Agenda packet — Santa Paula City Council, October 2, 2024

City of Santa Paula
City Council

MAYOR LESLIE CORNEJO
VICE MAYOR PEDRO A. CHAVEZ

COUNCILMEMBER JENNY CROSSWHITE

COUNCILMEMBER CARLOS JUAREZ

COUNCILMEMBER ANDY SOBEL

CITY COUNCIL REGULAR MEETING OF THE

SANTA PAULA CITY COUNCIL
WEDNESDAY, OCTOBER 2, 2024
6:30 PM - City Council Regular Meeting

SANTA PAULA CITY HALL
970 VENTURA STREET
SANTA PAULA, CA 93060

JULIE LATSHAW, CITY CLERK

DAN SINGER, CITY MANAGER

MONICA CASTILLO, CITY ATTORNEY
City of Santa Paula - City Council - City Council Regular Meeting 1

CITY COUNCIL REGULAR MEETING
You are invited to participate in all Regular City Council meetings. Agendas are posted in the front of Santa Paula City Hall, 970 Ventura Street, Santa Paula, 72 hours in advance of the scheduled meetings. The City Council's regular meetings start at 6:30 p.m. the first and third Wednesday of each month in the City Hall Council Chambers located at 970 Ventura Street in Santa Paula. Special and Closed Sessions vary by date and time.

HOW TO PARTICIPATE IN PERSON DURING THE MEETING: If you wish to speak at a City Council meeting, please fill out a Public Comment Form noting your name and address and submit the form to the City Clerk. Include the Agenda item number, when appropriate. Public comments are limited to 3 minutes.

1. Items Not on the Agenda: If you wish to discuss an item which is not scheduled on the Agenda, you may address the City Council during Public Comment. Please realize that due to the limitations placed on the City Council by provisions of the California Government Code, the City Council ordinarily cannot take action on any item that is not on the agenda. Because of these restrictions, expect that matters that you identify during public comment may be referred to staff or considered on a future agenda.

2. Agenda Items: Items being considered by the City Council may appear on the Consent Calendar, as an Action Item, or as a Public Hearing. Public comments on each type of item are handled differently, as explained below:
a. For items appearing on the Consent Calendar, please submit a Public Comment Form before the Council takes action on the Consent Calendar. Items that receive a Public Comment Form may be pulled from the Consent Calendar by the Mayor and discussed separately by the City Council.
b. For items appearing as an Action Item, the Mayor will announce the Agenda item and request the staff report, the staff member responsible will give a brief summary of the report; the City Council will have an opportunity to ask questions of staff; members of the public will be given an opportunity to comment on the item and ask additional questions (all members of the public should speak directly into the microphone at the speaker’s platform); and the City Council will discuss the item and then take appropriate action.
c. For items on which a Public Hearing is scheduled, the Mayor will open the public hearing and receive the staff report; members of the public will be given an opportunity to comment on the item and ask additional questions (all members of the public should speak directly into the microphone at the speaker’s platform); the City Council will discuss the item; and the Mayor will close the public hearing after City Council action.

HOW TO PARTICIPATE BEFORE THE MEETING: Members of the public are encouraged to submit email correspondence on any agenda item by sending an email to [email protected]. All public correspondence received by 3:00 p.m. (PT) on the meeting date will be provided to the legislative body before the meeting. Public Comments received after 3:00 p.m. will be provided to the legislative body the next day.

Your Participation in this meeting is in the public domain; meetings are cablecast; minutes of this meeting will reflect your participation in this meeting and are posted on the city’s website.

PLEASE NOTE: Be advised that if you bring a legal challenge to an action, you may be limited to raising only those issues you or someone else raised at the meeting described in this Agenda, or in written correspondence delivered to the City Council at or before the meeting.

Any action is subject to the ninety-day time period set forth in Code of Civil Procedure § 1094.6.

City of Santa Paula - City Council - City Council Regular Meeting 2

1. CALL TO ORDER
REMINDER: in order to minimize distractions during public meetings, all personal communication devices should be turned off or put in a non-audible mode.

2. INVOCATION

3. FLAG SALUTE

4. ROLL CALL

5. PUBLIC COMMENT
At this time, members of the public may comment on any item not appearing on the agenda that is within the subject-matter jurisdiction of the City Council. A Public Comment Form must be submitted to the City Clerk prior to the beginning of the Public Comment period in order to be recognized to speak. Individuals submitting Public Comment Forms after the beginning of the Public Comment period will not be allowed to speak at this time, but may be recognized to speak by the Mayor at the conclusion of the meeting. Individual Councilmembers may briefly respond to Public Comments or ask questions for clarification. The City Council may direct staff to report to the City Council on the item at a later meeting. For items appearing on the Agenda, the public will be invited to make comments at the time the item comes up for City Council consideration. If a member of the public wishes to address a Consent Calendar item, please submit a Public Comment Form for that item. It may then be discussed separately by the Council, and the public will be invited to make comments at that time. At all times, please use the microphone and write your name and address on the Public Comment Form provided.

