag,
Ppr
Considered a preliminary draft / copy (the Fire
RMS database is the original); GC §34090 et
seq.

Fire /
Admin. FR-004 Fire Incident RMS Database (County
Communications Software) Indefinite Yes Mag,
Ppr Data is interrelated; GC §34090 et seq.

Fire /
Admin. FR-005 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD 24 CFR 164.530(j)
Fire /
Admin. FR-006 ISO Insurance Ratings 15 years Mag, Ppr
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-007 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag,
Ppr
Considered a preliminary draft / copy (the Fire
RMS database is the original); GC §34090 et
seq.

Fire /
Admin. FR-008 Programs and Projects (e.g. Cadet, CPR Program, Fire Service Day, etc.) Minimum 2
years
Mag,
Ppr Department Preference; GC § 34090 et seq.

Fire /
Admin. FR-009 Ride-A-Long Waivers 2 years Mag, Ppr GC §34090 Fire /
Admin. FR-010 Strike Team Reimbursement (OES / FEMA) 10 years Mag, Ppr Department Preference; GC §34090 Fire / EMS FR-011 Ambulance Billing (Performed by a private company) 5 years Mag, Ppr
Department preference; meets municipal
government auditing standards; GC §34090

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

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

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-012 Controlled Substance Logs, Inventories / Ambulance Inventory Logs 3 years Mag, Ppr
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,
Ppr
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 and Procedures (Health Insurance Portability and Accountability Act)
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S
Yes: After 1
year
24 CFR 164.530(j)
Fire / EMS FR-015
Patient Care Reports / PCRs / e-PCRs (EMS
transportation) Reports: ALL (medical and
non-medical.)
Includes e-PCR Database / Electronic
Patient Care Report Database
20 years
Mag,
Mfr, OD,
Ppr
S
Yes: After 2
years
Department Preference; minors are required until
1 year after age 18, but not less than 7 years; 10
years is recommended by AHIMA for "healthcare
providers"; Statute of Limitations for health
providers is 3 years; CCP §340.5, GC §34090;
H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9
CCR 9444, 22 CCR 70751(c) & 71551(c); 22
CCR 70751(c), 71551(c), 73543(a), 74731(a),
75055(a), 75343(a), 77143(a), W&I 14124.1;
CMS Pub. 100-4, Chapter 1, Section 110.3
Fire / EMS FR-016 Refusal to Transfer 3 years Mag,
Ppr
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
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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

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

FIRE MARSHAL / FIRE PREVENTION
Community
Develop. /
Building
FR-017 Development Review / Plan Review -
Building Permits
Copies -
When No
Longer
Required
Mag,
Ppr Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-018
Fire Direct Permits / Administrative
Permits (F-Permits that don't start at
Building)
P
Mag,
Ppr Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-019
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Fires, Modification /
Alternative Methods or Materials
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Required for the Life of
the Structure or Activity, or Minimum 5 years
whichever is longer for Approvals, Inspections,
Fires, Modification / Alternative Methods or
Materials; CFC §§ 104.6 – 104.6.4; GC §34090
Fire / Fire
Prevention FR-020 Fire Inspections / Citations / Notice of Violations
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Not required for the Life
of the Structure or Activity, or Minimum 5 years
whichever is longer - only applies to Approvals,
Inspections, Fires, Modification / Alternative
Methods or Materials; CFC §§ 104.6 – 104.6.4;
GC §34090
Fire / Fire
Prevention FR-021 Fire Investigations - Arson & Capital Crimes Only P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Fire / Fire
Prevention FR-022 Fire Investigations - OTHER Than Arson & Capital Crimes
Minimum 2
years
Mag,
Ppr Department preference; GC §34090 et seq.

Fire / Fire
Prevention FR-023 Fire Prevention Programs (Fire Prevention Week, etc.) Minimum 2
years
Mag,
Ppr Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-024
Permits: Construction Permits (Short Term
Uses / Temporary Uses): High Piled
Storage, Sprinkler Plans, etc.

Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Ppr GC §34090 et seq.

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

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-025
Permits: Fire Code Permits / Special Event
Permits (assembly permits, candle permits,
tent permits, open flame, etc.)
Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Ppr GC §34090 et seq.

Fire / Fire
Prevention FR-026
Permits: Operational Permits (Long-term
operations): High Piled Storage, Sprinkler
Plans, etc.

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

Fire / Fire
Prevention FR-027 Public Information / Education (when produced internally) Minimum 2
years
Mag,
Ppr Department Preference; GC §34090
Fire / Fire
Prevention FR-028 Temporary Hydrant Permits (Cal Water) Expiration + 2 years Mag,
Ppr Department preference; GC §34090 et seq.

FIRE / OPERATIONS / SUPPRESSION
Fire / Ops FR-029 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes Mag, Ppr
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04; GC
§34090
Fire / Ops FR-030 Equipment Records & Testing Surplus + 2 years
Mag,
Ppr
Department Preference to be in compliance with
NFPA Standards for in-service automotive fire
apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC
§34090
Fire / Ops FR-031 Pre-Fire Plans When
Superseded
Mag,
Ppr GC §34090 et seq.

Fire / Ops FR-032 Station Log Books / Red Books P
Mag,
Ppr Department Preference; GC §34090
Fire /
Training FR-033
Training Certificates - Fire Specialized
Training (May be stored in Target Solutions /
Vectors Solutions Database)
5 years
Mag,
Mfr, OD,
Ppr
S
Yes: After QC
& OD
8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 34090, 53235.2(b)

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

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

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

Lead Dept. FR-034 Training Database (Target Solutions / Vector Solutions)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S
Yes: After QC
& OD
8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 34090, 53235.2(b)
Fire /
Training FR-035
Training File (by employee)
Individual Training Certificates, Continuing
Education for Paramedics
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S
Yes: After QC
& OD
Department preference; Ethics Training is 5
years; Statewide guidelines propose 7 years;
Calif. Labor Division is required to keep their
OSHA records 7 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 34090, 53235.2(b)
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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

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

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

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

Information
Technology IT-001 Backups / Computer Backups (ALL)
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

UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup, WORM /
DVD-r / CD-r / Blue Ray-R) or other
unalterable media that does not permit
additions, deletions, or changes
P 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, CCR 22620 et seq.

Information
Technology IT-004 Video Recordings - Building Security, City Operations 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

Information
Technology IT-005 Video Recordings - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing operations;
GC §34090.6 et seq,

INFORMATION TECHNOLOGY
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&CS-1
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

COMMUNITY SERVICES / ADMINISTRATION
Library &
Community
Services /
Admin.

L&CS-001 Art in Public Places / Art Installations - Original Designs and Material, etc.

Art
Decommissioned + 5
years
Mag, Mfr,
OD, Ppr S No
Decommissioned means removal from
public display; Department
preference; GC §34090
Library &
Community
Services /
Admin.

L&CS-002
Library & Community Services Commission, Public
Art Commission

AGENDAS, AGENDA PACKETS
Minimum 2
years

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

After QC
&OD
Department Preference; GC §34090
Library &
Community
Services /
Admin.

L&CS-003
Library & Community Services Commission, Public
Art Commission

MINUTES, BYLAWS
P Yes Mag, Mfr,
OD, Ppr S
Yes:

After QC
&OD
GC §34090

COMMUNITY SERVICES / PARKS & SPORTS ADMINISTRATION
Library &
Community
Services /
Parks &
Sports Admin
L&CS-004 _Recreation Database / Class Registration
Database
Minimum 2
years
Yes Mag, Ppr
May contain e-packets with electronic
waivers; Data is interrelated; GC
§34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-005 Activity Guide / Class Guide / Program Guide (Final) 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC'd
& OD
GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-006
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, Ppr GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&CS-2
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Library &
Community
Services /
Lead Div.

L&CS-007 Contest Entries (Photo Contests, etc.)
When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
Library &
Community
Services /
Lead Div.

L&CS-008 Contest Winners (Photo Contests, etc.) 2 years Mag, Ppr GC §34090 et. seq.

Library &
Community
Services /
Parks &
Sports Admin
L&CS-009 Contracts for Instructors and Performers Completion + 2 years
Yes:

During
Class or
Program
Mag, Ppr Department preference; CCP §337;
GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-010 Evaluations / Surveys (Programmatic Evaluations of Recreation programs)
When No
Longer
Required
Mag, Ppr Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-011 Film Permits, Special Event Permits Expiration + 2 years Mag, Ppr GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-012 Herbicide / Pesticide Application (Parks) 2 years Mag, Ppr Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623, 40
CFR 171.11 et seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&CS-3
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Library &
Community
Services /
Parks &
Sports Admin
L&CS-013 Income Assistance Subventions for Recreation
Programs / Scholarships (from General Fund) 5 years
Yes:

During
Class or
Program
Mag, Ppr
Department Preference (Some
programs may have grant funding); 2
CFR 200.334; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a&b), 29
CFR 97.42; OMB Circular A-110 & A133; GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-014
Park Facility Use Requests / Field Rentals / Facility
Use Applications and Permits (includes ABC Permits,
and Insurance Certificates, where required)
2 years Mag, Ppr GC §34090 et. seq.

Library &
Community
Services /
Parks &
Sports Admin
L&CS-015 Park Tree Maintenance 5 years Mag, Ppr Department preference; GC §34090 Library &
Community
Services /
Parks &
Sports Admin
L&CS-016 Playground Inspections 10 years Mag, Ppr Department preference; GC §34090 Library &
Community
Services /
Parks &
Sports Admin
L&CS-017 Rosters / Sign-in / Sign-Out Sheets for classes and programs
2 years Mag, Ppr GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-018 Schedules / Hours (classes and staff)
When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&CS-4
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Library &
Community
Services /
Parks &
Sports Admin
L&CS-019 Senior Services (Excludes Foodbank or any grantfunded programs) 2 years Yes:

During
Class or
Program
Mag, Ppr GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-020 Swimming Pool Chemical Addition Logs 2 years
Yes:

During
Class or
Program
Mag, Ppr GC §34090
Division
Providing
Service /
Work
L&CS-021
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
L&CS-022
Work Orders / Service Requests - All Information
Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service /
Work
L&CS-023
Work Orders / Service Requests - NOT entered in
CRM / CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals; Division requesting service is considered a copy)
5 years Mag Ppr City Preference; CCP §§338 et seq.,
340 et seq., 342, GC §34090

YOUTH SERVICES & COMMUNITY ENGAGEMENT
Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-024 Client Outreach (Enrollment Forms, Goal Setting, Referrals, etc.)
Minimum 2
years

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

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

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&CS-5
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-025 Community Alliance for Safety and Peace Minimum 2 years

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

After QC
&OD
Department Preference; GC §34090
Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-026
Grants - State and Federal (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
5 years Mag, Ppr
Meets auditing standards; Uniform
Admin. Requirements for Grants to
Local Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; statewide
guidelines propose 4 years; 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), 29 CFR

97.42; OMB Circular A-110 & A-133;
GC §34090
Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-027 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years Mag, Ppr GC §34090
Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-028 Violence Prevention (Outreach, Leadership
Development Attendance, Registration, etc.)
Minimum 2
years

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

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&CS-6
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-029 Volunteer Applications & Waivers - Placed / Hours were volunteered
Inactive /
Separation +
3 years
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Courts may treat volunteers as
employees; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -3
years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090; 29
USC 1113
Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-030 Volunteer Applications & Waivers - Wait Listed 3 years Ppr Courts may treat volunteers as
employees; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -3
years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090; 29
USC 1113

LIBRARY
Library &
Community
Services /
Library
L&CS-031 _Library Information Database Indefinite Yes Mag, Ppr Data Fields / Records are interrelated; GC §34090
Library &
Community
Services /
Lead Div.

L&CS-032 Contest Entries (Photo Contests, etc.)
When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
Library &
Community
Services /
Lead Div.

L&CS-033 Contest Winners (Photo Contests, etc.) 2 years Mag, Ppr GC §34090 et. seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&CS-7
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Library &
Community
Services /
Lead Div.

L&CS-034 Contracts for Digital Services / Subscription for OnLine Services Completion
+ 2 years Mag, Ppr GC §34090 et. seq.

Library &
Community
Services /
Library
L&CS-035
Grants: LSCA (Library Services and Construction),
LSTA (Library Services and Technology), SLRC
(State Literacy Resource Centers), CLLS (California
Library Literacy Services); CLSA (California Library
Services Act, IMLS (Institute of Museum & Library
Services), and PLF (Public Library Foundation)
ONLY. For all others, follow City-wide Schedule.
(SUCCESSFUL Reports, and Financial Information)
Send copy of application and 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 &
Community
Services /
Library
L&CS-036 Incident Reports Minimum 2
years
Mag, Ppr Department Preference; GC §34090
Library &
Community
Services /
Library
L&CS-037 Library Programs - Education, Youth & Families, Lifelong Learning, etc. (Program Manager's Records)
Minimum 2
years
Mag, Ppr Department Preference; GC §34090
Library &
Community
Services /
Lead Div.

L&CS-038 Registrations / Sign-ups / Waivers (Signed by
participants, or their parent or guardian) 2 years Mag, Ppr GC §34090 et. seq.

Library &
Community
Services /
Lead Div.

L&CS-039
Releases / Copyright Usage Permission / Photo or
Video Release Agreement / Use Items from Library
Collection, etc.

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

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&CS-8
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Library &
Community
Services /
Library
L&CS-040 Sponsored Art, Artists and/or Projects - Temporary Exhibits
Completion
+ 2 years Mag, Ppr GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

ANIMAL SERVICES
Police /
Animal
Services
PD-001 _Animal Shelter Manager Software
Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Police /
Animal
Services
PD-002 Adoption Receipts / Ownership 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Police /
Animal
Services
PD-003
Animal Address Files: Bite Reports,
Complaints, Cruelty Investigations and
Administrative Hearing Officer Findings,
Dangerous Dog Reports, Impound Notices,
Investigations, Barking Dogs, Loose Dogs,
etc.

When
Animal
Deceased,
Minimum 3
years
Mag, Ppr Department Preference; GC §34090 et seq.

Library &
Community
Services /
Admin.

PD-004 Animal Services Committee

AGENDAS, AGENDA PACKETS
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Library &
Community
Services /
Admin.

PD-005 Animal Services Committee
MINUTES, BYLAWS P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Animal
Services
PD-006 Animal Treatment / Medical 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
3 years is required for animal treatment
records; FA §32003(e), PC §597.1(d); CCP
§§336(a), 337 et. seq.,
Police /
Animal
Services
PD-007 Complaints - Regarding Animals (Barking,
etc.) 3 years Yes Mag, Ppr Department Preference; GC §34090 et seq.

Police /
Animal
Services
PD-008 Impound Notices / Contact Requests
End of
Impound + 3
years
Mag, Ppr
Department preference; 3 years is required for
animal treatment records; FA §32003(e), PC
§597.1(d); CCP §§336(a), 337 et. seq., GC
§34090
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Animal
Services
PD-009
Investigations / Problem Files (barking, loose
dogs, dangerous dog reports, vicious
animals, etc.)
Minimum 3
years
Mag, Ppr Department Preference; GC §34090 et seq.

Police /
Animal
Services
PD-010 Notices to Comply, Warning Letters / Notices
/ Citation Books (Off leash, etc.)
Minimum 3
years
Mag, Ppr Department Preference; GC §34090 et seq.

Police /
Animal
Services
PD-011 Record of All Efforts to Contact Owner and/or
Microchip’s Primary Registrant 2 years Mag, Ppr FA 31108.3 and 31752.1

POLICE ADMINISTRATION / POLICE CHIEF
Police /
Admin. /
Chief
PD-012 Alarm Billing 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets municipal
government auditing standards); GC §34090
Police /
Admin. /
Chief
PD-013 Alarm Permits, False Alarm Notifications Expiration + 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Admin. /
Chief
PD-014 Background Files - Successful Applicants Separation + 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1672.3(b)(i), 29
CFR 1602.14; GC §§12946, 12960, 34090; 29
USC 1113
Police /
Admin. /
Chief
PD-015 Background Files - Unsuccessful
Applicants 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 2 -3 years; 29 CFR 1672.3(b)(i), 29
CFR 1602.14; GC §§12946,12960, 34090
Police /
Admin. /
Chief
PD-016 CCW Permits (Carry Concealed Weapon
Permits) - Retired Employees
Expiration +
2 years Mag, Ppr Department preference; GC §34090
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Admin. /
Chief
PD-017 Contracts for Investigators (Police only) Completion + 5 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of Limitations
for contractual obligations is 4 years; CCP
§§337. 337.1(a), 337.15, 343; GC §34090
Fire /
Admin. and
Police /
Admin. /
Chief
PD-018
Emergency Operations Plan (includes Office
of Emergency Management & Homeland
Security)
When
Superseded Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Fire /
Admin. &
Police /
Admin
PD-019 EOC Activations & Drills 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC Department Preference; GC §34090 Police /
Admin. /
Chief
PD-020
Internal Affairs / Complaints from a Member
of the Public WITH Sustained Finding of
Misconduct
Final
Disposition +
15 years
Mag, Ppr PC §§832.5(b), 832.7; GC§ 34090
Police /
Admin. /
Chief
PD-021
Internal Affairs / Complaints from a Member
of the Public WITHOUT Sustained Finding
of Misconduct
Final
Disposition +
5 years
Mag, Ppr
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by members
of the public; other State & Federal laws require
retention until final disposition of formal
complaint; State requires 2 years after action is
taken; Statute of Limitations is 4 years for
misconduct after the discovery of the offense
for misconduct in office; EVC §1045, GC
§§12946,12960, 34090, PC §§801.5, 803(c),
832.5, 832.7, VC §2547
Police /
Admin. /
Chief
PD-022 Internal Affairs / Internal Complaints (made
by employees)
Final
Disposition +
5 years
Mag, Ppr
Department Preference; Exceeds with Lexipol
Policy; Not a civilian complaint; other State &
Federal laws require retention until final
disposition of formal complaint; State requires 2
years after action is taken; EVC §1045, GC
§§12946,12960, 34090
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
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).