6. PRESENTATIONS

6.A VENTURA COLLEGE PRESENTATION
RECOMMENDATION:

Presented by:

Dr. Claudia Lourido-Habib, Ventura College President
James Zavas, VP Business and Administrative Services
Kenya Johnson, Dean of East Campus
Vanessa Stotler, Director of Marketing & Outreach/PIO
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk at (805) 933-4208. Notification 48 hours before the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 35, 102-35.104 ADA Title II). Written materials distributed to the City Council within 72 hours of the City Council meeting are available for public inspection immediately upon distribution in the City Clerk’s office.

HOW TO VIEW ON YOUR TELEVISION, COMPUTER, OR MOBILE DEVICE: Watch from home live on the local Channel 10, or view the live feed on the city website at the following link: https://www.spcity.org/523/Public-Meeting-Agendas NOTE: Special and Closed Sessions are not recorded and not available on Channel 10 or live feed on the city website.

REGULAR MATTERS - COUNCIL CHAMBERS
City of Santa Paula - City Council - City Council Regular Meeting 3

6.B CHAMBER OF COMMERCE ANNUAL PRESENTATION

7. CITY COUNCIL REPORTS

8. CITY MANAGER REPORTS

9. CONSENT CALENDAR
Background information has been provided to the City Council on all matters listed under the Consent Calendar and these items are considered to be routine by the City Council and are normally approved by one motion. If discussion is requested by a Councilmember on any item, or a member of the public wishes to comment on an item, that item may be removed from the Consent Calendar for separate action.

9.A APPROVE A SECOND AMENDMENT OF A MEMORANDUM OF

UNDERSTANDING (MOU) WITH SPUSD & A CONTRACT WITH ALL CITY

MANAGEMENT SERVICES (ACMS) FOR CROSSING GUARD SERVICES
RECOMMENDATION:

Staff recommends City Council:

1. Authorize the City Manager to execute a second amendment to a Memorandum of Understanding (MOU) with the Santa Paula Unified School District (SPUSD) to pay for school crossing guard services; and

2. Authorize the City Manager to enter into a contract with All City Management Services, Inc. (ACMS) for crossing guard services in an amount not to exceed $260,626.00.

9.B MEASURE R OVERSIGHT
RECOMMENDATION:

Staff recommends that the City Council:

1. Direct staff to return to Council within 90 days, should Measure R pass on November 5, 2024, with options for establishing Measure R oversight.

Prepared by: Jonathan Royas, Deputy City Manager

9.C DECLARATION OF MULTI-USE TRAIL EASEMENT AS EXEMPT

SURPLUS LAND
RECOMMENDATION:

Staff recommends that the City Council:

1. Adopt Resolution No. 7542 declaring a multi-purpose trail easement as Exempt Surplus Land and finding that such declaration is exempt from environmental review under the California Environmental Quality Act.

10. ACTION ITEMS

10.A AMEND RECORDS RETENTION SCHEDULE AUTHORIZING

DESTRUCTION OF CERTAIN CITY RECORDS
RECOMMENDATION:

Staff recommends City Council:

City of Santa Paula - City Council - City Council Regular Meeting 4

1. Adopt Resolution 7533 adopting the 2024 Records Retention Schedule and authorizing destruction of applicable records.

11. ITEMS FOR FUTURE AGENDAS

11.A FUTURE AGENDA ITEMS
RECOMMENDATION:

Staff recommends City Council review future agenda items.

12. ADJOURNMENT
State of California )-
County of Ventura )- ss
City of Santa Paula )-
I declare under penalty of perjury that I posted this City Council Agenda on the bulletin board near the front door of City Hall, 970 Ventura Street, Santa Paula, California.

On_________________ at______________Signed:_________________________ Julie Latshaw
City Clerk
City of Santa Paula - City Council - City Council Regular Meeting 5 To: Honorable Mayor and Members of the City Council
From: Jonathan Royas, Deputy City Manager
Subject: APPROVE A SECOND AMENDMENT OF A MEMORANDUM OF

UNDERSTANDING (MOU) WITH SPUSD & A CONTRACT WITH ALL

CITY MANAGEMENT SERVICES (ACMS) FOR CROSSING GUARD

SERVICES
Date: October 2, 2024
Agenda Item: 9.A

CITY OF SANTA PAULA

MEMORANDUM
RECOMMENDATION:

Staff recommends City Council:

1. Authorize the City Manager to execute a second amendment to a Memorandum of Understanding (MOU) with the Santa Paula Unified School District (SPUSD) to pay for school crossing guard services; and

2. Authorize the City Manager to enter into a contract with All City Management Services, Inc. (ACMS) for crossing guard services in an amount not to exceed $260,626.00.

BACKGROUND:

The Santa Paula Unified School District (SPUSD) has reached out to the City of Santa Paula to facilitate crossing guards throughout the various schools in the District. In this partnership, SPUSD plans to pay for crossing guard services to All City Management Services (ACMS) and utilize the City of Santa Paula as a “pass-through”. Ultimately, SPUSD is funding crossing guard services. This is an ongoing arrangement which has transpired over the course of the last several years because the crossing guards are in the City's right-of-way and SPUSD therefore cannot contract directly with and indemnify them.

ANALYSIS:

In order to move forward with the partnership, the City of Santa Paula has prepared a second amendment to the Memorandum of Understanding (MOU) (Exhibit A - Second Amendment SPUSD) with SPUSD and was presented with an updated agreement with All City Management Services (ACMS) (Exhibit B - ACMS Agreement). The second amendment to the MOU with SPUSD would extend the term to June 30, 2025 with the option to renew up to four years thereafter. City staff has had all documents reviewed by the City Attorney’s Office.

Costs associated with the crossing guard services will be paid by SPUSD, but due to the fact that the streets are owned by the City, both agencies decided to extend the MOU in order to move the program forward.
6 The program will fund nine crossing guards in total at the request of the school district officials; six located throughout the City near various elementary, middle and high school locations; one located at the intersection of N. Ojai Rd. and Oakdale Pl near Bedell Elementary; one at the intersection of Steckel Dr. and Main St. near Glen City Elementary; and one at the intersection of High St. & SR-150. For regular school days the morning shift for crossing guards starts around 7:15 AM to 8:30 AM and the afternoon shift from 2:15 PM to 3:30 PM. During minimum days the afternoon shift begins 11:30 AM to 12:30 PM.

ACMS is a full-service crossing guard services contractor that performs work for neighboring cities, including Port Hueneme, Ventura and Oxnard. The company coordinates all aspects related to recruitment, local hiring, conducting background clearance compliant with Department of Justice standards, training, payroll, administrative support, coordination of assigning qualified substitutes during absences, local supervision, and communicating with school and site safety inspectors.

The company specializes in only providing school crossing guard services. They have been in business since 1985 and are currently the largest provider of school crossing services in the area. They employ over 3,500 crossing guards for over 150 agencies.

STRATEGIC PLAN:

This item is not a goal or objective in City Council’s two-year Strategic Plan, however, it supports City Council’s goal of creating an environment within the City in which our residents feel safe and which promotes the City as a location of choice for living, working, visiting and recreating under Section E. Public Safety & Emergency Preparedness.

FISCAL IMPACTS:

Costs associated with providing crossing guard services are expected to be nominal for administrative services such as payment processing. The Santa Paula Unified School District will fund the program, reimbursing the City for payments made to ACMS. No budget allocation is required as these are pass through payments that will not exceed $260,626.00.

OPTIONS:

1. Do not approve the agreement with All City Management Services to provide school crossing guard services and the MOU with SPUSD to pay for the services rendered.

Doing so is not advised as SPUSD and the City would need to confer as to an alternative manner to provide crossing guard services for youth in the City.

2. Provide staff with further direction.

ATTACHMENTS:

Exhibit A - Second Amendment SPUSD.pdf
Exhibit B - ACMS Agreement.pdf
7 EXHIBIT A -

SECOND AMENDMENT
TO THE MOU BETWEEN

THE CITY OF SANTA

PAULA AND SPUSD
8 65283.00001\42594062.3

SECOND AMENDMENT TO THE

MEMORANDUM OF UNDERSTANDING

BETWEEN

THE CITY OF SANTA PAULA AND THE SANTA PAULA UNIFIED SCHOOL

DISTRICT
THIS SECOND AMENDMENT (“Second Amendment”) is made and entered into this 4th day of September 2024, by and between the CITY OF SANTA PAULA, a California general law city and municipal corporation (“City”), and the SANTA PAULA UNIFIED SCHOOL DISTRICT (“District”). City and District shall be referred to herein from time to time individually as “Party” and collectively as “the Parties.”

1. RECITALS. This Amendment is made with reference to the following facts and objectives:

A. On July 1, 2021, the City and District entered into a Memorandum of Understanding setting forth each Party’s responsibility with respect to the payment of and contracting for crossing guard services (the “Original MOU”). The term of the Original MOU was from July 1, 2021 to June 30, 2022.

B. On or around October 19, 2022, the City and District entered an Amendment to the MOU extending the term of the MOU to June 30, 2023 and increasing the amount of payment for crossing guard services (the “First Amendment”). Despite ending June 30, 2023, City and District have continued to perform the MOU to the present date. The Original MOU as extended by the First Amendment shall be referred to hereafter as the “MOU”.

C. The City and District now mutually desire by this Second Amendment to extend the MOU through June 30, 2025 and increase the amount of payment for which District must reimburse City for crossing guard services, as set forth below.

2. AMENDMENT. In consideration of the foregoing and pursuant to Section 14 of the MOU, the MOU is further amended as follows:

A. Section 3, entitled “Program,” is amended such that commencing in the 2024-2025 school year, the City will contract for nine (9) persons as crossing guards at certain locations within the District and located within the City of Santa Paula as designated in EXHIBIT A to this Second Amendment. The crossing guards shall provide service between the designated hours specified in EXHIBIT A to this Second Amendment.

B. Subsection 5.1 of Section 5, entitled “Crossing Guard Costs,” is amended such that for the 2024-2025 school year, the City shall pay to ACMS all costs and expenses associated with the crossing guard services provided within the City of Santa Paula at the locations and for the amounts specified in EXHIBIT A to this Second Amendment. 9 65283.00001\42594062.3
C. Section 8, entitled “Term of Agreement,” is hereby amended to read as follows:
“8. Term of Agreement. The term of this Agreement shall be from July 1, 2021 to June 30, 2025, unless earlier terminated as provided herein. The term may be extended for additional one (1) year terms (an “Additional Term”), for up to four (4) Additional Terms, upon the mutual agreement of the Parties. The Parties must give each other written notice of intent to extend this MOU at least thirty (30) days prior to the conclusion of the term and each Additional Term, as applicable.”
D. As of the effective date of this Second Amendment, Exhibit A to the MOU is replaced with Exhibit A attached to this Second Amendment.