Police /
Admin. /
Chief
PD-023
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded Mag, Mfr,
OD, Ppr S / I Yes: After superseded Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-024 Press Releases - Police Only 2 years Mag, Ppr GC §34090 Police /
Admin. /
Chief
PD-025 Reports and Studies - Historical P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-026
Reports and Studies regarding Police
operations (not historical - manpower,
consolidation, etc.)
Minimum 2
years
Mag, Ppr Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-027
Reports to State or Federal Agencies:

Report to the State Commission on Peace
Officer Standards and Training (POST
Commission) of peace officer employment,
compliant, finding, disposition, or judgement
pursuant to PC §13510.9;
Report of data regarding the number, type, or
disposition of complaints made against its
officers
2 years Mag, Ppr PC §13510.9, GC §34090 et seq.

Police /
Admin. /
Chief
PD-028 Use of Force Reviews - Not as a result of a
complaint by a Member of the Public 2 years Mag, Ppr Department Preference; GC §§12946, 12960, 34090

INVESTIGATIONS
Police /
Investig. PD-029 Asset Forfeiture Notification 5 years Mag, Ppr Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090 Police /
Investig. PD-030
Business Permit Background Files (Bingo
license, Pawn broker license, Tobacco Retail
Licensing, etc.)
Expiration +
2 years Mag, Ppr Department Preference; GC § 34090 et seq.

Police /
Investig. PD-031
Business Permits (Bingo license, Pawn
broker license, Tobacco Retail Licensing,
etc.)
Expiration +
2 years Mag, Ppr Department Preference; GC § 34090 et seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
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).

Police /
Investig. PD-032
Criminal Intelligence Files
Confidential informant information & activities
Last Entry +
5 years Mag, Ppr
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity. Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained longer
than 5 years; 28 CFR 23.20(h); GC §34090
Police /
Investig. PD-033 Detectives Investigation Files and Arrest Files (Official Reports)
Transferred
into
Record's
Crime
Report Files
Ppr, Mag Transfer all Official Reports to Records to be placed in the Crime Report Files.

Police /
Investig. PD-034 Guns: Dealers Record of Sale (DROS) 2 years Mag, Ppr GC §34090 Police /
Investig. PD-035 Informant Files
When No
Longer
Required -
Minimum 2
years
Ppr, Mag
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
Police /
Investig. PD-036 Pawn Slips 2 years Mag, Ppr GC §34090
Police /
Investig. PD-037 Registrants: Arson Registrations: Adults Death of Registrant Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Pursuant to PC §457.1
et seq.; required to register for life; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC §34090.7
Police /
Investig. PD-038 Registrants: Arson Registrations: Juveniles released from California Youth Authority
Age 25 or
Sealing Date
+ 5 years
Mag, Ppr
Pursuant to PC §457.1 et seq.; If released from
CYA, records are destroyed after age 25 or
sealing pursuant to W&I §781; GC §34090.7
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
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).

Police /
Investig. PD-039 Registrants: Sex Offender Registrations:

Adults
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

Police /
Investig. PD-040 Registrants: Sex Offender Registrations:

Juveniles
Sealing Date
+ 5 years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

Police /
Investig. PD-041 Subpoenas (Personal Appearance of Police Employees) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Court or District Attorney records; GC §34090
et seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
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).

OPERATIONS / PATROL
Police / Ops
/ Patrol PD-042 Canine (Police Service Dogs) Program Files / Training Files: Animal Files
Separation +
3 years Mag, Ppr
3 years is required for animal care / treatment
records; FA §32003(e), PC §597.1(d); GC
§34090 et seq.

Police / Ops
/ Patrol PD-043 Canine (Police Service Dogs) Program
Files: Action Reports, Monthly Reports 5 years Mag, Ppr Department preference; GC §34090 et seq.

Police / Ops
/ Patrol PD-044 Patrol Schedules
When No
Longer
Required
Mag, Ppr Preliminary drafts (the timecard / timesheet is the final); GC §34090 et seq.

OPERATIONS / TRAFFIC
Police / Ops
/ Traffic PD-045 Hearing Officer Determinations (Citation Appeals, Tows, etc.) 2 years Mag, Ppr GC §34090 Police / Ops
/ Traffic PD-046 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Ppr Department preference; GC §34090 et seq.

Police / Ops
/ Traffic PD-047 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Ppr GC §34090 et seq.

PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-048 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-049 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Ppr Department Preference; GC §34090
Police /
Property &
Evidence
PD-050 Property & Evidence Database Indefinite Mag, Ppr Department Preference (data is interrelated); GC §34090
Police /
Property &
Evidence
PD-051 Property & Evidence Logs 2 years Mag, Ppr GC §34090 SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
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).

Police /
Property &
Evidence
PD-052 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Ppr GC §34090

RECORDS
Police /
Records PD-053
Citations (Parking, Traffic, Marijuana /
Cannabis). Includes requests for dismissals,
cancellations, and appeals.
2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-054
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile and Ward Cases - Except
those with Child Abuse or Severe Neglect,
(Substantiated), outstanding stolen property,
including firearms, or lost firearms
Sealing Date
+ 5 years (or
Court Order)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations runs up to age of majority
+ 8 years; sealed records for juveniles and
wards of the Court must be destroyed 5 years
after sealing date; CCP §§340.1, GC §34090;
W&I §§389(a), 781(d)
Police /
Records PD-055
CRIME REPORTS:

Lost Property: Firearms entered into CLETS
(if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
Police /
Records PD-056
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), & Sexual Assault (Rape),
Arson (Suspected or Undetermined)
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799; 803(h),
11169 et seq.; 11170(a); WIC 707(b)
Police /
Records PD-057
CRIME REPORTS:

Child Abuse or Neglect Investigation Reports
- Unsubstantiated or Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §§11169(c),11170(a)(3) SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
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).

Police /
Records PD-058
CRIME REPORTS:

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

Police /
Records PD-059
CRIME REPORTS:

Misdemeanor or Infraction - Adult Marijuana /
Cannabis - H&S §11357(b)(c)(d)(e) or H&S
§11360(b) (with procedure in H&S §11361.5)
- Except those with outstanding stolen
property, including firearms, or lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq.

Police /
Records PD-060
CRIME REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Records PD-061
CRIME REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10
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).

Police /
Records PD-062
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090; PC
§851.8(a)
Police /
Records PD-063
CRIME REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on School
Grounds during School Hours (with
procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Support
Services /
Records
PD-064
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, or Victim of Intimate
Partner Violence or Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
Police /
Records PD-065 Officer Recordings: Body-Worn Cameras –
LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Records PD-066
Officer Recordings: Body-Worn Cameras -
that ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Records PD-067 Officer Recordings: Body-Worn Cameras -
that are NOT evidence 60 days Mag,
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Records PD-068 Public Records Requests / Subpoenas Duces Tecum - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-069 Public Records Requests Database
(NextRequest) - Police Only 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11
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).

Police /
Records PD-070 RMS Database (Mark43) Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Police /
Records PD-071 Video Recordings - Temporary Holding
Cells 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12
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).

TRAINING
Police /
Training PD-072
Personnel Training File - Officer Training -
BY EMPLOYEE (Includes POST printouts)
Includes Range Qualifications, Retiree Fire
Arson Qualifications
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to be consistent with
Human Resources; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police /
Training PD-073
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters, Outlines and Materials;
includes Use of Force training, safety
training, etc.)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police /
Training PD-074 Ride A-Long Waiver Form 2 years Mag, Ppr GC §34090 et seq.

Police /
Training PD-075 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Ppr 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police /
Training PD-076 Training Bulletins 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

PUBLIC WORKS / AIRPORT
Public Works /
Airport PW-001
Above Ground Storage Tank (Airport Owned)
Tank Monitoring, Inspections and Maintenance,
Release Detection Systems, Cathodic
Protection Maintenance Records, CUPA
Inspections, including letters of correction and
citations
20 years
Mag,
Mfr, OD,
Ppr
S No
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); EPA recommends that formal test
records or reports be retained for the life
of the container; GC §34090
Public Works /
Airport PW-002 Aircraft Accident / Incident Reports: Aircraft (sent to FAA) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department preference; GC §34090
Public Works /
Airport PW-003 Airport Commission

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag, Ppr Department Preference; GC §34090 et
seq.

Public Works /
Airport PW-004 Airport Commission

AUDIO OR VIDEO RECORDINGS
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 §34090.6
Public Works /
Airport PW-005 Airport Commission
MINUTES P Mag, Ppr GC §34090
Public Works /
Airport PW-006
Airport Security Access Applications / AOA
Access Personnel Records / Gate User
Acknowledgements / Proximity Cards
(Employees and Tenants)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Public Works /
Airport PW-007 Airport State License (Safety Inspections) P Yes Mag,
Mfr, OD,
Ppr
S No Department preference; GC §34090
Public Works /
Airport PW-008 Airport Tenant Agreements and Insurance Certificates Termination
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Public Works /
Airport PW-009 CalTrans Aeronautics Inspections (Annual - Includes letters of corrections and citations) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Airport PW-010
Citations / Lease Enforcement Actions / Rules &
Regulations Enforcement / Notices of Violations
(includes written noise and safety complaints)
Resolution +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (consistent with
other Code Enforcement and Operational
Complaints); Statewide guidelines
recommend Current Year + 10 years for
Noise Monitoring & Complaints; GC
§34090 et seq.

Public Works /
Airport PW-011
Emergency Operations Plan / Disaster
Recovery Plan / Earthquake Information, Airport
Certification Manual, Airport Emergency Plan
Until
Superseded Yes
Mag,
Mfr, OD,
Ppr
S No Most are non-records; GC §34090
Public Works /
Airport PW-012
Employee Training File - All Course Records
(except for medically related)
(Attendance Rosters, Outlines & Materials,
SOP's & Checklists)
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Airport PW-013
FAA Inspections / Reports / FAA Forms:

Daily Inspection Logs & Maintenance Work
Orders; Meter Reading & Adjustments, Facility
Maintenance Logs, Radio Equipment Operation
Records, NavAid & AWOS Error Data,
Certification & Inspections; NOTAMS ,
Technical Performance Records
2 years Mag, Ppr S
Yes: After
QC & OD GC §34090, 14 CFR 171.13 - 171.327
Public Works /
Airport PW-014 NPDES Permit (Stormwater Discharge Permit) - Airport Only
Expiration +
3 years Yes Mag, Ppr
Code of Federal Regulations requires 3
years; 40 CFR §§122.21, 122.41, 122.44;
CCP §337 et seq.

Public Works /
Airport PW-015 Oil / Water Separator (Concrete) 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (consistent with
stormwater / NPDES requirements; 40
CFR §§122.21, 122.41, 122.44; CCP
§337 et seq.

Public Works /
Airport PW-016 Permits: Use Permits, Short-Term Use Permits, Short-Term Rentals Termination
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Airport PW-017 Stormwater: Chain of Custody, Guidance Information, Lab Reports - Airport Only 3 years Mag, Ppr Code of Federal Regulations requires 3
years; 40 CFR §§122.21, 122.41, 122.44;
CCP §337 et seq.

Public Works /
Airport PW-018
Stormwater: Industrial Notices / Code
Enforcement / Violations / Spill Response -
Airport Only
Resolution +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Code of Federal Regulations requires 3
years; 40 CFR §§122.21, 122.41, 122.44;
CCP §337 et seq.

Division
Providing
Service / Work
PW-019
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-020
Work Orders / Service Requests - All
Information Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-021
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090

ENGINEERING & TRANSPORTATION
Lead Dept. PW-022 _Permit Database (TRAKiT) Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Public Works /
Engineering &
Transportation
PW-023 Assessment Districts / Community Facilities
Districts / Landscape and Lighting Districts P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering &
Transportation
PW-024 Bonds: CIP Labor & Materials, Performance
Bonds, Letters of Credit, Encroachment Permits
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) Page PW-4
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).

Public Works /
Engineering &
Transportation
PW-025
Capital Improvement Projects (CIP) / Design &
Construction: Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Meeting Minutes, Project
Schedules, Progress meetings, Real Estate
Appraisals, RFIs & Responses, Construction
Inspection Logs, Daily Inspections, Daily Logs,
Punch Lists, etc.

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
Public Works /
Engineering &
Transportation
PW-026
Capital Improvement Projects (CIP) / Design &
Construction: Permanent File
Specifications & Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Photos,
Soil Reports, Studies, Submittals, Successful
Proposal, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering &
Transportation
PW-027 Design & Construction Standards - Authored by
the City for Private Development P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering &
Transportation
PW-028
Drawings, Maps, Plans and 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 /
Engineering &
Transportation
PW-029
Encroachment Permits / Excavation Permits:

Permanent (Structures in the City's Right of
Way, Retaining Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) Page PW-5
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).

Public Works /
Engineering &
Transportation
PW-030
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts (Installation
& Patching), etc.)
Includes Insurance Certificates
Minimum 2
years
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD GC § 34090 Public Works /
Engineering &
Transportation
PW-031
Engineering Studies / Surveys (Public Right-ofWay) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies /
Project Assessments
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering &
Transportation
PW-032
FEMA / Flood Plain: National Flood Insurance
Program’s (NFIP) Community Rating System
(CRS) FEMA Required Reporting
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering &
Transportation
PW-033 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering &
Transportation
PW-034 Improvement Plans (for Tracts / Subdivisions) P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Drafts should be destroyed; Some maps
are also retained by Planning; Selected
maps are retained in Public Works for
administrative purposes; GC §34090,
34090.7
Public Works /
Engineering &
Transportation
PW-035
Private Development Projects / Job Files:

Administration File / Construction Inspection
Construction Inspections, Correspondence,
Daily Logs, Inspector's Records, Photos, etc.

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

QC & OD
Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) Page PW-6
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).

Public Works /
Engineering &
Transportation
PW-036
Private Development Projects / Job Files:

Permanent Files
Certificate of Acceptance / Approval (copy),
Dedications, Abandonments, Drainage,
Driveway, Private Lab Verifications, Testing
Lab Final Reports, Studies, Reports,
Geotechnical and Soil Reports / Hydrology
Reports, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; GC
§34090
Lead Dept OR
City Clerk PW-037
Recorded Documents: Deeds, Easements,
Right of Ways, Abandonments / Vacation, Liens
/ Lien Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Public Works /
Engineering &
Transportation
PW-038 Traffic and Transportation Committee -

AGENDAS & STAFF REPORTS
Minimum 2
years

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

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

Public Works /
Engineering &
Transportation
PW-039 Traffic and Transportation Committee - AUDIO
or VIDEO RECORDINGS
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 §34090.6
Public Works /
Engineering &
Transportation
PW-040 Traffic and Transportation Committee -

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Public Works /
Engineering &
Transportation
PW-041 Traffic Calming Requests (Speed Humps, etc.) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Police / State of
California PW-042 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Public Works /
Engineering &
Transportation
PW-043 Traffic Counts Minimum 2
years
Mag Ppr Department preference; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) Page PW-7
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).

City Clerk PW-044 Traffic Speed Surveys (certified by City Council Resolution)
Copies -
When No
Longer
Required
Mag Ppr Presented to the City Council in the
Council Agenda Packet; GC §34090.7
Public Works /
Engineering &
Transportation
PW-045 Traffic Stop Sign Warrants Minimum 2
years
Mag Ppr Department preference; GC §34090
Public Works /
Engineering &
Transportation
PW-046 Traffic Video Recordings (Public Areas / Public
Activity)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
PUBLIC WORKS / ENVIRONMENTAL MAINTENANCE (Corporation Yard, Facilities, Fleet, Streets, Urban Forestry, Wastewater Maintenance) Public Works /
Environmental
Maintenance
PW-047
Aboveground Storage Tanks (Agency Owned)
Spill Prevention Control and Countermeasures
(SPCC), Inspections, Integrity Testing, Maintenance,
Repairs
20 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); GC §34090
Public Works /
Environmental
Maintenance
PW-048 AQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Environmental
Maintenance
PW-049 Asbestos or Lead Testing / Testing Results
(ALL, no matter who ordered the test) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Environmental
Maintenance
PW-050 Building Inspections / Facilities Inspections 2 years Mag, Ppr GC §34090 Public Works /
Environmental
Maintenance
PW-051 CCTV Videos of Sewer and Storm Drain Lines 5 years Mag, Ppr Department preference; GC §34090 SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) Page PW-8
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).