3. COUNTERPARTS. This Second Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitutes one instrument executed on the same date.

4. LIMITED AMENDMENT. Except as modified by this Second Amendment, all other terms and conditions of the MOU remain in full force and effect. Whenever the term “MOU” is used in the MOU it shall mean the MOU, as modified by this Second Amendment. In the event of a conflict between this Second Amendment and the MOU, the provisions of this Second Amendment shall control.
[Signatures on Next Page]
10 65283.00001\42594062.3

SIGNATURE PAGE TO

SECOND AMENDMENT TO THE

MEMORANDUM OF UNDERSTANDING

BETWEEN

THE CITY OF SANTA PAULA AND THE SANTA PAULA UNIFIED SCHOOL

DISTRICT
IN WITNESS WHEREOF, the duly authorized representatives of the City and District have executed this Amendment effective as of the first day and year written above.

CITY OF SANTA PAULA SANTA PAULA UNIFIED SCHOOL

DISTRICT
____________________________________ ______________________________ Dan Singer, City Manager Jeff Weinstein, Superintendent ATTEST:
____________________________________ ______38-3902376__________________ Julie Latshaw, City Clerk Taxpayer ID No.

APPROVED AS TO FORM:
_____________________________________
Monica Castillo, City Attorney
11 65283.00001\42594062.3

EXHIBIT A
TO

THE SECOND AMENDMENT TO MEMORANDUM OF UNDERSTANDING
[Attached behind]
12 All City Management Services Inc.

Billing Rate for 2024 - 2025: $ 40.22
KEY:

Summer School
36 180 6480 $40.22 = $260,625.60
9 Sites at 4.00 hrs per day days/yr X Hourly Billing Rate 6,480.00 $260,625.60
For sites with one regularly scheduled early release day/week, use 144 regular days and 36 minimum days Year Round Calendar
For schools with no regularly scheduled early release days, use 240 regular days For schools with Summer School sessions use 19 days
Sites with traditional calendar:

Total Hrs/day X
It is once again the time of the year when many agencies are formulating their budgets for the coming fiscal year. Toward that end, please allow this letter to serve as confirmation of our interest in extending our agreement for Crossing Guard Services Client Worksheet 2024 - 2025
Department:

City of Santa Paula
1000910
201 S. Steckel
For sites with no regularly scheduled early release days, use 180 regular days Traditional Calendar:

Santa Paula, CA 93060

TOTAL PROJECTED HOURS TOTAL ANNUAL PROJECTED COST

EXHIBIT A
13 INTERSECTIONS REPORT
Department Code: 1000910
Department Name: Santa Paula, City of
Column1 School Name Location Code Location Name
1 Barbara Webster Elementary School 15948 Saticoy St / N Oak St 2 Barbara Webster Elementary School 19390 High St (Hwy 150) / Ojai Rd 3 Grace Thille Elementary 15949 E Ventura St / S Oak St 4 Grace Thille Elementary 19133 S 10th St / E Ventura St 5 Grace Thille Elementary 19349 E Ventura St / S 12th St 6 Isbell Middle School 16048 S 4th St / E Main St
7 Glen City Elem 19166 Main Street / Dean Drive
8 Glen City Elem 19386 N Steckel Dr/W Main St
9 Bedell Elementary School 19195 N Ojai Rd / Oakdale Pl 4/1/2024
14 EXHIBIT B -
ACMS Agreement
15 1

AGREEMENT FOR CROSSING GUARD SERVICES
This AGREEMENT FOR CROSSING GUARD SERVICES (the “Agreement”) is dated April 23, 2024 and is between the CITY OF SANTA PAULA (hereinafter called the "City"), and ALL CITY MANAGEMENT SERVICES, INC., a California corporation (hereinafter called the "Contractor").

WITNESSETH
The parties hereto have mutually covenanted and agreed as follows:

1. This Agreement is for a term which commences on or about July 1, 2024 and ends on June 30, 2025 and for such term thereafter as the parties may agree upon.

2. The Contractor will provide personnel equipped and trained in appropriate procedures for crossing pedestrians in marked crosswalks. Such personnel shall be herein referred to as a “Crossing Guard”.

The Contractor is an independent contractor and the Crossing Guards to be furnished by it shall at all times be its employees and not those of the City.

3. The City’s representative in dealing with the Contractor shall be designated by the City of Santa Paula.

4. The City shall determine the locations where Crossing Guards shall be furnished by the Contractor.

The Contractor shall provide at each designated location personnel properly trained as herein specified for the performance of duties as a Crossing Guard. The Contractor shall provide supervisory personnel to see that Crossing Guard activities are taking place at the required places and times, and in accordance with the terms of this Agreement.

5. The Contractor shall maintain adequate reserve personnel to be able to furnish alternate Crossing Guards in the event that any person fails to report for work at the assigned time and location and agrees to provide immediate replacement.

6. In the performance of its duties the Contractor and all employees of the Contractor shall conduct themselves in accordance with the conditions of this Agreement and all applicable laws of the state in which the Services are to be performed.