Lead Dept.
(Who Uses the
Vehicle)
PW-052
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Public Works /
Environmental
Maintenance
PW-053 Fleet - Used Oil Disposal Manifests 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Environmental
Maintenance
PW-054
Fleet - Vehicle & Equipment History Files
Maintenance, Smog Certificates
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Environmental
Maintenance
PW-055 Fleet Management Database Indefinite Mag Data is interrelated; GC §34090 Public Works /
Environmental
Maintenance
PW-056 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
Public Works /
Environmental
Maintenance
PW-057
Herbicide or Pesticide Application Forms
(FIFRA Forms - Federal Insecticide, Fungicide,
and Rodenticide Act)
(Electronic records are retained in the NPDES
database)
2 years Mag, Ppr
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Public Works /
Environmental
Maintenance
PW-058 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 /
Environmental
Maintenance
PW-059 Pressure Vessel Certifications or Permits (Air
Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S
Yes: After 1
year
Department preference; GC §34090 et.
seq.

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) Page PW-9
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).

Public Works /
Environmental
Maintenance
PW-060
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Environmental
Maintenance
PW-061
Streets - Sidewalk Maintenance, Grinding,
50/50 Program with Residents for Sidewalk
Repair (3 bids, successful bidder, etc.)
5 years Mag, Ppr Department preference; GC §34090
Public Works /
Environmental
Maintenance
PW-062 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(d), GC §34090
Public Works /
Environmental
Maintenance
PW-063 Urban Forestry: Tree DATABASE Indefinite Mag Data is interrelated; GC §34090 Public Works /
Environmental
Maintenance
PW-064 Urban Forestry: Tree Maintenance, Trimming,
Arborists Reports 5 years Mag, Ppr Department preference; GC §34090 Public Works /
Environmental
Maintenance
PW-065 Wastewater - Confined Space Entries / Hot
Work Permits 6 years Mag, Ppr
Department Preference to be consistent
with SSMP 6-year update requirement; 8
CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Public Works /
Environmental
Maintenance
PW-066
Wastewater - FOG (Fats, Oil & Grease) /
Source Control / Industrial Pretreatment Annual
/ Semi-Annual Reports
6 years Mag, Ppr
Department Preference to be consistent
with SSMP 6-year update requirement;
NPDES Monitoring records required for 3
years; POTW reports are required for 3
years; 40 CFR 403.12; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) Page PW-10
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).

Public Works /
Environmental
Maintenance
PW-067 Wastewater - Lab Reports & Chains of Custody:

Wastewater 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference to be consistent
with SSMP 6-year update requirement;
GC §34090
Public Works /
Environmental
Maintenance
PW-068
Wastewater - Lift Station Maintenance (records
not in the Work Order / Service Request
database)
6 years Mag,
OD, Ppr S / I Yes: After QC & OD
Department Preference to be consistent
with SSMP 6-year update requirement;
GC §34090
Public Works /
Environmental
Maintenance
PW-069 Wastewater - Odor Complaints / Gas Detection
Results / Investigations 6 years Mag, OD, Ppr S / I Yes: After QC & OD Department Preference to be consistent
with SSMP 6-year update requirement;
GC §34090
Public Works /
Environmental
Maintenance
PW-070 Wastewater - Sanitary Spills and Overflows
(SSOs) 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference to be consistent
with SSMP 6-year update requirement;
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Environmental
Maintenance
PW-071
Wastewater - Sewer System Management
Plans (SSMP) and Audits / Sanitary Spills
Overflow Prevention Plan (SSOPP) and
Sanitary Sewer Overflow Response Plan
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be updated every 6 years;
SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB
General Orders 2006-03 & 2022-0103-
DWQ; GC §34090
Public Works /
Environmental
Maintenance
PW-072
Wastewater Permits - Regulatory / Operating
Permits / Industrial Waste Discharge
Requirements (WDR) Permit: Examples
(CalARP, Cal OSHA, CERS, CUPA, NPDES,
SWRCB, etc.)
Minimum 6
years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference to be consistent
with SSMP 6-year update requirement;
NPDES Monitoring records required for 3
years; 40 CFR §§122.21, 122.41, 122.44;
GC §34090 CCP §337 et seq.

Public Works /
Environmental
Maintenance
PW-073
Wastewater Regulatory Reports - Reports to
Regulatory Agencies: Examples (CalARP, Cal
OSHA, CERS, CUPA, NPDES, SWRCB, etc.)
Minimum 6
years
Mag, Ppr
Department Preference to be consistent
with SSMP 6-year update requirement;
NPDES Monitoring records required for 3
years; 40 CFR §§122.21, 122.41, 122.44;
GC §34090 CCP §337 et seq.

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) Page PW-11
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).

Division
Providing
Service / Work
PW-074
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-075
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-076
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090

PUBLIC WORKS / GEOGRAPHIC INFORMATION SYSTEMS (GIS)
Lead Dept. PW-077 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source
data) prior to replacing the data, if they
require the data or output for historical
purposes; Department Preference
(Preliminary documents); GC §34090 et
seq.

PUBLIC WORKS / NPDES (NATIONAL POLLUTION DISCHARGE ELIMINATION SYSTEM) Public Works /
NPDES PW-078 NPDES Database (Stormwater Inspections, etc.) Indefinite Yes Mag, Ppr Data is interrelated; GC §34090 et seq.

Public Works /
NPDES PW-079 Stormwater Illicit Discharges 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
NPDES PW-080
Stormwater Inspections (Business Inspections,
O&M related inspections, and Development
Inspections)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) Page PW-12
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).

Public Works /
NPDES PW-081 Stormwater: NPDES Annual Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years0; 40 CFR §§122.21, 122.41,
122.44
Public Works /
NPDES PW-082 Stormwater: NPDES Permits Expiration + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
NPDES PW-083 Street Sweeping Tonnage Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

PUBLIC WORKS / WATER, WASTE AND ENERGY
Public Works /
Water Waste &
Energy
PW-084
Solar Energy / Vehicle e-Charing Stations -
Capital Improvement Projects (CIP) / Design &
Construction: Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Meeting Minutes, Project
Schedules, Progress meetings, Real Estate
Appraisals, RFIs & Responses, Construction
Inspection Logs, Daily Inspections, Daily Logs,
Punch Lists, etc.

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) Page PW-13
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).

Public Works /
Water Waste &
Energy
PW-085
Solar Energy / Vehicle e-Charing Stations -
Capital Improvement Projects (CIP) / Design &
Construction: Permanent File
Specifications & Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Photos,
Soil Reports, Studies, Submittals, Successful
Proposal, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Water Waste &
Energy
PW-086
Solar Energy / Vehicle e-Charing Stations -
Drawings, Maps, Plans and 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 /
Water Waste &
Energy
PW-087
Solid Waste - Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste Collection
and Recycling) . CalRecycle Annual Waste
Diversion Reports
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; required for 5
years; Low-Carbon Fuel Standard
regulations credits can be received for 10
years, and are eligible for an extension;
14 CCR § 18995.2; H&S §39730.7; GC
§34090
Public Works /
Water Waste &
Energy
PW-088 Solid Waste - Tonnage Reports / Statistics 10 years Mag, Ppr Department preference; GC §34090 Lead Dept. PW-089 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d); GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Date: _________ Department: _______________
©1998-2022 Gladwell Governmental Services, Inc.

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

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File # Records Description From
(Start Date)
To
(End Date)
Box # Retention
#
Retention
Period
Check one option for destruction:
 Shredding is Required (Records contain private information) OR  Recycle (Records do NOT contain private information)
_________________________________ ___________________________ Employee Preparing Form Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION _________________________________ ___________________________ Department Head / Division Manager Date
_________________________________ ___________________________ City Clerk Date
_________________________________ ___________________________ City Attorney Date
Return this form to the originating department following approval (they coordinate the shredder arrangements) --------------------------------------------------------------------------------------------------------------------------------------- (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:
______________________________ ___________________________ Employee Performing Destruction Date
Return this form to the City Clerk’s Office after completion. (date)
SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES
Department:_________________________________
Version Number Being Approved:_______________
Attached are updated Retention Schedules for the above department showing proposed updates in “Track Changes” format.

The updates have been reviewed, approved, and made by the City’s records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.)
Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney.

I have reviewed and approved the proposed updates to the Records Retention Schedules.
______________________________________________ ________________ Department Head Date
______________________________________________ ________________ City Clerk Date
______________________________________________ ________________ City Manager Date
______________________________________________ ________________ City Attorney Date
City of Salinas
Legislation Text
200 Lincoln Ave., Salinas,
CA 93901
www.cityofsalinas.org
File #: ID#23-307, Version: 1
Renewal of Microsoft Software Assurance
Approve a Resolution authorizing the renewal of Microsoft Software Assurance from CDW-G LLC., in an amount not to exceed $84,000.00.

City of Salinas Page 1 of 1 Printed on 5/10/2023
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CITY OF SALINAS

COUNCIL STAFF REPORT
DATE: MAY 16, 2023
DEPARTMENT: ADMINISTRATION
FROM: JIM PIA, ASSISTANT CITY MANAGER
BY: ERIC SANDOVAL, GIS ADMINISTRATOR
TITLE: RENEWAL OF MICROSOFT SOFTWARE ASSURANCE
RECOMMENDED MOTION:

A motion to approve a resolution to allow the City Manager to negotiate the purchase and renewal of Microsoft Software Assurance from CDW-G LLC., in an amount not to exceed $84,000.

EXECUTIVE SUMMARY:

The City of Salinas continues to maintain and support various technology programs and platforms for City Departments. The Microsoft maintenance program is for customers, like the City, who use Microsoft Windows, Microsoft Office, and other server and desktop applications. Software Assurance gives the City the ability to spread payments over several years, while offering no-cost upgrades to newer versions. The City has been using this cost-effective strategy since at least 2017.

BACKGROUND:

The City currently uses Microsoft software and platforms for its day-to-day operations. Software includes Microsoft Windows Server, Microsoft SQL Server, and Microsoft Windows Virtual Server. After initial purchase of these software licenses, the City has been purchasing annual maintenance or Software Assurance, so it does not have to repurchase the software licenses when there is a version upgrade. Software Assurance is only available to customers who purchase volume licensing, such as the City.

Maintaining sync of software versions is necessary for the maintenance and interoperability of multiple technology systems, maintain staff collaboration and the integration with non-Microsoft applications. The current resolution will authorize the continuation of maintaining core Microsoft software on the City’s servers and virtual desktop environment.

Funding has already been budgeted and approved as part of the FY 2022-23 Annual Budget.

Page | 2
CEQA CONSIDERATION:

Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).

STRATEGIC PLAN INITIATIVE:

This request supports City Council’s Strategic Goals and Strategies of Effective and Culturally Responsive Government, by ensuring that the information systems can support City programs, projects and City services for the community.

DEPARTMENTAL COORDINATION:

The Finance department will continue to work with all affected departments during software upgrades or patch releases.

FISCAL AND SUSTAINABILITY IMPACT:

Funding for this purchase was approved by City Council as part of the FY 2022-23 Annual Budget.

There is no recommended action for new appropriations.

ATTACHMENTS:

1. Resolution

2. CDW-G Quote
Page | 1
RESOLUTION NO. (N.C.S.)

A RESOLUTION OF THE CITY COUNCIL OF SALINAS TO APPROVE THE

RENEWAL OF MICROSOFT SOFTWARE ASSURANCE
WHEREAS, the City desires to renew and maintain its Microsoft Windows Server, SQL and Remote Desktop software assurance and licensing; and WHEREAS, CDW-G, LLC continues to provide Microsoft Windows Server, SQL and Remote Desktop software assurance and services for the City of Salinas NOW, THEREFORE, BE IT RESOLVED that the Salinas City Council authorizes the Purchasing Agent to purchase a renewal of Microsoft Software Assurance from CDW-G LLC., in an amount not to exceed $84,000.

PASSED AND APPROVED this 16th day of May, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
_______________________
Kimbley Craig, Mayor
ATTEST:
_________________________
Patricia M. Barajas, City Clerk

City of Salinas
Legislation Text
200 Lincoln Ave., Salinas,
CA 93901
www.cityofsalinas.org
File #: ID#23-318, Version: 1
Granicus, Inc. Subscription Renewal - Government Experience Cloud Approve a Resolution authorizing the annual subscription renewal with Granicus, Inc. in the amount of $35,175.00 for the Government Experience Cloud for FY 24.

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CITY OF SALINAS

COUNCIL STAFF REPORT
DATE: MAY 18, 2023
DEPARTMENT: ADMINISTRATION
FROM: PATRICIA M. BARAJAS, CITY CLERK
TITLE: GRANICUS, INC. SUBSCRIPTION RENEWAL – GOVERNMENT

EXPERIENCE CLOUD SOLUTION
RECOMMENDED MOTION:

Approve a Resolution authorizing a subscription renewal with Granicus, Inc. in the amount of $35,175.00 to provide a Government Experience Cloud solution.

EXECUTIVE SUMMARY:

Granicus, Inc. Government Experience Cloud is a Service (SaaS) solution that enables local government organization helps local government transform the resident experience to better connect, engage, and serve constituents by increasing workflow efficiencies and maximizing existing technology investments, such as integrations into traditional enterprise solutions. The Granicus, Inc. annual subscription is set to expires on June 30, 2023. Subscription renewal shall not exceed $35,175.00 for FY 2024.

BACKGROUND:

In June 2022, the Administration entered into an agreement with Granicus, Inc for the redesign of the city’s website and public engagement tools. The website redesign and public engagement project goal was to create a “virtual City Hall” that the community can easily navigate, learn about the City’s initiatives and events, complete forms and processes online, and access services and information. This project includeed using the latest web design and content standards for language access and Americans with Disabilities Act (ADA) compliance, and ability to maintain these standards and requirements as they change.

Website and engagement tool functionality that Granicus will provide as part of the subscription include:
 OpenCities - Website and Content Management
 OpenCities - Comprehensive Service and Support Ticketing System  OpenForms Enterprise - Digital Forms and Workflow Automation  Communications Cloud/GovDelivery - Email and SMS Communications  OpenCities - Cloud Security Licensing with 24/7/365 security.

The website redesign project and new communications platform is near completion and scheduled to launch in June 2023.

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CEQA CONSIDERATION:

Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).

STRATEGIC PLAN INITIATIVE:

Subscription renewal of Granicus, Inc. is in line with the City Council Goal of Effective and Culturally Responsive Government. The Council identified strategies that included evaluating technology gaps, effective governance, transparency and public engagement.

DEPARTMENTAL COORDINATION:

The City Clerk’s Office and Administration continue to work in collaboration with all department to support the city website content management and public engagement.

FISCAL AND SUSTAINABILITY IMPACT:

Funds will be appropriated and are available in the City Clerk’s annual operating budget in the amount of $35,175.00 for FY 2024. Future year subscription fees for the Government Experience Cloud Enterprise solution will be budgeted annually.

ATTACHMENTS:

Resolution
FY 24 Quote
Page | 3
RESOLUTION ___________ (N.C.S.)

RESOLUTION AUTHORIZING THE SUBSCRIPTION RENEWAL WITH GRANICUS, INC. IN THE AMOUNT OF $35,175.00 TO PROVIDE GOVERNMENT EXPERIENCE

CLOUD SOLUTION
BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF SALINAS: that the City Councill does hereby approve the attached subscription renewal, Exhibit A, between Granicus, Inc. and the City, in the amount of $35,175.00 for FY 2024.

PASSED AND ADOPTED this 16th day of May 2023, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

APPROVED:
_____________________________
Kimbley Craig, Mayor
ATTEST:
_____________________________
Patricia M. Barajas, City Clerk
408 St. Peter St, Suite 600 THIS IS NOT AN INVOICE Order Form St. Paul, MN 55102 Prepared for
Salinas, CA
Order #: Q-265228
Prepared: 26 Apr 2023

Page 1 of 3 ends

Granicus Budgetary Proposal for Salinas, CA

ORDER DETAILS
Prepared By: Tania Dominguez Chon
Phone:

Email: [email protected]
Order #: Q-265228
Prepared On: 26 Apr 2023
Expires On: 23 Jun 2023
Currency: USD
Payment Terms: Net 30 (Payments for subscriptions are due at the beginning of the period of performance.)

Period of Performance: 06/24/2023 - 06/23/2024
The subscription includes the following domain(s) and subdomain(s):
•https://www.cityofsalinas.org/

ORDER TERMS
Order Form
Salinas, CA
Order #: Q-265228
Prepared: 26 Apr 2023

Page 2 of 3 ends

PRICING SUMMARY
The pricing and terms within this Proposal are specific to the products and volumes contained within this Proposal.

Government Experience Cloud Subscription Fees
Solution Billing Frequency Annual Fee
Government Experience Cloud (SERVE) Annual $35,175.00
Communications Cloud Tier:
for up to 25000 subscribers.

Order Form
Salinas, CA
Order #: Q-265228
Prepared: 26 Apr 2023

Page 3 of 3 ends

TERMS & CONDITIONS
• This quote, and all products and services delivered hereunder are governed by the terms located at https://granicus.com/legal/licensing, including any product-specific terms included therein (the “License Agreement”). If your organization and Granicus has entered into a separate agreement or is utilizing a contract vehicle for this transaction, the terms of the License Agreement are incorporated into such separate agreement or contract vehicle by reference, with any directly conflicting terms and conditions being resolved in favor of the separate agreement or contract vehicle to the extent applicable. • If submitting a Purchase Order, please include the following language: The pricing, terms and conditions of quote Q-265228 dated 26 Apr 2023 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. • This quote is exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It is the responsibility of Salinas, CA to provide applicable exemption certificate(s). • Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate the subscription.
• The terms and conditions set forth in the Agreement effective 24 Jun 2022 are incorporated herein by reference. • Client will be invoiced for use of any product or service measured or capped by volume or amount of usage that exceeds the permitted amount set forth in this Quote at the same cost or rate set forth herein. • Updates to Shared Short Codes for SMS/Text Messaging:

Granicus will be migrating all clients with SMS/Text Messaging Solutions using a shared short code option to a unique standard toll-free number within the United States (International numbers not supported). Short Codes are recommended for Text-to-Subscribe functionalities, if enabled where available, for an additional fee.

Client must have explicit opt-in for all destinations sent to and adhere to all CTIA guidelines for the duration of its use.

City of Salinas
Legislation Text
200 Lincoln Ave., Salinas,
CA 93901
www.cityofsalinas.org
File #: ID#23-319, Version: 1
Direct Purchase of Six (6) LUCAS Devices
Approve a Resolution authorizing the purchase of six (6) LUCAS devices and respective service contracts from Stryker Medical, at a cost not to exceed $165,620.26, plus a 10% contingency.

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CITY OF SALINAS

COUNCIL STAFF REPORT
DATE: MAY 16, 2023
DEPARTMENT: FIRE DEPARTMENT
FROM: SAM KLEMEK, FIRE CHIEF
TITLE: DIRECT PURCHASE OF LUCAS DEVICES
RECOMMENDED MOTION:

It is recommended that the City Council approve a resolution for the direct purchase of six (6) Lucas Devices.

EXECUTIVE SUMMARY:

The Salinas Fire Department is requesting authorization to purchase six (6) Lucas devices and respective service contracts from Stryker Medical, at a cost not to exceed $165,620.26, plus a 10% contingency, to be placed on each of our front-line apparatus. The Lucas device is a portable, battery-operated tool used to perform mechanical chest compressions on patients who are in cardiac arrest. National pricing of this proprietary technology is established by the manufacturer where a competitive bid process would not likely yield any savings. The City Council has the authority to approve direct purchases of goods and services under Salinas Municipal Code Section 12-27.

BACKGROUND:

The Salinas Fire Department has found that the use of the Lucas device has improved the quality and consistency of chest compressions during cardiac arrest, resulting in an increased rate of return to spontaneous circulation (ROSC). Having one Lucas device readily available in each front-line apparatus will improve our ability to provide equitable, consistent, and high-quality care to cardiac arrest patients. Lucas devices allow Salinas Fire Department first responders save lives in our community.

The Lucas device can be especially valuable in situations where it may be difficult for rescuers to maintain manual compressions, such as when navigating narrow hallways or tight spaces, or during transport to the hospital. The device can help to minimize interruptions in chest compressions, which is important for maintaining blood flow to the brain and other vital organs during cardiac arrest. The Fire Department believes that this will help to improve the quality of care provided to our community that ultimately saves lives.

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The total cost of the purchase is $165,620.26. Funds are readily available in the Fire Department’s 2501 EMS fund. We believe that this investment in equipment will help to improve the quality of care provided to our community and ultimately save lives.

CEQA CONSIDERATION:

Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).

STRATEGIC PLAN INITIATIVE:

Approving the proposed resolution will support the City Council’s Strategic Plan Goal of Public Safety.

DEPARTMENTAL COORDINATION:

The Fire department will coordinate with the Finance department through the procurement process.

FISCAL AND SUSTAINABILITY IMPACT:
$ 165,620.26 and a 10% contingency are available in the Fire department’s 2501 EMS fund.

ATTACHMENTS:

Resolution
Quote
1 RESOLUTION NO. (N.C.S.)
A RESOLUTION AUTHORIZING THE DIRECT PURCHASE OF SIX (6) LUCAS DEVICES IN THE AMOUNT OF $ 165,620.26
WHEREAS, The Lucas device is a portable, battery-operated tool used to perform mechanical chest compressions on patients who are in cardiac arrest; and, WHEREAS, The Salinas Fire Department has found that the use of the Lucas device has improved the quality and consistency of chest compressions during cardiac arrest, resulting in an increased rate of return to spontaneous circulation (ROSC); and, WHEREAS, Having one Lucas device readily available in each front-line apparatus will improve the Fire department’s ability to provide equitable, consistent, and high-quality care to cardiac arrest patients; and,
WHEREAS, The Salinas Fire Department is requesting authorization to purchase six (6) Lucas devices and respective service contracts, at a cost not to exceed $165,620.26, plus a 10% contingency; and
WHEREAS, The Fire Department believes that this will help to improve the quality of care provided to our community that ultimately saves lives; and, WHEREAS, The City Council has the authority to approve direct purchases of goods and services under Salinas Municipal Code Section 12-27; and WHEREAS, The City Council finds that the criteria of Section 12-27 are met.

NOW, THEREFORE, BE IT RESOLVED that the Salinas City Council authorizes the Purchasing Officer to complete the purchase authorized by this Resolution and sign all necessary contracts upon review and approval of the City Attorney.

PASSED AND APPROVED this 16
th day of May 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
________________________
Kimbley Craig, Mayor
2 ATTEST:
_________________________
Patricia M. Barajas, City Clerk
Quote Summary
Delivery Address End User - Shipping - Billing Bill To Account Name: CITY OF SALINAS FIRE DEPT Name: CITY OF SALINAS FIRE DEPT Name: CITY OF SALINAS FIRE DEPT Account #: 1324135 Account #: 1324135 Account #: 1324135 Address: 65 W ALISAL ST STE 210 Address: 65 W ALISAL ST STE 210 Address: 65 W ALISAL ST STE 210

SALINAS SALINAS SALINAS
California 93901-2750 California 93901-2750 California 93901-2750 Equipment Products:
# Product Description Qty Sell Price Total

1.0 99576-000063 LUCAS 3, v3.1 Chest Compression System, Includes Hard Shell Case, Slim Back Plate, (2) Patient Straps, (1)
Stabilization Strap, (2) Suction Cups, (1) Rechargeable Battery and Instructions for use With Each Device
6 $16,814.60 $100,887.60

2.0 11576-000060 LUCAS Desk-Top Battery Charger 6 $1,306.36 $7,838.16

3.0 11576-000071 LUCAS External Power Supply 6 $413.33 $2,479.98

4.0 11576-000080 LUCAS 3 Battery - Dark Grey - Rechargeable LiPo 6 $777.09 $4,662.54

5.0 11576-000047 LUCAS Disposable Suction Cup (12 pack) 6 $556.15 $3,336.90 Equipment Total: $119,205.18
Price Totals:

Estimated Sales Tax (9.250%): $11,026.48
Freight/Shipping: $1,993.80
Grand Total: $132,225.46
Comments/Terms/Signatures
Prices: In effect for 30 days
Terms: Net 30 Days
Contact your local Sales Representative for more information about our flexible payment options.

LUCAS
Quote Number: 10612985 Remit to: Stryker Medical
P.O. Box 93308
Version: 1 Chicago, IL 60673-3308
Prepared For: CITY OF SALINAS FIRE DEPT Rep: Antonella Bondi Attn: Email: [email protected]
Phone Number:

Quote Date: 04/19/2023
Expiration Date: 07/18/2023
1 Stryker Medical - Accounts Receivable - [email protected] - PO BOX 93308 - Chicago, IL 60673-3308 Capital Terms and Conditions:

Deal Consummation: This is a quote and not a commitment. This quote is subject to final credit, pricing, and documentation approval. Legal documentation must be signed before your equipment can be delivered. Documentation will be provided upon completion of our review process and your selection of a payment schedule. Confidentiality Notice: Recipient will not disclose to any third party the terms of this quote or any other information, including any pricing or discounts, offered to be provided by Stryker to Recipient in connection with this quote, without Stryker’s prior written approval, except as may be requested by law or by lawful order of any applicable government agency. A copy of Stryker Medical's Acute Care capital terms and conditions can be found at https://techweb.stryker.com/ Terms_Conditions/index.html. A copy of Stryker Medical's Emergency Care capital terms and conditions can be found at https://www.strykeremergencycare.com/terms. 2 Quote Summary
Delivery Address End User - Shipping - Billing Bill To Account Name: CITY OF SALINAS FIRE DEPT Name: CITY OF SALINAS FIRE DEPT Name: CITY OF SALINAS FIRE DEPT Account #: 1324135 Account #: 1324135 Account #: 1324135 Address: 65 W ALISAL ST STE 210 Address: 65 W ALISAL ST STE 210 Address: 65 W ALISAL ST STE 210

SALINAS SALINAS SALINAS
California 93901 California 93901 California 93901
ProCare Products:
# Product Description Years Qty Sell Price Total

6.1 78000703 ProCare LUCAS Prevent Service: Annual onsite preventive maintenance inspection and unlimited
repairs including parts, labor and travel with battery
coverage for LUCAS 3, v3.1 Chest Compression
System, Includes Hard Shell Case, Slim Back Plate,
(2) Patient Straps, (1) Stabilization Strap, (2) Suction Cups, (1) Rechargeable Battery and Instructions for
use With Each Device
4 6 $5,565.80 $33,394.80
ProCare Total: $33,394.80
Price Totals:

Comments/Terms/Signatures
Prices: In effect for 30 days
Terms: Net 30 Days
Contact your local Sales Representative for more information about our flexible payment options.

Quote Date: 11/17/2022
Expiration Date: 01/31/2023
1 Stryker Medical - Accounts Receivable - [email protected] - PO BOX 93308 - Chicago, IL 60673-3308 Capital Terms and Conditions:

Deal Consummation: This is a quote and not a commitment. This quote is subject to final credit, pricing, and documentation approval. Legal documentation must be signed before your equipment can be delivered. Documentation will be provided upon completion of our review process and your selection of a payment schedule. Confidentiality Notice: Recipient will not disclose to any third party the terms of this quote or any other information, including any pricing or discounts, offered to be provided by Stryker to Recipient in connection with this quote, without Stryker’s prior written approval, except as may be requested by law or by lawful order of any applicable government agency. A copy of Stryker Medical's Acute Care capital terms and conditions can be found at https://techweb.stryker.com/ Terms_Conditions/index.html. A copy of Stryker Medical's Emergency Care capital terms and conditions can be found at https://www.strykeremergencycare.com/terms. 2 City of Salinas
Legislation Text
200 Lincoln Ave., Salinas,
CA 93901
www.cityofsalinas.org
File #: ID#23-320, Version: 1
Resolution Designating Authorized Signers for FEMA and Cal OES Financial Assistance Application Approve a Resolution authorizing the City Manager, Finance Director or Director of Public Works to execute and file the application for obtaining federal financial assistance with the California Governor’s Office of Emergency Services (Cal OES) on behalf of the City of Salinas.

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CITY OF SALINAS

COUNCIL STAFF REPORT
DATE: MAY 9, 2023
DEPARTMENT: FINANCE
FROM: MARK ROBERTS, DIRECTOR OF FINANCE
TITLE: RESOLUTION DESIGNATING AUTHORIZED SIGNERS FOR

FEMA AND CAL OES FINANCIAL ASSISTANCE APPLICATION
RECOMMENDED MOTION:

A motion authorizing the City Manager, Director of Finance, or Director of Public Works to execute and file the application for obtaining federal financial assistance with the California Governor’s Office of Emergency Services (Cal OES) on behalf of the City of Salinas.

EXECUTIVE SUMMARY:

It is recommended that the City Council approve a Resolution authorizing the City Manager, Director of Finance, or Director of Public Works to execute and file the application for obtaining federal financial assistance with the California Governor’s Office of Emergency Services (Cal OES) on behalf of the City of Salinas.

BACKGROUND:

On January 10, 2023, the City Council ratified a proclamation declaring the existence of a local emergency in the City caused by a severe winter storm/atmospheric river that took place January 3, 2023 thru January 5, 2023. On January 14, 2023, the President approved a major disaster declaration for several counties in California and on January 17, 2023 (FEMA-4683 - DR-CA), Monterey County was added to this declaration for the storm that occurred during January 3-5, 2023 and the resulting flooding that occurred and indicated federal disaster assistance would be made available.

On March 21, 2023, the City Council approved another proclamation declaring the existence of a second local emergency in the City caused by a second severe winter storm/atmospheric river that occurred on March 12, 2023 through March 14, 2023. On April 4, 2023, the President approved a major disaster declaration for California 2023 (FEMA- 4699- DR-CA) and indicated federal disaster assistance would be made available.

The City is eligible for recovery of costs associated with each disaster and will be submitting applications for both federal and state financial assistance for each disaster.

Page | 2
CEQA CONSIDERATION:

Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).

STRATEGIC PLAN INITIATIVE:

Submitting an application for disaster financial assistance will fulfill the Infrastructure and Environmental Sustainability goal.

DEPARTMENTAL COORDINATION:

Application for FEMA and Cal OES reimbursement is being coordinated by the Department of Finance, with assistance from the Department of Public Works.

FISCAL AND SUSTAINABILITY IMPACT:

The federal share shall not be less than 75% of eligible costs. The state’s cost-share under the California Disaster Assistance Act (CDAA) is 75% of the non-federal share (18.75%). The local share is 6.25%. Based on potential total estimated cost of approximately $19 million, FEMA would cover $14,250,000 the state would cover $3,562,500 and the City would be responsible for $1,187,500.

ATTACHMENTS:

Resolution

DESIGNATION OF APPLICANT'S AGENT RESOLUTION FOR NON-STATE AGENCIES

BE IT RESOLVED BY THE OF THE
(Governing Body) (Name of Applicant)

THAT , OR
(Title of Authorized Agent)
, OR
(Title of Authorized Agent)
(Title of Authorized Agent)
is hereby authorized to execute for and on behalf of the , (Name of Applicant)
a public entity established under the laws of the State of California, this application and to file it with the California Governor’s Office of Emergency Services for the purpose of obtaining federal financial assistance for any existing or future grant program, including, but not limited to any of the following:
- Federally declared Disaster (DR), Fire Mitigation Assistance Grant (FMAG), California State Only Disaster (CDAA), Immediate Services Program (ISP), Hazard Mitigation Grant Program (HMGP), Building Resilient Infrastructure and Communities (BRIC), Legislative Pre-Disaster Mitigation Program (LPDM), under - Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act.
- Flood Mitigation Assistance Program (FMA), under Section 1366 of the National Flood Insurance Act of 1968.
- National Earthquake Hazards Reduction Program (NEHRP) 42 U.S. Code 7704 (b) ((2) (A) (ix) and 42 U.S. Code 7704 (b) (2) (B) National Earthquake Hazards Reduction Program, and also The Consolidated Appropriations Act, 2018, Div. F, Department of Homeland Security Appropriations Act, 2018, Pub. L. No. 115-141 - California Early Earthquake Warning (CEEW) under CA Gov Code – Gov, Title 2, Div. 1, Chapter 7, Article 5, Sections 8587.8, 8587.11, 8587.12 That the , a public entity established under the
(Name of Applicant)
laws of the State of California, hereby authorizes its agent(s) to provide to the Governor’s Office of Emergency Services for all matters pertaining to such state disaster assistance the assurances and agreements required.

STATE OF CALIFORNIA

CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES

DESIGNATION OF APPLICANT'S AGENT RESOLUTION

NON-STATE AGENCIES
OES-FPD-130 (Rev. 10-2022)

RECOVERY DIRECTORATE

FINANCIAL PROCESSING DIVISION
Cal OES ID No: _____________
Rev. 10-2022 Page 1 of 4 OES-FPD-130
Please check the appropriate box below
This is a universal resolution and is effective for all open and future disasters/grants declared up to three (3) years following the date of approval.

This is a disaster/grant specific resolution and is effective for only disaster/grant number(s):

Passed and approved this __day of , 20
(Name and Title of Governing Body Representative)
(Name and Title of Governing Body Representative)
(Name and Title of Governing Body Representative)

CERTIFICATION
I, , duly appointed and of
(Name) (Title)
, do hereby certify that the above is a true and
(Name of Applicant)
correct copy of a resolution passed and approved by the (Governing Body)
of the on the day of , 20 .
(Name of Applicant)
(Signature) (Title)

STATE OF CALIFORNIA

CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES

DESIGNATION OF APPLICANT'S AGENT RESOLUTION

NON-STATE AGENCIES
OES-FPD-130 (Rev. 10-2022)

RECOVERY DIRECTORATE

FINANCIAL PROCESSING DIVISION
Rev. 10-2022 Page 2 of 4 OES-FPD-130
Cal OES Form 130 Instructions
A Designation of Applicant’s Agent Resolution for Non-State Agencies is required of all Applicants to be eligible to receive funding. A new resolution must be submitted if a previously submitted resolution is older than three (3) years from the last date of approval, is invalid, or has not been submitted.

When completing the Cal OES Form 130, Applicants should fill in the blanks on pages 1 and 2. The blanks are to be filled in as follows:

Resolution Section:

Governing Body: This is the group responsible for appointing and approving the Authorized Agents.

Examples include: Board of Directors, City Council, Board of Supervisors, Board of Education, etc.

Name of Applicant: The public entity established under the laws of the State of California.

Examples include: School District, Office of Education, City, County or Non-profit agency that has applied for the grant, such as: City of San Diego, Sacramento County, Burbank Unified School District, Napa County Office of Education, University Southern California.