7. Persons provided by the Contractor as Crossing Guards shall be trained in all applicable laws of the state in which the Services are to be performed pertaining to general pedestrian safety in school crossing areas.

8. Crossing Guard Services (the “Services”) shall be provided by the Contractor at the designated locations on all days in which school is in session in the area under City’s jurisdiction. The Contractor also agrees to maintain communication with the designated schools to maintain proper scheduling.
16 2

9. The Contractor shall provide all Crossing Guards with apparel by which they are readily visible and easily recognized as Crossing Guards. Such apparel shall be uniform for all persons performing the duties of Crossing Guards and shall be worn at all times while performing said duties. This apparel must be appropriate for weather conditions. The Contractor shall also provide all Crossing Guards with hand-held Stop signs and any other safety equipment which may be necessary.

10. The Contractor shall at all times provide workers' compensation insurance covering its employees and shall provide City a Certificate of Insurance naming the City and its officials, officers and employees as additional insureds. Such insurance shall include commercial general liability with a combined single limit of not less than $1,000,000.00 per occurrence and in aggregate for property damage and bodily injury. Such insurance shall be primary with respect to any insurance maintained by the City and shall not call on the City's insurance contributions. Such insurance shall be endorsed for contractual liability and personal injury and shall include the City, its officers, agents and interest of the City. Such insurance shall not be canceled, reduced in coverage or limits or non-renewed except after thirty (30) days written notice has been given to the City.

11. Contractor agrees to defend, indemnify and hold harmless the City, its officers, employees, agents and representatives, from and against any and all actions, claims for damages to persons or property, penalties, obligations or liabilities (each a “Claim” and collectively, the “Claims”) that may be asserted or claimed by any person, firm, entity, corporation, political subdivision or other organization arising out of the sole negligent acts or omissions, or willful misconduct, of Contractor, its agents, employees, subcontractors, representatives or invitees. a) Contractor will defend any action or actions filed in connection with any of said claims, damages, penalties, obligations or liabilities and will pay all costs and expenses including attorney's fees incurred in connection herewith.
b) In the event the City, its officers, agents or employees is made a party to any action or proceeding filed or prosecuted against Contractor for such damages or other claims arising out of or in connection with the sole negligence of Contractor hereunder, Contractor agrees to pay City, its officers, agents, or employees, any and all costs and expenses incurred by the City, its officers agents or employees in such action or proceeding, including, but not limited to, reasonable attorney's fees.
c) In the event that a court determines that liability for any Claim was caused or contributed to by the negligent act or omission or the willful misconduct of City, liability will be apportioned between Contractor and City based upon the parties’ respective degrees of culpability, as determined by the court, and Contractor’s duty to indemnify City will be limited accordingly.

d) Notwithstanding anything to the contrary contained herein, Contractor’s indemnification obligation to City for Claims under this Agreement will be limited to the maximum combined aggregate of Contractor’s general liability and umbrella insurance policies in the amount of $5,000,000 (Five Million Dollars).

12. Either party shall have the right to terminate this Agreement by giving sixty (60) days written notice to the other party.
17 3

13. The Contractor shall not have the right to assign this Agreement to any other person or entity except with the prior written consent of the City.

14. The City agrees to pay the Contractor for the Services rendered pursuant to this Agreement the sum of Forty Dollars and Twenty-two Cents ($40.22) per hour, per Crossing Guard during the term.

Based on a minimum of nine (9) sites and upon a projected (6,480) hours of service the cost shall not exceed Two Hundred Sixty Thousand, Six Hundred Twenty-six Dollars ($260,626.00) per year, unless Contractor fails to perform service.

15. Payment is due within thirty (30) days of receipt of Contractor’s properly prepared invoice.

16. Contractor may request a price increase during the term as a result of any legally-mandated increases in wages or benefits imposed in the state or municipality in which the Services are to be performed and to which Contractor’s employees would be subject. Contractor shall provide City with 60 daysnotice of its request to increase pricing. City agrees to review and respond to said notice within 30 days of receipt.

17. The City shall have an option to renew this Agreement. In the event this Agreement is extended beyond the end of the term set forth above, the compensation and terms for the Services shall be established by mutual consent of both parties.
18 This Agreement constitutes the complete and exclusive statement of the agreement among the parties with respect to the subject matter hereof and supersedes all prior written or oral statements among the parties, including any prior statements, warranties, or representations. This Agreement is binding upon and will inure to the benefit of the parties hereto and their respective heirs, administrators, executors, successors, and assigns. Each party hereto agrees that this Agreement will be governed by the law of the state in which the Services are to be performed, without regard to its conflicts of law provisions. Any amendments, modifications, or alterations to this Agreement must be in writing and signed by all parties. There will be no presumption against any party on the ground that such party was responsible for preparing this Agreement or any part of it. Each provision of this Agreement is severable from the other provisions. If any provision of this Agreement is declared invalid or contrary to existing law, the inoperability of that provision will have no effect on the remaining provisions of the Agreement which will continue in full force and effect. [SIGNATURES FOLLOW ON NEXT PAGE]
18 4

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year written below.

CITY CONTRACTOR

City of Santa Paula All City Management Services, Inc.