Authorized Agent: These are the individuals that are authorized by the Governing Body to engage with the Federal Emergency Management Agency and the California Governor’s Office of Emergency Services regarding grants for which they have applied.

There are two ways of completing this section:

1. Titles Only: The titles of the Authorized Agents should be entered here, not their names. This allows the document to remain valid if an Authorized Agent leaves the position and is replaced by another individual. If “Titles Only” is the chosen method, this document must be accompanied by either a cover letter naming the Authorized Agents by name and title, or the Cal OES AA Names document. The supporting document can be completed by any authorized person within the Agency (e.g., administrative assistant, the Authorized Agent, secretary to the Director). It does not require the Governing Body’s signature.

2. Names and Titles: If the Governing Body so chooses, the names and titles of the Authorized Agents would be listed. A new Cal OES Form 130 will be required if any of the Authorized Agents are replaced, leave the position listed on the document, or their title changes.

STATE OF CALIFORNIA

CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES

DESIGNATION OF APPLICANT'S AGENT RESOLUTION

NON-STATE AGENCIES
OES-FPD-130 (Rev. 10-2022)

RECOVERY DIRECTORATE

FINANCIAL PROCESSING DIVISION
Rev. 10-2022 OES-FPD-130 Page 3 of 4
Checking Universal or Disaster-Specific Box: A Universal resolution is effective for all past disasters and for those declared up to three (3) years following the date of approval. Upon expiration it is no longer effective for new disasters, but it remains in effect for disasters declared prior to expiration. It remains effective until the disaster goes through closeout unless it is superseded by a newer resolution.

Governing Body Representative: These are the names and titles of the approving Board Members.

Examples include: Chairman of the Board, Director, Superintendent, etc. The names and titles cannot be one of the designated Authorized Agents. A minimum of three (3) approving board members must be listed. If less than three are present, meeting minutes must be attached in order to verify a quorum was met.

Certification Section:

Name and Title: This is the individual in attendance who recorded the creation and approval of this resolution.

Examples include: City Clerk, Secretary to the Board of Directors, County Clerk, etc. This person cannot be one of the designated Authorized Agents or Approving Board Member. If a person holds two positions (such as City Manager and Secretary to the Board) and the City Manager is to be listed as an Authorized Agent, then that person could sign the document as Secretary to the Board (not City Manager) to eliminate “Self-Certification.”

STATE OF CALIFORNIA

CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES

DESIGNATION OF APPLICANT'S AGENT RESOLUTION

NON-STATE AGENCIES
OES-FPD-130 (Rev. 10-2022)

RECOVERY DIRECTORATE

FINANCIAL PROCESSING DIVISION
Rev. 10-2022 Page 4 of 4 OES-FPD-130
City of Salinas
Legislation Text
200 Lincoln Ave., Salinas,
CA 93901
www.cityofsalinas.org
File #: ID#23-321, Version: 1
Professional Services Agreement with Kimley Horn, Inc. for the Salinas Active Transportation Plan Approve a Resolution rescinding Resolution Number 22640; authorizing a Professional Services Agreement between the City of Salinas and Kimley Horn and Associates, Inc. for the Active Transportation Plan; and authorizing the use of Active Transportation Plan funds up to $364,203.17.

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CITY OF SALINAS

COUNCIL STAFF REPORT
DATE: MAY 16, 2023
DEPARTMENT: PUBLIC WORKS, TRANSPORTATION & TRAFFIC DIVISION FROM: DAVID JACOBS, PUBLIC WORKS DIRECTOR
BY: ANDREW EASTERLING, TRAFFIC ENGINEER
TITLE: PROFESSIONAL SERVICE AGREEMENT BETWEEN THE CITY
OF SALINAS AND KIMLEY HORN, INC. FOR THE SALINAS

ACTIVE TRANSPORTATION PLAN
RECOMMENDED MOTION:

A motion to approve a Resolution 1) rescinding Resolution No. 22640; 2) approving the agreement for Professional Services between the City of Salinas and Kimley Horn and Associates, Inc. for the Active Transportation Plan; 3) authorizing the use of Active Transportation Plan funds (CIP:
5800.50.9349) up to $364,203.17 for the agreement with Kimley Horn and Associates, Inc. for the Salinas Active Transportation Plan; 4) authorizing a transfer to the Active Transportation Account (CIP 5800.50.9349) of $60,000 from the Bicycle Lane Installations Account (CIP 5800.50.9607); and 5) authorizing a transfer to the Active Transportation Account (CIP 5800.50.9349) of $100,000 from the EDE Alisal Vibrancy Plan (CIP 5800.30.9246).

EXECUTIVE SUMMARY:

On April 18th, 2023, an item was brought to Salinas City Council to approve an agreement with Kimley Horn and Associates, Inc. for the Active Transportation Plan. The agreement had erroneously omitted subconsultant fees. This report recommends that Council rescind the former Resolution and approve a new agreement with the correct amount.

BACKGROUND:

The City of Salinas is well-positioned to increase walking and bicycling for transportation. It has a mild climate most of the year, is relatively flat and has an existing 95 miles of connected bikeways. However, there are substantial gaps in the current bicycle network and much of the network is in relatively disconnected islands that create barriers to bicycling on streets with high speed and volumes of vehicles. Safety issues are created when people bike on streets without a dedicated facility. In addition, although the sidewalk network in Salinas is generally well developed, there are some gaps and the sidewalks in some areas are in need of repair or replacement. The City’s current bicycle and pedestrian plans were developed in the early 2000s, and there is a need for an update compressive active transportation planning document.

Additionally, the City completed an Active Transportation Existing Conditions and Needs Page | 2
Assessment in 2018 identifying the need for further active transportation planning. The City of Salinas and Ecology Action partnered on a Caltrans Sustainable Transportation Planning grant to develop an Active Transportation Plan. The City of Salinas was the prime applicant and Ecology Action was a co-applicant. The team was successful, and Caltrans awarded a grant in the of $394,844 to the City of Salinas for the Active Transportation Plan.

The City of Salinas Active Transportation Plan will build from the 2018 Salinas Active Transportation Needs Assessment and other current work, and provide systematic, iterative community engagement, focusing on critical agency stakeholders as well as disadvantaged communities, in developing a community supported set of implementable active transportation project improvements that will encourage active modes and increase safety for all. This plan develops the strategy to improve bicycle and pedestrian connectivity and safety by expanding existing bicycle networks, improving pedestrian circulation, reducing vehicle trips, creating complete streets, and building a healthy and livable community. The plan is intended to act as a combined update of the 2004 Pedestrian Plan and the 2002 Bikeways Plan and provide a strategy for city-wide sustainable transportation growth and opportunities to support connection and integration into the regional active transportation network. This plan will help the City build consensus around key projects that can continue Salinas’ success in supporting active transportation. The plan will include a robust outreach effort that uses a diverse set of tools to meet people where they are at, a community driven prioritization process to select projects for design and implementation, discussion and agreement on the policy and programmatic improvements to support the network, and a design process that will result in concepts that are feasible and fundable.

In consideration for the current COVID-19 environment, some public outreach efforts, and stakeholder meetings will be held on-line and in-person.

The city released a request for proposals (RFP) on January 9th, 2023, for Professional Services for the Salinas Active Transportation Plan. The scope of work for this RFP, includes gathering data, transportation analysis, outreach, and preliminary design led by a consultant, that will result in project concepts that are feasible and fundable. This work is in addition to the robust community outreach effort that will be led by Ecology Action and City of Salinas staff. The deadline to submit proposals was February 23, 2023, and the City received four (4) proposals from Alta, Kimley Horn and Associates, Inc., Mark Thomas, and TJKM. A diverse evaluation committee comprised of staff from the Community Development Department, the Public Works Department, the County of Monterey, Caltrans, and Ecology Action evaluated the proposals and ranked them. The evaluation committee proceeded to interviews with Alta, Kimley Horn and Associates, Inc., and Mark Thomas. After evaluating the proposals and consultant interviews the team selected Kimley Horn and Associates, Inc. as the most qualified consultant for this scope of work. City staff reviewed scope of work and proposed staff hours by Kimley Horn and Associates, Inc. and believe that the fee is appropriate. Staff recommends Council approve a Resolution approving the agreement for Professional Services between the City of Salinas and Kimley Horn and Associates, Inc. for the Active Transportation Plan.

On April 18th, 2023, an item was brought to Salinas City Council to approve an agreement with Kimley Horn and Associates, Inc. for the Active Transportation Plan. The report and agreement had erroneously omitted Kimley Horn and Associates’ subconsultant fees. The subconsultant fees Page | 3
were included in the original cost proposal, however during the fee negotiations, the prime was asked to reduce their fees and they resubmitted a cost proposal which mistakenly omitted the subconsultant’s costs. The agreement that was brought to City Council on April 18th, included this error. This report recommends that Council rescind the former Resolution and approve the new agreement with the correct amount.

CEQA CONSIDERATION:

Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).

STRATEGIC PLAN INITIATIVE:

Development of the Active Transportation Plan supports the City Council goals of “Infrastructure and Environmental Sustainability” and “Public Safety”.

DEPARTMENTAL COORDINATION:

Public Works will oversee the development of the Active Transportation Plan. Public Works will work closely with the Community Development Department and coordinate with the General Plan Update. The Finance Department provides fiscal monitoring and reporting information for the grant agreement.

FISCAL AND SUSTAINABILITY IMPACT:

This action authorizes the use of Active Transportation Plan funds (CIP 5800.50.9349) up to $364,203.17 for the agreement with Kimley Horn and Associates, Inc. for the Salinas Active Transportation Plan; authorizes a transfer to the Active Transportation Account (CIP 5800.50.9349) of $60,000 from the Bicycle Lane Installations Account (CIP 5800.50.9607); and authorizes a transfer to the Active Transportation Account (CIP 5800.50.9349) of $100,000 from the EDE Alisal Vibrancy Plan (CIP 5800.30.9246). There will be sufficient funding available in CIP 5800.50.9349.

ATTACHMENTS:

Resolution
Attachment 1: Professional Services between the City of Salinas and Kimley Horn and Associates, Inc.

Attachment 2: Resolution No. 22640
1 RESOLUTION NO. (N.C.S.)
A RESOLUTION 1) RESCINDING RESOLUTION NUMBER 22640; 2) APPROVING

THE AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF SALINAS AND KIMLEY HORN AND ASSOCIATES, INC. FOR THE ACTIVE TRANSPORTATION PLAN; 3) AUTHORIZING THE USE OF ACTIVE
TRANSPORTATION PLAN FUNDS (CIP 5800.50.9349) UP TO $364,203.17 FOR THE AGREEMENT WITH KIMLEY HORN AND ASSOCIATES, INC. FOR THE SALINAS ACTIVE TRANSPORTATION PLAN; 4) AUTHORIZING A TRANSFER TO THE ACTIVE TRANSPORTATION ACCOUNT (CIP 5800.50.9349) OF $60,000 FROM THE BICYCLE LANE INSTALLATIONS ACCOUNT (CIP 5800.50.9607); AND 5)

AUTHORIZING A TRANSFER TO THE ACTIVE TRANSPORTATION ACCOUNT (CIP 5800.50.9349) OF $100,000 FROM THE EDE ALISAL VIBRANCY PLAN (CIP 5800.30.9246)
WHEREAS, The City of Salinas received a Sustainable Transportation Planning Grant to develop an Active Transportation Plan; and
WHEREAS, the City released a request for proposals on January 9th, 2023, for Professional Services for the Salinas Active Transportation Plan; and WHEREAS, the City received four (4) proposals from Alta, Kimley Horn and Associates, Inc., Mark Thomas, and TJKM; and
WHEREAS, after evaluating proposals and consultant interviews an evaluation committee selected Kimley Horn and Associates, Inc. as the most qualified consultant for this scope of work; and
WHEREAS, on April 18th, 2023, Salinas City Council approved an agreement with Kimley Horn and Associates, Inc. for the Active Transportation Plan; and WHEREAS, the agreement had erroneously omitted subconsultant fees; and WHEREAS, the City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).

NOW, THEREFORE, BE IT RESOLVED that Resolution Number 22640 is hereby rescinded; and
BE IT FURTHER RESOLVED that the Salinas City Council hereby approves a Resolution approving the agreement for Professional Services between the City of Salinas and Kimley Horn and Associates, Inc. for the Active Transportation Plan; and BE IT FURTHER RESOLVED that the Salinas City Council hereby approve a 2 Resolution authorizing the use of Active Transportation Plan funds (CIP 5800.50.9349) up to $364,203.17 for the agreement with Kimley Horn and Associates, Inc. for the Salinas Active Transportation Plan; and
BE IT FURTHER RESOLVED that the Salinas City Council hereby approve a Resolution authorizing a transfer to the Active Transportation Account (CIP 5800.50.9349) of $60,000 from the Bicycle Lane Installations Account (CIP 5800.50.9607); and BE IT FURTHER RESOLVED that the Salinas City Council hereby approve a Resolution authorizing a transfer to the Active Transportation Account (CIP 5800.50.9349) of $100,000 from the EDE Alisal Vibrancy Plan (CIP 5800.30.9246).

PASSED AND APPROVED this 16th day of May 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
________________________
Kimbley Craig, Mayor
ATTEST:
_________________________
Patricia M. Barajas, City Clerk
Form: Professional Services Agreement v. January 2021 Page 1 of 16 Kimley-Horn and Associates, Inc.

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AGREEMENT

FOR PROFESSIONAL SERVICES

BETWEEN

THE CITY OF SALINAS AND
KIMLEY-HORN AND ASSOCIATES, INC.

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Contents
RECITALS ..................................................................................................................................... 4 TERMS ........................................................................................................................................... 4

1. Scope of Service. ................................................................................................................. 4

2. Term; Completion Schedule. ............................................................................................... 4

3. Compensation. ..................................................................................................................... 4

4. Billing. ................................................................................................................................. 4

5. Meet & Confer. .................................................................................................................... 5

6. Additional Copies................................................................................................................. 5

7. Responsibility of Consultant................................................................................................ 5

8. Responsibility of City. ......................................................................................................... 5

9. Acceptance of Work Not a Release. .................................................................................... 6

10. Indemnification and Hold Harmless. ................................................................................... 6

11. Insurance.............................................................................................................................. 6

12. Access to Records................................................................................................................ 6

13. Non-Assignability................................................................................................................ 6

14. Changes to Scope of Work. ................................................................................................. 7

15. Ownership of Documents. ................................................................................................... 7

16. Termination.......................................................................................................................... 7

17. Compliance with Laws, Rules, and Regulations. ................................................................ 8

18. Exhibits Incorporated........................................................................................................... 8

19. Independent Contractor........................................................................................................ 8

20. Integration and Entire Agreement........................................................................................ 8

21. Jurisdiction and Venue......................................................................................................... 8

22. Severability .......................................................................................................................... 9

23. Notices. ................................................................................................................................ 9

24. Nondiscrimination................................................................................................................ 9

25. Conflict of Interest. ............................................................................................................ 10

26. Headings. ........................................................................................................................... 10

27. Attorneys’ Fees.................................................................................................................. 10

28. Non-Exclusive Agreement................................................................................................. 10

29. Rights and Obligations Under Agreement......................................................................... 10

30. Licenses.............................................................................................................................. 10

31. Counterparts....................................................................................................................... 10

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32. Legal Representation. ........................................................................................................ 10

33. Joint Representation........................................................................................................... 11

34. Warranty of Authority........................................................................................................ 11

35. No Waiver of Rights. ......................................................................................................... 11 Exhibit A- Insurance Requirements.............................................................................................. 13 Exhibit B- Scope of Service.......................................................................................................... 16

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AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN
THE CITY OF SALINAS AND KIMLEY-HORN AND ASSOCIATES, INC.

This Agreement for Professional Services (the “Agreement” and/or “Contract”) is made and entered into this ____ day of April, 2023, between the City of Salinas, a California Charter city and municipal corporation (hereinafter “City”), and KIMLEY-HORN AND ASSOCIATES, INC., a North Carolina corporation, (hereinafter “Consultant”).

RECITALS
WHEREAS, Consultant represents that he, she, or it is specially trained, experienced, and competent to perform the special services which will be required by this Agreement; and WHEREAS, Consultant is willing to render such professional services, as hereinafter defined, on the following terms and conditions.

NOW, THEREFORE, City and Consultant agree as follows:

TERMS

1. Scope of Service. The project contemplated and the scope of Consultant’s services are described in Exhibit B, attached hereto and incorporated herein by reference.

2. Term; Completion Schedule. This Agreement shall commence on May 16, 2023, and shall terminate on December 31, 2023, unless extended in writing by either party upon (30) days written notice. This Agreement may be extended only upon mutual written consent of the parties, and may be terminated only pursuant to the terms of this Agreement.

3. Compensation. City hereby agrees to pay Consultant for services rendered the City pursuant to this Agreement on a time and materials basis according to the rates of compensation as set forth in Exhibit B. The total amount of compensation to be paid under this Agreement shall not exceed three hundred sixty-four thousand, two hundred three dollars and seventeen cents ($364,203.17).

4. Billing. Consultant shall submit to City an itemized invoice, prepared in a form satisfactory to City, describing its services and costs for the period covered by the invoice.

Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consultant’s bills shall include the following information to which such services cost or pertain:
(A) A brief description of services performed;
(B) The date the services were performed;

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(C) The number of hours spent and by whom;
(D) A brief description of any costs incurred; and
(E) The Consultant’s signature.

Any such invoices shall be in full accord with any and all applicable provisions of this Agreement.

City shall make payment on each such invoice within thirty (30) days of receipt; provided, however, that if Consultant submits an invoice which is incorrect, incomplete, or not in accord with the provisions of this Agreement, City shall not be obligated to process any payment to Consultant until thirty (30) days after a correct and complying invoice has been submitted by Consultant. The City shall process undisputed portion immediately.

5. Meet & Confer. Consultant agrees to meet and confer with City or its agents or employees with regard to services as set forth herein as may be required by the City to ensure timely and adequate performance of the Agreement.

6. Additional Copies. If City requires additional copies of reports, or any other material which Consultant is required to furnish as part of the services under this Agreement, Consultant shall provide such additional copies as are requested, and City shall compensate Consultant for the actual costs related to the production of such copies by Consultant.

7. Responsibility of Consultant. By executing this Agreement, Consultant agrees that the services to be provided and work to be performed under this Agreement shall be performed in a fully competent manner. By executing this Agreement, Consultant further agrees and represents to City that the Consultant possesses, or shall arrange to secure from others, all of the necessary professional capabilities, experience, resources, and facilities necessary to provide the City the services contemplated under this Agreement and that City relies upon the professional skills of Consultant to do and perform Consultant’s work. Consultant further agrees and represents that Consultant shall follow the current, generally accepted practices in this area to the profession to make findings, render opinions, prepare factual presentations, and provide professional advice and recommendations regarding the projects for which the services are rendered under this Agreement.

8. Responsibility of City. To the extent appropriate to the projects to be completed by Consultant pursuant to this Agreement, City shall:
(A) Assist Consultant by placing at its disposal all available information pertinent to the projects, including but not limited to, previous reports and any other data relative to the projects. Nothing contained herein shall obligate City to incur any expense in connection with completion of studies or acquisition of information not otherwise in the possession of City. (B) Examine all studies, reports, sketches, drawings, specifications, proposals, and other documents presented by Consultant, and render verbally or in writing as may be

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appropriate, decisions pertaining thereto within a reasonable time so as not to delay the services of Consultant.
(C) Steve Carrigan, City Manager, or his designee, shall act as City’s representative with respect to the work to be performed under this Agreement. Such person shall have the complete authority to transmit instructions, receive information, interpret and define City’s policies and decisions with respect to materials, equipment, elements, and systems pertinent to Consultant’s services. City may unilaterally change its representative upon notice to the Consultant.
(D) Give prompt written notice to Consultant whenever City observes or otherwise becomes aware of any defect in a project.

9. Acceptance of Work Not a Release. Acceptance by the City of the work to be performed under this Agreement does not operate as a release of Consultant from professional responsibility for the work performed.

10. Indemnification and Hold Harmless. Pursuant to the full language of California Civil Code §2782, Consultant agrees to indemnify, including the cost to defend, entity and its officers, officials, employees, and volunteers from and against any and all claims, demands, costs, or liability that arise out of, or pertain to, or relate to the negligence, recklessness, or willful misconduct of Consultant and its employees or agents in the performance of services under this agreement, but this indemnity does not apply to liability for damages arising from the sole negligence, active negligence, or willful acts of the City; and does not apply to any passive negligence of the City unless caused at least in part by the Consultant. The City agrees that in no event shall the cost to defend charged to the Consultant exceed Consultant’s proportionate percentage of fault. This duty to indemnify shall not be waived or modified by contractual agreement or acts of the parties.

11. Insurance. Consultant shall procure and maintain for the duration of this Agreement insurance meeting the requirements specified in Exhibit A hereto.

12. Access to Records. Consultant shall maintain all preparatory books, records, documents, accounting ledgers, and similar materials including but not limited to calculation and survey notes relating to work performed for the City under this Agreement on file for at least three (3) years following the date of final payment to Consultant by City. Any duly authorized representative(s) of City shall have access to such records for the purpose of inspection, audit, and copying at reasonable times during Consultant’s usual and customary business hours.

Consultant shall provide proper facilities to City’s representative(s) for such access and inspection.

13. Non-Assignability. It is recognized by the parties hereto that a substantial inducement to City for entering into this Agreement was, and is, the professional reputation and competence of Consultant. This Agreement is personal to Consultant and shall not be assigned by it without express written approval of the City.

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14. Changes to Scope of Work. City may at any time, and upon a minimum of ten (10) days written notice, seek to modify the scope of services to be provided for any project to be completed under this Agreement. Consultant shall, upon receipt of said notice, determine the impact on both time and compensation of such change in scope and notify City in writing. Upon agreement between City and Consultant as to the extent of said impacts to time and compensation, an amendment to this Agreement shall be prepared describing such changes.

Execution of the amendment by City and Consultant shall constitute the Consultant’s notice to proceed with the changed scope.

15. Ownership of Documents. Title to all final documents, including drawings, specifications, data, reports, summaries, correspondence, photographs, computer software (if purchased on the City’s behalf), video and audio tapes, software output, and any other materials with respect to work performed under this Agreement shall vest with City at such time as City has compensated Consultant, as provided herein, for the services rendered by Consultant in connection with which they were prepared. City agrees to hold harmless and indemnify the Consultant against all damages, claims, lawsuits, and losses of any kind including defense costs arising out of any use of said documents, drawings, and/or specifications on any other project without written authorization of the Consultant.

16. Termination.
(A) City shall have the authority to terminate this Agreement, upon ten days written notice to Consultant, as follows:
(1) If in the City’s opinion the conduct of the Consultant is such that the interest of the City may be impaired or prejudiced, or
(2) For any reason whatsoever.
(B) Upon termination, Consultant shall be entitled to payment of such amount as fairly compensates Consultant for all work satisfactorily performed up to the date of termination based upon the Consultant’s rates shown in Exhibit B and/or Section 3 of this Agreement, except that:
(1) In the event of termination by the City for Consultant’s default, City shall deduct from the amount due Consultant the total amount of additional expenses incurred by City as a result of such default. Such deduction from amounts due Consultant are made to compensate City for its actual additional costs incurred in securing satisfactory performance of the terms of this Agreement, including but not limited to, costs of engaging another consultant(s) for such purposes. In the event that such additional expenses shall exceed amounts otherwise due and payable to Consultant hereunder, Consultant shall pay City the full amount of such expense. (C) In the event that this Agreement is terminated by City for any reason, Consultant shall:

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(1) Upon receipt of written notice of such termination promptly cease all services on this project, unless otherwise directed by City; and (2) Deliver to City all documents, data, reports, summaries, correspondence, photographs, computer software output, video and audio tapes, and any other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement. Such material is to be delivered to City in completed form; however, notwithstanding the provisions of Section 15 herein, City may condition payment for services rendered to the date of termination upon Consultant’s delivery to the City of such material.
(D) In the event that this Agreement is terminated by City for any reason, City is hereby expressly permitted to assume the projects and complete them by any means, including but not limited to, an agreement with another party.
(E) The rights and remedy of the City and Consultant provided under this Section are not exclusive and are in addition to any other rights and remedies provided by law or appearing in any other section of this Agreement.

17. Compliance with Laws, Rules, and Regulations. Services performed by Consultant pursuant to this Agreement shall be performed in accordance and full compliance with all applicable federal, state, and City laws and any rules or regulations promulgated thereunder.

18. Exhibits Incorporated. All exhibits referred to in this Agreement and attached to it are hereby incorporated in it by this reference. In the event there is a conflict between any of the terms of this Agreement and any of the terms of any exhibit to the Agreement, the terms of the Agreement shall control the respective duties and liabilities of the parties.

19. Independent Contractor. It is expressly understood and agreed by both parties that Consultant, while engaged in carrying out and complying with any of the terms and conditions of this Agreement, is an independent contractor and not an employee of the City. Consultant expressly warrants not to represent, at any time or in any manner, that Consultant is an employee or servant of the City.

20. Integration and Entire Agreement. This Agreement represents the entire understanding of City and Consultant as to those matters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters contained herein. This Agreement may not be modified or altered except by amendment in writing signed by both parties.

21. Jurisdiction and Venue. This Agreement shall be governed by and construed in accordance with the laws of the State of California, County of Monterey, and City of Salinas.

Jurisdiction of litigation arising from this Agreement shall be in the State of California, in the County of Monterey or in the appropriate federal court with jurisdiction over the matter.

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22. Severability. If any part of this Agreement is found to be in conflict with applicable laws, such part shall be inoperative, null and void insofar as it is in conflict with said laws, but the remainder of the Agreement shall continue to be in full force and effect.

23. Notices.
(A) Written notices to the City hereunder shall, until further notice by City, be addressed to:

City Manager
City of Salinas
200 Lincoln Avenue
Salinas, California 93901
With a copy to:

City Attorney
City of Salinas
200 Lincoln Avenue
Salinas, California 93901
(B) Written notices to the Consultant shall, until further notice by the Consultant, be addressed to:

Kimley-Horn and Associates
Attn: Frederik Venter
10 S. Almaden Blvd
San Jose, CA 95113
(C) The execution of any such notices by the City Manager shall be effective as to Consultant as if it were by resolution or order of the City Council, and Consultant shall not question the authority of the City Manager to execute any such notice. (D) All such notices shall either be delivered personally to the other party’s designee named above, or shall be deposited in the United States Mail, properly addressed as aforesaid, postage fully prepaid, and shall be effective the day following such deposit in the mail.

24. Nondiscrimination. During the performance of this Agreement, Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, ancestry, creed, sex, national origin, familial status, sexual orientation, age (over 40 years) or disability. Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion,

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ancestry, creed, sex, national origin, familial status, sexual orientation, age (over 40 years) or disability.

25. Conflict of Interest. Consultant warrants and declares that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, in any manner or degree which will render the services required under the provisions of this Agreement a violation of any applicable local, state or federal law. Consultant further declares that, in the performance of this Agreement, no subcontractor or person having such an interest shall be employed. In the event that any conflict of interest should nevertheless hereinafter arise, Consultant shall promptly notify City of the existence of such conflict of interest so that City may determine whether to terminate this Agreement. Consultant further warrants its compliance with the Political Reform Act (Government Code section 81000 et seq.) and Salinas City Code Chapter 2A that apply to Consultant as the result of Consultant’s performance of the work or services pursuant to the terms of this Agreement.

26. Headings. The section headings appearing herein shall not be deemed to govern, limit, modify, or in any manner affect the scope, meaning or intent of the provisions of this Agreement.

27. Attorneys’ Fees. In case suit shall be brought to interpret or to enforce this Agreement, or because of the breach of any other covenant or provision herein contained, the prevailing party in such action shall be entitled to recover their reasonable attorneys’ fees in addition to such costs as may be allowed by the Court. City’s attorneys’ fees, if awarded, shall be calculated at the market rate.

28. Non-Exclusive Agreement. This Agreement is non-exclusive and both City and Consultant expressly reserves the right to contract with other entities for the same or similar services.

29. Rights and Obligations Under Agreement. By entering into this Agreement, the parties do not intend to create any obligations express or implied other than those set out herein; further, this Agreement shall not create any rights in any party not a signatory hereto.

30. Licenses. If a license of any kind, which term is intended to include evidence of registration, is required of Consultant, its representatives, agents or subcontractors by federal, state or local law, Consultant warrants that such license has been obtained, is valid and in good standing, and that any applicable bond posted in accordance with applicable laws and regulations.

31. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute a single agreement.

32. Legal Representation. Each party affirms that it has been represented, if it so chose, by legal counsel of its own choosing regarding the preparation and the negotiation of this Agreement and the matters and claims set forth herein, and that each of them has read this Agreement and is fully aware of its contents and its legal effect. Neither party is relying on any

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statement of the other party outside the terms set forth in this Agreement as an inducement to enter into this Agreement.

33. Joint Representation. The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any party. No presumptions or rules of interpretation based upon the identity of the party preparing or drafting the Agreement, or any part thereof, shall be applicable or invoked.

34. Warranty of Authority. Each party represents and warrants that it has the right, power, and authority to enter into this Agreement. Each party further represents and warrants that it has given any and all notices, and obtained any and all consents, powers, and authorities, necessary to permit it, and the persons entering into this Agreement for it, to enter into this Agreement.

35. No Waiver of Rights. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver or a waiver of a subsequent breach of the same or any other provision of this Agreement. The failure to provide notice of any breach of this Agreement or failure to comply with any of the terms of this Agreement shall not constitute a waiver thereof.

Failure on the part of either party to enforce any provision of this Agreement shall not be construed as a waiver of the right to compel enforcement of such provision or any other provision. A waiver by the City of any one or more of the conditions of performance under this Agreement shall not be construed as waiver(s) of any other condition of performance under this Agreement.

IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement on the date first written above.

CITY OF SALINAS
____________________________
Steve Carrigan
City Manager
APPROVED AS TO FORM:
_________________________
□ Christopher A. Callihan, City Attorney, or
□ Rhonda Combs, Assistant City Attorney

CONSULTANT
___________________________________

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By (Printed Name): ___________________
Its (Title): ___________________________

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Exhibit A- Insurance Requirements
Insurance Requirements
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, his agents, representatives, employees, or subcontractors. With respect to General Liability and Professional Liability, coverage should be maintained for a minimum of five (5) years after Agreement completion.

MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
(A)Commercial General Liability (“CGL”): Insurance Services Office Form (“ISO”) CG 00 01 covering CGL on an occurrence basis, including products and completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. (B) Automobile Liability: ISO Form CA 0001 covering any auto, or if Consultant has no owned autos, hired and non-owned, with limits no less than $1,000,000 per accident for bodily injury and property damage.
(C)Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease.
(D)Professional Liability (also known as Errors and Omissions) insurance appropriate to the work being performed, with limits no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate per policy period of one year.

If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City of Salinas requires and shall be entitled to the broader coverage and/or higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

OTHER INSURANCE PROVISIONS
The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status
The City of Salinas, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10, CG 11 85, or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).

Form: Professional Services Agreement v. January 2021 Page 14 of 16 Kimley-Horn and Associates, Inc.

April 2023
Primary Coverage
For any claims related to this Agreement or the project described within this Agreement, the Consultant’s insurance coverage shall be primary coverage at least as broad as ISO Form CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.

Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City.

Waiver of Subrogation
Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance.

Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Salinas for all work performed by the Consultant, its employees, agents, and subcontractors.

Self-Insured Retentions
Self-insured retentions must be declared by Consultant to and approved by the City. At the option of the City, Consultant shall provide coverage to reduce or eliminate such self-insured retentions as respects the City, its officers, officials, employees, and volunteers; or the consultant shall provide evidence satisfactory to the City guaranteeing payment of losses and related investigations, claim administrations, and defense expenses. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

Claims Made Policies
If any of the required policies provide coverage on a claims-made basis:

1. The Retroactive Date must be shown and must be before the date of this Agreement or the beginning of Agreement work.

2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the Agreement 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 Agreement effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of Agreement work.

4. A copy of the claims reporting requirements must be submitted to the City for review.

Form: Professional Services Agreement v. January 2021 Page 15 of 16 Kimley-Horn and Associates, Inc.

April 2023
Verification of Coverage
Consultant shall furnish the City with original certificates and amendatory endorsements or copies of the applicable insurance language effecting coverage required by this Agreement. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Subcontractors
Consultant shall require and verify that all sub-consultants and/or subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that Entity is an additional insured on insurance required from such sub-consultants and/or subcontractors.

Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

Maintenance of Insurance
Maintenance of insurance by Consultant as specified shall in no way be interpreted as relieving Consultant of its indemnification obligations or any responsibility whatsoever and the Consultant may carry, at its own expense, such additional insurance as it deems necessary.

Form: Professional Services Agreement v. January 2021 Page 16 of 16 Kimley-Horn and Associates, Inc.

April 2023
Exhibit B- Scope of Service
[Scope of Service; Compensation]

PROFESSIONAL SERVICES

FOR THE SALINAS ACTIVE

TRANSPORTATION PLAN

PROPOSAL FOR
Prepared for:

Prepared by:

P R O F E S S I O N A L S E R V I C E S F O R

THE SALINAS ACTIVE TRANSPORTATION PLAN

PROPOSAL FOR
City of Salinas  TRTP95003.2023  5
transportation improvements. Data shows that numbers of pedestrians and bicyclists are high in many areas of the City. This Active Transportation Plan will build on City’s recent momentum with active transportation implementation and the multimodal activity that is already occurring to provide more equitable and meaningful connections and safer facilities for the people of Salinas.

Approach
Kimley-Horn has assembled a diverse team of accomplished roadway safety and active transportation design professionals to develop an Active Transportation Plan focused on implementable projects for which the City can pursue design-phase funding. The plan will not be a document that sits on a shelf or resides in a link on the City’s website because the projects are infeasible, not cost-effective, or rely on redevelopment to occur. Instead it will provide a road map for the City to implement mobility projects over the next 2-5 years by taking advantage of ongoing maintenance projects and grant funding opportunities. The plan will set the groundwork for identifying and prioritizing projects further into the future as redevelopment occurs.

The plan will take a holistic view of active transportation in the City and apply a systematic approach to the future of mobility. The study will include a needs assessment focused on identifying a backbone network of major arterials and other parallel facilities for walking and biking, combined with a series of first- and last-mile connections to key areas of the City, enhancing safety and creating efficient routing for local and regional active transportation trips. The network will ultimately enhance access between residential neighborhoods, schools, employment centers, parks, and transit, promoting physical activity and improving the health of people in Salinas.

The ATP will be developed taking cognizance of the General Plan Circulation Element (currently underway), which is ideal for creating synergy between the proposed active transportation facilities and the future land uses. Developing a design guide in parallel to the ATP will also help ensure the vision of the plan is carried out during the implementation phase of the proposed projects and programs.

The Salinas Active Transportation Existing Conditions and Needs Assessment from 2018 has already laid some groundwork for the existing conditions phase of this plan. Therefore, the existing conditions tasks laid out in this proposal will rely heavily upon the work that has already been completed and will supplement the previous study with more recent data and planning documents that have been completed since 2018. Reusing data and information from the previous study will allow the project team to focus more efforts on the analysis, concepts, and design phase of the plan. The plan will focus on providing mobility options for the historically underserved populations of Salinas, enhancing their resiliency during economic changes, and allowing people to move throughout the City safely. The key deliverable for this plan will be grant-ready project concepts and cost estimates that can be easily transitioned to the next phase of securing funding for final design and construction phases.

Work Plan
Task 0: Project Management
(not included in the RFP)
Task 0.1: Kick-Off Meeting
Kimley-Horn will prepare for and conduct a two-hour in-person project kickoff meeting with the City, during which the team will:
Fine-tune the project scope and schedule
Identify participants needed for subsequent project team meetings Discuss the public outreach and engagement plan
Review a list of available documents and data
Discuss the City’s vision and goals for the project
Kimley-Horn will distribute meeting notes to attendees within 72 hours of the meeting.

Task 0.2: Project Team Meetings
Kimley-Horn will prepare for and conduct regular project team meetings where the team will review progress, discuss next steps, and refine the schedule as needed. In advance of each meeting, Kimley-Horn will prepare an agenda; during each meeting, we will provide an update on project deliverables and budget. The regularity of these meetings may change over the course of the project depending on the level of City input needed. Therefore, up to eight (8) regularly scheduled one-hour project meetings are accounted for in this task. It is assumed up to three (3) of these meetings can be in-person meetings if desired.

Task 0.3: Project
Management/Coordination
Kimley-Horn project manager, Amy
Restelli, will be the primary point of
contact for City staff and will manage
the Kimley-Horn and KTUA team
and project progress throughout
the project duration. Kimley-Horn
will provide quality control review
of all internal and subconsultant
deliverables before distributing to
City staff. Quality control time is
included in each of the respective
tasks described in this scope.

Task 0 Deliverables:
One (1) in-person
kick-off meeting
Up to eight (8) project
team meetings, (3)
may be in-person
Up to five (5)
coordination meetings
with Ecology Action
Monthly invoices and
progress reports

P R O F E S S I O N A L S E R V I C E S F O R

THE SALINAS ACTIVE TRANSPORTATION PLAN

PROPOSAL FOR
City of Salinas  TRTP95003.2023  6
Kimley-Horn will also coordinate closely with the Ecology Action team, ensuring that the community vision is carried out through the development of the plan. Specifically, Kimley-Horn will hold up to five (5) coordination meetings with Ecology Action to stay informed on progress with public outreach and feedback received from the community and stakeholders.

Kimley-Horn will develop monthly invoices and written progress reports to accompany each invoice.

Task 1: Existing Conditions
Task 1.1: Existing Conditions
Kimley-Horn will conduct a review of up to 10 local and regional planning documents relevant to the development of the Plan to identify planned projects and programs that impact bicycle and pedestrian mobility in the City, including the Salinas Active Transportation Existing Conditions and Needs Assessment from 2018. The review will focus on identifying relevant planned projects, community needs, and any policies or programs that would likely encourage or discourage active transportation in Salinas.

The Kimley-Horn team will also compile and examine existing circulation GIS data for pedestrians, bicyclists, and motorists to develop a socio-demographic analysis. This analysis will assess the need, demand, and potential for walking and bicycling (e.g., vehicle ownership, gender, age, etc.) using available existing data. Replica data will also be utilized to highlight major activity centers for walking and biking trips.

Task 1.2: GIS Mapping
The Kimley-Horn team will develop up to 16 base maps of the data analyzed in Task 1.1. The set of maps will include an existing and proposed network to illustrate pedestrian and bicycle routes by functional classification and their overall connections to the regional network as well as existing and proposed land use maps with key destinations.

It is assumed that the GIS files provided will conform to Model Inventory or Road Elements (MIRE) specifications, and that any required modifications or cleaning are not included in this scope and fee. Data such as Average Daily Traffic (ADT), speed limits, and roadway classifications are assumed to be provided in the GIS files.

Task 1.3: Trail Network
Building off of Exhibit D of the Alisal
MOU - Proposed Trail Network,
input from the community, and
other ongoing planning efforts,
the Kimley-Horn team will develop
base maps and document the
condition of existing trail segments
and potential corridor alignments.

Assessment of these trails and
corridors will include surface type,
amenities and connections to the
roadway network.

Task 2: Analysis
Task 2.1: Traffic Counts
The Kimley-Horn team will compile traffic count data provided by the City and request traffic count data from Caltrans where necessary. Based on the available count data, the project team will identify 10 locations where traffic count data would aid in the decision-making process for developing the recommended active transportation networks. The Kimley-Horn team will conduct traffic counts at these locations and compile the data for the City.

Task 2.2: Safety Analysis
The Kimley-Horn team will compile previously analyzed traffic safety data from the Salinas Local Roadway Safety Plan (LRSP) and supplement this data with a qualitative overview of pedestrian- and bicycle-related fatalities and serious injuries that have occurred since the LRSP data was analyzed. It is assumed the collision data is in a format that does not require additional analysis or cleanup in order to visually display collision trends.

Kimley-Horn will utilize historical collision data to identify pedestrian- and bicycle-related collision hot spot locations. The analysis will help identify high-incident locations, and the team will take a proactive approach to systemically identify countermeasures for reducing pedestrian- and bicyclerelated collisions. The countermeasure profiles will later be incorporated into the Active Transportation Plan.

Task 2.3: Gap and Barrier Analysis
Kimley-Horn will map existing pedestrian and bicycle facilities in the City using any existing GIS or CAD data available from the City. If City records are incomplete, the Kimley-Horn
team will update the maps for the
arterial and collector roadway system
using available aerial photography.

The team will identify key thematic
active transportation needs based
on the data obtained and analyzed in
previous tasks, highlighting gaps in
the existing infrastructure that may
inhibit system use.

In coordination with the City,
Kimley-Horn will identify key activity centers (existing and proposed) such as schools, parks, job centers, tourist destinations, and other regional activity centers that attract pedestrians and bicyclists. Using the key destinations and proposed active transportation network, Kimley-Horn will develop a propensity active transportation demand model to understand the anticipated number of biking and walking trips. The preferred land use plan from the General Plan will be used to identify connectivity gaps between existing and proposed development.

Task 2.4: Level of Traffic Stress (LTS) Analysis
Kimley-Horn will perform a Bicycle Level of Traffic Stress (BLTS) analysis on circulation element roadways in the City to identify low-stress facilities in the existing bicycle network. The analysis will help identify areas that are considered high-stress environments for bicyclists based on roadway characteristics such as vehicle speeds, volumes, number of travel lanes, and distance between vehicles and bicyclists. The results will be used to inform the Task 1 Deliverables:
Existing Active
Transportation Map
Compiled available traffic data
City demographics data
City land uses and key
destinations map
Summary of
Existing Conditions
Summary of Trail Network
existing conditions and map
Task 2 Deliverables:
Traffic counts
Collision maps and diagrams
Gap and barrier maps
Level of Stress map
Trail Network access
and connectivity
analysis report and map

P R O F E S S I O N A L S E R V I C E S F O R

THE SALINAS ACTIVE TRANSPORTATION PLAN

PROPOSAL FOR
City of Salinas  TRTP95003.2023  7
decision-making process for the recommended bike network, highlighting key areas in need of bicycle enhancements.

Task 2.5: Trail Network Access and Connectivity Analysis The Kimley-Horn team will evaluate the existing and proposed trail network, primarily focusing on points of access, existing connections, and crossings.

Identifying opportunities to expand trail connectivity, complete missing links, and assess the placement of safe crossings will be key to integrating the trails into the overall citywide active transportation network.

Task 3: Public Outreach (led by City of Salinas
and Ecology Action)
Task 3.1: Community Survey
Kimley-Horn will provide comments on the online community survey to be developed by Ecology Action. The goal of the survey will be to solicit feedback from the City’s residents and visitors on their vision for active transportation in Salinas. It will be important for the community members to feel informed about active transportation and empowered to make a difference in their City. The feedback
received will be incorporated in the
development of the recommended
networks, especially in the project
prioritization process.

Option Task 3.2: Public Workshop Support
The Kimley-Horn team will attend and present at up to two (2) public workshops. This task includes up to 20 hours of supporting materials (e.g., powerpoint slides, boards, etc.) per meeting and attendance from up to two (2) Kimley-Horn staff members.

Task 4: Advisory Committee Meetings (led by
City of Salinas and Ecology Action)
Task 4.1: Presentations to Stakeholder Advisory Committee Kimley-Horn will prepare for and
attend up to two (2) Stakeholder
Advisory Committee (SAC) meetings
facilitated by the City of Salinas
and Ecology Action. For the first
meeting, Kimley-Horn will present
the draft recommended networks
and preliminary concept alternatives
to solicit initial feedback from the
committee. For the second meeting,
Kimley-Horn will present design concepts based on feedback on alternatives as well as a draft implementation plan. The implementation plan will highlight key funding sources that the City can capitalize on in order to take the proposed projects to the design phase and will provide key actions and next steps for phasing the plan.

Kimley-Horn will also review any materials prior to or resulting from other SAC meetings. This portion of the task assumes up to 20 hours of time spent on reviewing materials.

Task 4.2: Stakeholder Interviews
Kimley-Horn will prepare for and participate in up to four (4) group interviews with various stakeholder groups to be facilitated by Ecology Action. The stakeholder group interviews will target specific locations where alternatives are under consideration and input from those invested in adjacent properties or heavily utilizing the corridor will be able to weigh in. Kimley-Horn will develop presentation materials for each stakeholder meeting. The interviews will be summarized and included as an attachment to the Active Transportation Plan document, if desired.

Task 5: Draft and Final Plans
Task 5.1: Project Network and Prioritization
The Kimley-Horn team will identify and recommend improvements to the pedestrian and bicycle networks for people walking, biking, and using mobility assistance devices, such as wheelchairs. Kimley-Horn will use previous planning studies as a starting point for a list of projects, then work with City staff to include locally desired projects that may not have been included in previous plans as well as appropriate gap closures and connections between existing communities and areas planned for development. Input collected through public outreach will also be incorporated into the list of desired projects. Kimley-Horn will prepare maps of proposed improvements. A highlevel feasibility study will be performed for all recommended bikeway projects to ensure projects can be implemented within the existing right-of-way to the extent feasible. Kimley-Horn will make an effort to propose low-cost projects where feasible and recommend a connected network that does not rely on redevelopment in order to be successfully implemented.

The team will evaluate the recommendations based on goals developed by the community and describe impacts and benefits such as safety, connectivity, increased biking and walking, and maintenance. Prioritization will be completed using KTUA’s proprietary GIS tools. Criteria may include:
Collision locations
Capital Improvement Plans
Public support (community engagement results)
Bicycle Level of Traffic Stress
Local and regional connectivity
Proximity to activity centers (schools, parks, transit, retail, recreation, etc.) Schools eligible in the Free-Reduced Meal Program
Social equity factors (household income, private vehicle access, and median income, among others)
Healthy Places Index factors
It will be critical to evaluate potential gentrification and displacement of residents that may result from proposed projects. Impacts on climate change based on active transportation improvements can also be evaluated.

Examples will be included to show how other regions assess gentrification, displacement, placemaking, and community involvement in the planning process. After review and comment, the prioritization criteria will be applied to the recommended active transportation network to develop a prioritized list of active transportation improvements for concept development.

Task 3 Deliverables:
Comments on draft survey
Task 4 Deliverables:
Up to four (4)
stakeholder interviews
Presentation materials
Interviews summary
appendix

P R O F E S S I O N A L S E R V I C E S F O R

THE SALINAS ACTIVE TRANSPORTATION PLAN

PROPOSAL FOR
City of Salinas  TRTP95003.2023  8
Task 5.2: Corridor Concept Analysis, Designs, and Costs Kimley-Horn will develop up to three (3) illustrative cross-section alternatives for the top six (6) priority projects (corridors or areas) identified in the prioritization process from Task 5.1. Consideration will be given to the complex intersections involved in each project, and high-level intersection designs will be identified for each of the alternatives. The alternatives will be presented to the project team, identifying trade-offs, traffic and safety impacts, anticipated community concerns, and design/implementation challenges. The alternatives will be presented at one of the project progress meetings for feedback from the City prior to presenting the alternatives to the Stakeholder Advisory Committee.

The concepts for the preferred alternative of the top six (6) projects (corridors or areas) will be developed at a 10% AutoCAD level based on aerial imagery or base maps provided by the City. The concepts will show locations of existing curb and gutter, back of sidewalk, medians, and pavement markings as well as right-of-way information provided by the City. Each concept will include up to three (3) intersection designs, of which one (1) intersection may be significantly complicated. The 10% concepts will be updated based on one (1) round of consolidated comments from the City.

Planning-level cost estimates will be developed for the six (6) priority projects based on the City’s latest unit costs and data collected from comparable cities in California. The cost estimate will include the entire length of the project, rather than limiting the cost to just the section that is shown in the concept.

The cost estimates will be provided to the level necessary for inclusion in future grant applications.

Up to four (4) trail network improvements will be designed as concept level plans in AutoCAD and will include planning level cost estimates based on feedback from the community, SAC, and the City. The concept level plans will also be based exclusively on the latest high-resolution aerial photos from Nearmap or available AutoCAD base mapping provided by City staff.

Task 5.3: Design Guidelines
The Kimley-Horn team will prepare design guidelines to address specific design solutions for the identified zones and projects in need. Existing AASHTO, FHWA, and NACTO resources will be used as needed. Improvements will include on-street/off-street bicycle and pedestrian facilities, citywide amenities, and other necessary standards. The trail-specific guidance may include details such as directional/wayfinding signage, trailhead features, lighting, benches, and trash/recycling receptacles. Where applicable, urban greening and placemaking guidelines will also be provided. The guidelines will be updated based on one (1) round of consolidated comments from the City.

Task 5.4: Funding and Phasing
Kimley-Horn will develop a compiled matrix of funding sources to plan and implement the active transportation and trail network improvements proposed in the Plan. The funding sources may include local, regional, state, and federal sources and would include a variety of fund types, including transportation, air quality, water quality, health, and sustainability. The funding list will include details on what each funding source can address, such as feasibility analysis, environmental review, right-of-way acquisition, final design, construction, maintenance, and operations. The matrix will include the anticipated next call for applications date and other key information needed for the applications.

A more detailed implementation plan for the top six (6) priority projects, identifying the most competitive funding sources and cycle timelines for each, will also be provided. The implementation memorandum will be updated based on one (1) round of consolidated comments from the City.

Task 5.5: Maintenance Plan and Cost Estimates
The Kimley-Horn team will coordinate with other City departments to identify a maintenance plan for each proposed trail project or trail improvement project and develop a cost estimate of annual opreational and maintenance costs associated with each project.

Task 5.6: Draft and Final Plan
Kimley-Horn will incorporate the results of all prior tasks listed, combined with the Salinas Active Transportation Plan: Outreach and Implementation, to create a draft Active Transportation Plan. The plan will be graphically illustrated with maps and drawings, including detailed recommendations for public infrastructure improvements. Following administrative review by the City and Caltrans and one (1) round of minor consolidated comments, the draft will be made available for review by the public for a 30-day comment period.

Based on input received by the public
on the draft plan, Kimley-Horn will
prepare the final Active Transportation
Plan. The final Active Transportation
Plan will include an action plan
for the City’s next steps towards
implementation of the recommended
projects and programs.

The Kimley-Horn team will lead
the preparation of a draft and final
Trail Network Master Plan that will
maintain a consistent look with the
Active Transportation Plan. This
plan will include all analysis and
recommendations discussed in
previous tasks, including existing
conditions, access and connectivity
analysis, Trail Network concept
design and cost estimates, potential
funding sources, design guidelines,
and maintenance plan.

Task 6: Board Review/Approval
Task 6.1: Board Review/Approval
Kimley-Horn will present the final version of the Salinas Active Transportation Plan to the Transportation Commission, Planning Commission, and City Council. The team will prepare materials for each presentation and adjust the presentation based on feedback from each group. This assumes up to 20 hours of work on presentation materials preparation.