By_____________________________ By______________________________ DAN SINGER, CITY MANAGER D. Farwell, Corporate Secretary _____________________________ _____________________________ Date Date
ATTEST:
_______________________________

JULIE LATSHAW, CITY CLERK
Approved as to Form:
____________________________________

MONICA CASTILLO, CITY ATTORNEY
19 To: Honorable Mayor and Members of the City Council
From: Jonathan Royas, Deputy City Manager
Subject: MEASURE R OVERSIGHT
Date: October 2, 2024
Agenda Item: 9.B

CITY OF SANTA PAULA

MEMORANDUM
RECOMMENDATION:

Staff recommends that the City Council:

1. Direct staff to return to Council within 90 days, should Measure R pass on November 5, 2024, with options for establishing Measure R oversight.

Prepared by: Jonathan Royas, Deputy City Manager
BACKGROUND:

Increasingly, the State of California has shifted responsibility for many programs and services back to local cities, even smaller ones like the City of Santa Paula, without the local funds necessary to comply with those new mandates or provide services for local residents. Like many other California cities, under these circumstances Santa Paula is seeking additional funding to address our community’s priorities at the levels expressed by the public.

On May 31, 2023, Council held a Special Meeting of the City Council related to possible revenue generating opportunities. During the course of the meeting staff discussed several methods to enhance the City's revenue base.

On June 21, 2023, City Council adopted a new two-year Strategic Plan ("Plan") for FY23-25.

The Plan contains the Council's vision, goals and numerous objectives which staff will focus on for the next two years. Several objectives express Council's intention to identify and address the community’s priorities for City of Santa Paula services and programs.

Two of Council's most notable objectives are:

Section C. Infrastructure, Transportation & Mobility, Objective #1, Streets - Work to maximize funding going to streets; and
Section B. Economic Development, Objective #1, Revenue Opportunities - Actively pursue revenue opportunities to increase the City's revenue base.

Based on the previous efforts noted above and the Council's two objectives, staff spent the past year conducting a robust community engagement exercise, Santa Paula Speaks, and 20 analyzed the results to determine options.

After collecting feedback from nearly 2,000 residents on local services and community priorities, the Santa Paula City Council unanimously placed the City of Santa Paula Streets, Pothole Repair, City Services Measure – Measure R – on the November 5, 2024, ballot for voter consideration.

If enacted, Measure R establishes a one-cent general sales tax, and funds are required to be spent in Santa Paula for local services. By law, no Measure R funds can be taken by Sacramento. If enacted, Measure R could help address community priorities including accelerating the repair of streets and potholes, maintaining 911 emergency response, maintaining clean drinking water sources, preventing sinkholes and repairing sidewalks, retaining local businesses, and addressing homelessness.

Measure R incorporates accountability provisions such as public disclosure of all spending and annual independent financial audits.

ANALYSIS:

Transparency and accountability in the allocation of sales tax revenue will be an important step in verifying that additional sales tax revenue from Measure R is directed toward community priorities.

If voters approve Measure R on November 5, 2024, staff will return to the City Council within 90 days with various options for oversight of Measure R revenues and expenditures.

These options may include expanding the Measure T Oversight Committee to encompass Measure R, or creating a separate, independent Measure R Committee. Another option could be the establishment of a Budget or Finance Committee to oversee use of Measure R funds.

The intent of the City Council, would be to codify its commitment and responsibilities to include reviewing the revenues generated by Measure R and monitoring how the City Council allocates these funds.

Should Measure R be approved, staff will return to City Council to present options, methods, or guidelines for Measure R oversight and will evaluate these options for transparency and accountability in the allocation of sales tax revenue.

Approval of this item by the City Council formally directs staff to provide options for Measure R oversight and discussion within 90 days of the November election, contingent upon voter approval on November 5, 2024.

STRATEGIC PLAN:

Approval of this item moves the City closer to completing two of City Council’s two-year Strategic Plan objectives as noted below:

Section C. Infrastructure, Transportation & Mobility, Objective #1, Streets - Work to maximize funding going to streets. Funding from a voter approved sales tax could be used to accelerate and reduce the current Pavement Management Plan (PMP) from 20-years to five remaining years bringing the average citywide Pavement Condition Index (PCI) up to 70. 21 Section B. Economic Development, Objective #1, Revenue Opportunities - Actively pursue revenue opportunities to increase the City's revenue base. A voter approved sales tax is estimated to generate $4,500,000 annually in revenue for the general fund to maintain and improve City services.

FISCAL IMPACTS:

There is no fiscal impact associated with this action.

If the sales tax is approved by the voters, the tax is estimated to generate $4,500,000 annually in revenue for the general fund to maintain and improve City services.

OPTIONS:

City Council has the following alternatives available:

1. Do not direct staff to return with options for Measure R oversight. Should Measure R be approved by the voters, staff will still need to return to Council with recommendations for budgeting of revenues and expenditures; or

2. Provide staff alternative direction.

ATTACHMENTS:
22 To: Honorable Mayor and Members of the City Council
From: Monica Castillo, City Attorney
Subject: DECLARATION OF MULTI-USE TRAIL EASEMENT AS EXEMPT

SURPLUS LAND
Date: October 2, 2024
Agenda Item: 9.C

CITY OF SANTA PAULA

MEMORANDUM
RECOMMENDATION:

Staff recommends that the City Council:

BACKGROUND:

The City owns a multi-purpose trail easement that was dedicated to the City by Lewis Limoneira Community Builders ("LLCB") when Tract Map No. 5854 was recorded. Tract Map 5854 is the "backbone" map for the residential development known as the Harvest at Limoneira that established the primary boundaries of the development for further subdivision and planning. The easement is roughly 0.39 acre (20 ft. x 857 ft.) traversing two parcels located at the southwesterly edge of Harvest that together connect Santa Paula Street to a train track easement. Descriptions of the two parcels are attached as Exhibits A - D to proposed Resolution No. 7542 (Attachment A). A google map image is also attached as Attachment B to this Resolution.