Task 5 Deliverables:
Draft and final
pedestrian and bicycle
recommend network maps
Prioritization strategy memo
Conceptual design
alternatives
Preferred design
alternatives and planning
level cost estimates
Draft and final
design guidelines
Implementation memo
Administrative draft plan
Draft plan
Final plan
Draft and Final Trail
Network Master Plan
194.54% Overhead% Name Amy Restelli Frederik Venter Adam Dankberg 194.38% Overhead% w/o FCCM Category/Title Project Manager Technical Advisor QA/QC 10% Fee% Direct Rate $60.44 $124.04 $95.68 $104.29 $88.22 $73.36 $62.21 $55.67 $47.60 $49.05 $37.36 Billing Rate $195.81 $401.86 $309.98 $337.88 $285.81 $237.67 $201.55 $180.36 $154.21 $158.91 $121.04 Task 0 67 4 2 0 0 2 0 32 68 0 32 207 $ 35,953.39 $ 35,953.39

0.1 7 2 0 0 0 11 0 20 $ 3,870.76 $ 3,870.760.2 44 2 2 2 0 52 0 102 $ 18,533.87 $ 18,533.870.3 16 0 0 0 32 5 32 85 $ 13,548.76 $ 13,548.76 Task 1 16 1 1 0 0 0 0 12 36 0 0 66 $ 11,560.83 $ 16,010.29 $ 27,571.12

1.1 12 1 1 0 4 36 0 54 $ 9,334.71 $ 9,334.711.2 4 0 0 0 8 0 0 12 $ 2,226.12 $ 6,129.78 $ 8,355.901.3 0 $ ‐ $ 9,880.51 Task 2 12 0 0 0 0 12 0 24 88 0 0 136 $ 23,101.19 $ 18,348.44 $ 41,449.62

2.1 000 0 0 0 00 $ ‐ $ ‐ 2.2 400 0 4 0 08 $ 1,504.68 $ 6,129.78 $ 7,634.462.3 2 0 0 12 12 40 0 66 $ 11,576.51 $ 11,576.512.4 6 0 0 0 8 48 0 62 $ 10,019.99 $ 10,019.992.5 0 $ ‐ $ 12,218.66 Task 3 20000200 0 004 $ 866.97 $ 866.97

3.1 200 2 0 0 04 $ 866.97 $ 866.97
Task 4 28 4 2 0 0 4 0 0 42 0 0 80 $ 15,137.81 $ 15,137.81

4.1 16 2 0 4 0 30 0 52 $ 9,513.81 $ 9,513.814.2 12 2 2 0 0 12 0 28 $ 5,624.00 $ 5,624.00 Task 5 158 6 3 0 6 40 0 62 674 0 40 989 $ 165,464.83 $ 61,601.90 $ 227,066.73

5.1 42 2 2 2 4 20 136 0 208 $ 35,750.32 $ 2,984.31 $ 38,734.635.2 56 1 1 4 30 12 314 0 418 $ 70,538.05 $ 30,822.10 $ 101,360.155.3 400 0 4 0 08 $ 1,504.68 $ 11,507.44 $ 13,012.125.4 10 0 0 0 0 40 0 50 $ 8,126.66 $ 8,126.665.5 $ ‐ $ 1,385.80 $ 1,385.805.6 46 3 0 6 26 184 40 305 $ 49,545.11 $ 14,398.93 $ 63,944.05 283 15 8 0 6 60 0 130 908 0 72 1482
$ 55,414.88 $ 6,027.93 $ ‐ 2,479.86 $ $ 1,714.88 $ ‐ 14,260.22 $ $ 23,446.61 $ ‐ 140,025.88 $ $ 8,714.75 $ 252,085.01 $ 95,960.62 $ 348,045.64 $ 14,083.40 $ 2,074.13 $ 16,157.53
$ 10,083.40 $ 974.13 $ 11,057.53
$ 4,000.00 $ 1,100.00 $ 5,100.00
$ 266,168.41 $ 98,034.76 $ 364,203.17
March 24, 2023
City of Salinas
Active Transportation Plan (ATP)
KTU&A Cost Project Total Cost
Draft and Final Plans
Analyst II Analyst I Sr. Professional II Sr. Professional I Professional II Professional I Funding and PhasingProject ManagementProject Kick-Off MeetingProject Team MeetingsProject ManagementGap and Barrier AnalysisDraft and Final PlansStakeholder InterviewsMaintenance Plan and Cost Estimates TOTAL COST:

Existing Conditions GIS MappingTraffic CountsSafety AnalysisLevel of Traffic Stress (LTS) AnalysisTrail Network Access and Connectivity AnalysisCommunity SurveyPublic Outreach Advisory Committee Meetings

TOTAL HOURS
Subtotal Labor:

Presentations to Stakeholder Advisory CommitteeOther Direct Costs Labor EscalationMileage/Travel
Corridor Concept Analysis, Designs, and CostsDesign Guidelines Kimley-Horn and Associates, Inc.

KH Hours KH Cost
Existing Conditions Analysis
Sr. Project
Support
Project
Support
Trail NetworkProject Network and Prioritization
1 RESOLUTION NO. 22640 (N.C.S.)
A RESOLUTION 1) APPROVING THE AGREEMENT FOR PROFESSIONAL

SERVICES BETWEEN THE CITY OF SALINAS AND KIMLEY HORN AND ASSOCIATES, INC. FOR THE ACTIVE TRANSPORTATION PLAN; 2) AUTHORIZING THE USE OF ACTIVE TRANSPORTATION PLAN FUNDS (CIP:
5800.50.9349) UP TO $266,168.41 FOR THE AGREEMENT WITH KIMLEY HORN AND ASSOCIATES, INC. FOR THE SALINAS ACTIVE TRANSPORTATION PLAN; AND 3) AUTHORIZING A TRANSFER TO THE ACTIVE TRANSPORTATION ACCOUNT (CIP: 5800.50.9349) OF $60,000 FROM THE BICYCLE LANE INSTALLATIONS ACCOUNT (CIP 5800.50.9607).

WHEREAS, the City of Salinas received a Sustainable Transportation Planning Grant to develop an Active Transportation Plan; and
WHEREAS, the City released a request for proposals on January 9th, 2023, for Professional Services for the Salinas Active Transportation Plan; and WHEREAS, the City received four (4) proposals from Alta, Kimley Horn and Associates, Inc., Mark Thomas, and TJKM; and
WHEREAS, after evaluating proposals and consultant interviews an evaluation committee selected Kimley Horn and Associates, Inc. as the most qualified consultant for this scope of work; and
WHEREAS, City staff reviewed scope of work and proposed staff hours by Kimley Horn and Associates, Inc. and believe that the fee is appropriate; and WHEREAS, staff recommends Council approve a Resolution approving the agreement for Professional Services between the City of Salinas and Kimley Horn and Associates, Inc. for the Active Transportation Plan; and
WHEREAS, the City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).

NOW, THEREFORE, BE IT RESOLVED that the Salinas City Council hereby approves a Resolution approving the agreement for Professional Services between the City of Salinas and Kimley Horn and Associates, Inc. for the Active Transportation Plan; and BE IT FURTHER RESOLVED that the Salinas City Council hereby approves a Resolution authorizing the use of Active Transportation Plan funds (CIP: 5800.50.9349) up to $266,168.41 for the agreement with Kimley Horn and Associates, Inc. for the Salinas Active Transportation Plan; and
BE IT FURTHER RESOLVED that the Salinas City Council hereby approves a DocuSign Envelope ID: 7AC1BE85-3DD7-4074-828F-DE71D2445EEE 2 Resolution authorizing a transfer to the Active Transportation Account (CIP: 5800.50.9349) of $60,000 from the Bicycle Lane Installations Account (CIP 5800.50.9607).

PASSED AND APPROVED this 18th day of April 2023, by the following vote:

AYES: Councilmembers Barrera, Gonzalez, Osornio, Rocha, Sandoval and Mayor Craig NOES: None
ABSENT: Councilmember McShane
ABSTAIN: None
APPROVED:
________________________
Kimbley Craig, Mayor
ATTEST:
_________________________
Patricia M. Barajas, City Clerk
DocuSign Envelope ID: 7AC1BE85-3DD7-4074-828F-DE71D2445EEE City of Salinas
Legislation Text
200 Lincoln Ave., Salinas,
CA 93901
www.cityofsalinas.org
File #: ID#23-324, Version: 1
Agreement with SCI Consulting Group (SCI) to Provide Commercial Cannabis Tax Assessment and Monitoring Services
Approve a Resolution authorizing the City Manager or designee to negotiate and execute a Professional Services Agreement with SCI Consulting Group for a not to exceed amount of $180,000 for a term from January 1, 2023, to June 30, 2024, to conduct cannabis tax assessment and monitoring services.

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CITY OF SALINAS

COUNCIL STAFF REPORT
DATE: MAY 16, 2023
DEPARTMENT: COMMUNITY DEVELOPMENT
FROM: LISA BRINTON, DIRECTOR
BY: COURTNEY GROSSMAN, PLANNING MANAGER
TITLE: AUTHORIZATION TO EXECUTE AGREEMENT WITH SCI

CONSULTING GROUP (SCI) TO PROVIDE COMMERCIAL

CANNABIS TAX ASSESSMENT AND MONITORING SERVICES
RECOMMENDED MOTION:

A motion to approve a resolution authorizing the City Manager or designee to negotiate and execute a professional services agreement with SCI Consulting Group for a not to exceed amount of $180,000 for a term from January 1, 2023, to June 30, 2024, to conduct cannabis tax assessment and monitoring services.

EXECUTIVE SUMMARY:

The City of Salinas regulates the establishment and the operation of a limited number of commercial cannabis businesses, including cultivation, dispensaries, manufacturing, distribution, and delivery services. To ensure that permitted cannabis businesses are operating in compliance with established regulations, including payment of required taxes, the City of Salinas engaged SCI Consulting Group (“SCI”) on April 26, 2022. SCI was also contracted to complete a taxation recommendation report, which was presented to the City Council on August 23, 2022.

To conduct the required monitoring, SCI subcontracted with Pun Group to conduct audits of the taxes remitted by the cannabis businesses. Unfortunately, the City has had difficulty in getting responses from the cannabis permit holders on the financial information requested by Pun Group.

This has significantly delayed progress. As a result, the agreement expired before the compliance reports could be completed, requiring the City to enter into a new agreement. The new agreement would be for a not to exceed amount of $180,000 and would include an 18-month term from January 1, 2023 until June 30, 2024, to enable SCI and Pun to complete tax assessment and compliance reports for 2021, 2022, and initiate work for 2023. The City collects fees to cover the costs associated with the cannabis tax assessment and compliance monitoring.

BACKGROUND:

Prior to working with SCI Group, the City contracted with Marcias Gini and O’Connell LLP (MGO) to prepare the assessment and compliance reports for the operational cannabis businesses.

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MGO did not conduct reports annually because of some of the difficulties in getting financial data from the cannabis businesses. Ultimately, in late 2021, MGO indicated they would no longer provide the service to the City of Salinas. In March 2022, the Community Development Department sent out a Request for Proposals (RFP) seeking a new consultant team to provide cannabis tax assessment and monitoring services including auditing, inspection, and cannabis tax rate analysis and recommendations.

Two proposals were received in response to the City’s RFP. Staff rated and ranked the proposals.

SCI received the highest ranking based upon its expert knowledge of the local California cannabis industry coupled with its broad experience providing municipalities with regulation, implementation, tax consulting, public opinion research (polling) and tax-related community outreach consulting services. SCI was timely in successfully completing the first task in the agreement – a taxation recommendation report presented to Council on August 23, 2022.

DISCUSSION:

After the completion of the taxation recommendation report, staff held a kickoff meeting to discuss next steps including the completion of:
1) Commercial Cannabis Tax Assessments: SCI subcontracted with The Pun Group LLP, Certified Public Accountants, and Business Advisors, a full-service accounting firm, to provide a comprehensive annual auditing of cannabis businesses to ensure that the city receives full payment of all taxes.
2) Compliance Inspections and Reporting: SCI is working to schedule onsite facility inspections for each commercial cannabis business and to report the results of inspections relative to the City’s local regulations and ordinances, conditions of approval, and State law.

During the kickoff meeting, it was decided that the compliance reports would follow a traditional calendar year, more typical of tax filings for private businesses. Staff worked with Rincon, which manages the cannabis permitting process, to develop a current list of active cannabis businesses.

Then, the City sent out letters introducing the active cannabis businesses to the Pun Group and reminding them of the annual monitoring requirements. Many of the cannabis businesses have failed to follow up as outlined in the letter or respond to phone calls to schedule initial compliance meetings.

While staff and the consultants proceeded in working on the compliance reports, it escaped both parties notice that the agreement expired on December 31, 2022. Normally, these agreements can be mutually extended before the term is up through an administrative amendment. However, because the agreement lapsed, it must come back to Council for action on a new agreement. To make the process more seamless and to be able to complete both the 2021 and 2022 reports, staff is recommending a not to exceed amount of $180,000 to cover two years of reports. The funding will also cover some work towards the 2023 compliance reports. Staff is aligning the agreement term with the fiscal year to better track the expiration date and to adequately budget for this expenditure.

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Commercial cannabis permit holders pay the monitoring fees to cover annual tax assessment and compliance reports. Because MGO did not complete annual reports, it is unclear whether the monitoring fees actually cover the overall consultant costs. SCI/Pun Group are charging less for the reports than MGO. Thus, it is estimated that the not to exceed amount of $180,000 will cover two years of tax assessment and compliance reports. This year, staff will evaluate whether the monitoring fees are enough to cover costs or if the fees must be increased. If it is determined that the fees are inadequate, staff will request fee modifications in April 2024 at the time the City fee schedule is considered by City Council.

CEQA CONSIDERATION:

The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) per Guidelines Section 15378. Because the matter does not cause a direct or foreseeable indirect physical change on or in the environment, this matter is not a project. Any subsequent discretionary projects resulting from this action will be assessed for CEQA applicability.

STRATEGIC PLAN INITIATIVE:

This staff report and recommendations align with the following City Council Goals and Strategies of Economic Development and Effective and Culturally Responsive Government. Services provided under the proposed agreement will support an efficient and well-run Cannabis Program that allows permitted cannabis businesses to operate and grow, resulting in increased revenue for the City.

DEPARTMENTAL COORDINATION:

Community Development Department staff consulted with Legal to develop the proposed agreement. The Community Development Department will continue to collaborate with the City Manager, City Attorney, and the Finance Department to execute the agreement.

FISCAL AND SUSTAINABILITY IMPACT:

It is anticipated that monitoring fees will cover the agreement cost. However, staff will continue to evaluate the adequacy of the fee and return to Council in April 2024 to increase the fees if necessary. The Current Planning Division’s fiscal year 2022/2023 budget line item under 1000.30.3462-63.5220 - Cannabis Monitoring is sufficient to fund the $180,000 agreement for preparation of the taxation assessment and compliance reports.

ATTACHMENTS:

1. Resolution

2. Proposed Professional Services Agreement

3. Exhibit B - SCI Scope of Work

4. Original Agreement for SCI Consulting Group – April 26, 2022 RESOLUTION NO. (N.C.S.)

AUTHORIZATION TO EXECUTE AGREEMENT WITH SCI CONSULTING GROUP (SCI) TO PROVIDE COMMERCIAL CANNABIS TAX ASSESSMENT AND

MONITORING SERVICES
WHEREAS, in March of 2022, the Community Development Department issued a Request for Proposals (RFP) to provide commercial cannabis tax assessment and monitoring services; and
WHEREAS, SCI Consulting Group (“SCI”) responded to the City’s RFP and adhered to the competitive bid process as defined in City of Salinas Municipal Code Chapter 12; and WHEREAS, SCI received the highest ranking based upon its expert knowledge of the local California cannabis industry coupled with its broad experience providing municipalities with regulation, implementation, tax consulting, public opinion research (polling) and tax-related community outreach consulting services; and
WHEREAS, on April 26, 2022, the Mayor executed a contract with SCI to ensure that permitted cannabis businesses are operating in compliance with established regulations, including payment of required taxes; and
WHEREAS, SCI and their subcontractor Pun Group have had difficulty in getting responses from the cannabis permit holders on the financial information, which has significantly delayed progress in completing the tax assessments and compliance reports; and WHEREAS, staff and the consultants diligently worked to complete the reports, but it escaped both parties notice that the contract expired on December 31, 2022; and WHEREAS, because the contract lapsed, City Council must approve a new contract with the term of January 1, 2023, to June 30, 2024; and
WHEREAS, to make the process more seamless and to be able to complete both the 2021 and 2022 tax assessments and compliance reports, staff is recommending a not to exceed amount of $180,000 to cover two years of reports; and
WHEREAS, the City collects fees to cover the cost associated with the cannabis tax assessment and compliance monitoring; and
WHEREAS, the new agreement is not a project as defined by CEQA Guidelines Section 15378 and, therefore, no environmental assessment is required; and WHEREAS, the Current Planning Division’s fiscal year 2022/2023 budget in line item 1000.30.3462-63.5220 under Cannabis Monitoring is sufficient to fund the $180,000 agreement for preparation of the taxation assessment and compliance reports, which will be offset by existing cannabis monitoring fees.

NOW, THEREFORE, BE IT RESOLVED that the Salinas City Council authorizes and directs the City Manager or designee to execute a professional services agreement with SCI effective from January 1, 2023, to June 30, 2024, in an amount not to exceed $180,000.

PASSED AND APPROVED this 16th day of May 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
________________________
Kimbley Craig, Mayor
ATTEST:
_________________________
Patricia M. Barajas, City Clerk

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Salinas City CouncilMay 16, 2023

Salinas City Council
May 16, 2023