State law known as the Surplus Land Act (the “Act”) requires the City to declare City- owned properties as “surplus land” or “exempt surplus land” before they are conveyed or sold.

Assembly Bill 1486 amended the Act effective January 1, 2020 to impose stricter requirements on what qualifies as surplus land and to guide the notification and negotiation process. If “surplus land” the City must issue a 60-day Notice of Availability to housing sponsors registered with the California Department of Housing and Community Development (HCD) and certain public agencies, giving them priority to make an offer to purchase the sites.

LLCB has requested the City quitclaim the easement for a non-public agency use. It is "exempt surplus land" because it is less than a half-acre in size, and therefore the City is not required to issue a 60-day Notice of Availability. City Council must, however, adopt a resolution at a regular public meeting in order to declare the easement "exempt surplus land" before the City can quitclaim the easement. The resolution does not commit to quitclaim the easement.
23 ANALYSIS:

Exempt Surplus Land Declaration: Multi-Use Trail Easement The Act allows the City to declare certain properties as exempt surplus land if supported by written findings. The subject easement is exempt surplus land under Sections 54221(f)(1)(B) and 54221(f)(2) of the Act, because the (1) property interest is less than a half-acre, (2) is not contiguous to state or local property used for open space or “low- or moderate-income housing” as defined in Health and Safety Code Section 50093, and (3) is not: within a coastal zone; adjacent to a historical unit of the State Parks System; listed on, or determined by the State Office of Historic Preservation to be eligible for, the National Register of Historic Places; or, within the Lake Tahoe region as defined in Government Code Section 66905.5.

Here, the easement is 0.39 acres. It is contiguous to undeveloped land on one side and unrestricted residential housing on the other. It further meets all remaining criteria stated above.

The Resolution will be sent to HCD at least 30 days prior to disposition as required by the Act.

Environmental Review
City staff has determined that the designation of this easement as exempt surplus land does not have the potential for creating a significant effect on the environment and is therefore exempt from further review under CEQA pursuant to State CEQA Guidelines Section 15060(c) (3), because it is not a project as defined by the CEQA Guidelines, Section 15378. Adoption of the Resolution does not have the potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment.

Resolution No. 7542 does not constitute a binding commitment to convey the easement to LLCB or approval of any particular future use.

STRATEGIC PLAN:

This item does not directly promote a goal or objective of the Strategic Plan. However, by adopting the Resolution, the easement, which has not been used for public multi-use trail purposes, will be available for other uses.

FISCAL IMPACTS:

This item has no fiscal impacts to the City.

OPTIONS:

As an alternative to Staff’s recommendation, the City Council may:

1. Decline to adopt Resolution No. 7542. Doing so, however, would prevent disposition of the easement.

2. Refer this matter back to staff for reconsideration of specific items.

ATTACHMENTS:

Attachment A - Reso Declaring Trail Easement Exempt Surplus Land Attachment B - Multi-Use Trail Easement Google Map
24 1
RESOLUTION NO. 7542

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA

PAULA DECLARING A MULTIPURPOSE TRAIL EASEMENT EXEMPT

SURPLUS LAND AND FINDING THAT SUCH DECLARATION IS

EXEMPT FROM ENVIRONMENTAL REVIEW UNDER THE CALIFORNIA

ENVIRONMENTAL QUALITY ACT
The City Council of the City of Santa Paula hereby resolves:

SECTION 1: The City Council finds and declares that:

A. The City is the owner of an approximately 0.39-acre (20 ft. x 857 ft.) multipurpose trail easement located at the southwesterly edge of the planned community development known as “Harvest at Limoneira” (“Harvest”). The easement traverses two parcels as more particularly described in Exhibits “A” – “D”, attached hereto and incorporated herein by reference (“Property”).

B. Limoneira Lewis Community Builders, LLC (“LLCB”), the master developer of Harvest, dedicated the Property to the City, and City accepted the Property, on December 20, 2017 with the recordation of Tract Map No. 5854.

C. LLCB has requested the City to quitclaim the Property to LLCB.

D. The Property is subject to the Surplus Land Act (Government Code § 54220 et seq.) (the “Act”), which applies when a local agency disposes of “surplus land,” defined in the Act as “land owned in fee simple by any local agency for which the local agency’s governing body takes formal action in a regular public meeting declaring that the land is surplus and is not necessary for the agency’s use.” (Government Code section 54221(b)(1).)
E. The Property is “surplus” because it is not necessary for the City’s use pursuant to Sections 54221(b)(1) and (c)(1), which defines “agency’s use” as land to be used pursuant to a plan adopted by the City Council for “agency work or operations utility sites, including, but not limited to, property owned by a port that is used to support logistics uses, watershed property, land being used for conservation purposes, land for demonstration, exhibition, or educational purposes related to greenhouse gas emissions, sites for broadband equipment or wireless facilities, and buffer sites near sensitive governmental uses, including, but not limited to, waste disposal sites, and wastewater treatment plants.”
F. The Property is, however, exempt from the Act pursuant to Sections 54221(f)(1)(B) and 54221(f)(2) of the Act, because the (1) property interest is less than a half-acre, (2) is not contiguous to state or local property used for open space or “low- or moderate-income housing” as defined in Health and Safety Code Section 50093, and (3) is not: within a coastal zone; adjacent to a historical unit of the State Parks System; listed on, or determined by the State Office of Historic Preservation to be 25 2
eligible for, the National Register of Historic Places; or, within the Lake Tahoe region as defined in Government Code Section 66905.5.

G. The City Council has reviewed this Resolution and now desires to declare the Property exempt surplus land available for future disposition.

SECTION 2. The above recitals are true and correct and are a substantive part of this Resolution and findings of the City Council.

SECTION 3. The City Council hereby declares that the Property is exempt from the Act as exempt surplus land pursuant to Government Code section 54221(f)(1)(B), based on the findings contained in this Resolution for the Property, namely that the Property is less an a half-acre.

SECTION 4. The City Council further finds that the Property may be declared exempt surplus land consistent with Section 54221(f)(2) of the Act because the Property is not:
contiguous to state or local property used for open space or “low- or moderate-income housing” as defined in Health and Safety Code Section 50093; within a coastal zone; adjacent to a historical unit of the State Parks System; listed on, or determined by the State Office of Historic Preservation to be eligible for, the National Register of Historic Places; or, within the Lake Tahoe region as defined in Government Code Section 66905.5.

SECTION 5. This Resolution has been reviewed with respect to the applicability of the California Environmental Quality Act (Public Resources Code Section 21000 et seq.) (“CEQA”). Agency staff has determined that the designation of this property as exempt surplus does not have the potential for creating a significant effect on the environment and is therefore exempt from further review under CEQA pursuant to State CEQA Guidelines Section 15060(c)(3), because it is not a project as defined by the CEQA Guidelines, Section 15378. Adoption of the Resolution does not have the potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. This Resolution does not constitute a binding commitment to or approval of any particular use of the Property.

SECTION 6. The City Manager is hereby authorized and directed to send a copy of this Resolution to the California Department of Housing and Community Development (HCD) in accordance with the requirements of Section 400(e) of the Surplus Land Act Guidelines, or authorize a designee to take such actions. Pursuant to Section 400(3), a copy must be sent to HCD at least 30 days prior to disposition.

SECTION 7. If any section, subsection, paragraph, sentence, clause or phrase of this Resolution is declared by a court of competent jurisdiction to be unconstitutional or otherwise invalid, such decision shall not affect the validity of the remaining portions of this Resolution.

SECTION 8. The City Clerk shall certify to the adoption of this Resolution. 26 3
PASSED AND ADOPTED by the City Council of the City of Santa Paula this 2nd day of October, 2024.
_______________________________
Leslie Cornejo, Mayor
ATTEST:
_________________________
Julie Latshaw, CMC, City Clerk
APPROVED AS TO FORM:
________________________
Monica Castillo, City Attorney
27 4
Exhibit A
Legal Description
(Portion of Parcel G1)
Being the westerly and southerly 20.00 feet of Parcel G1, Tract No. 5854, in the City of Santa Paula, County of Ventura, State of California recorded on December 20, 2017 in Book 165 Page 83 of Miscellaneous Records (Maps), in the Office of the County Recorder of said County.

The above described Parcel of land is delineated on the attached Exhibit B. 28 5
Exhibit B
Depiction
(Portion of Parcel G1)
29 6
Exhibit C
Legal Description
(Portion of Lot 1)
Being the southerly 20.00 feet of Lot 1, Tract No. 5854, in the City of Santa Paula, County of Ventura, State of California recorded on December 20, 2017 in Book 165 Page 83 of Miscellaneous Records (Maps), in the Office of the County Recorder of said County.

The above described parcel of land is delineated on the attached Exhibit D. 30 7
Exhibit D
Depiction
(Portion of Lot 1)
31 65283.00302\42712843.1

ATTACHMENT B
32 To: Honorable Mayor and Members of the City Council
From: Julie Latshaw, City Clerk
Subject: AMEND RECORDS RETENTION SCHEDULE AUTHORIZING

DESTRUCTION OF CERTAIN CITY RECORDS
Date: October 2, 2024
Agenda Item: 10.A

CITY OF SANTA PAULA

MEMORANDUM
RECOMMENDATION:

Staff recommends City Council:

1. Adopt Resolution 7533 adopting the 2024 Records Retention Schedule and authorizing destruction of applicable records.

BACKGROUND:

The City's current Record's retention schedule has not been updated since 1999. In order to address updated regulations, staff selected Gladwell Governmental Services, Inc., an expert in local government records, to update its records retention schedule.

The adoption of this 2024 Records Retention Schedule ("2024 Schedule") will result in efficiency gains and cost savings. Specifically, the update is expected to reduce storage costs and eliminate duplication of efforts by increase efficiency across departments from a streamlined process on ownership and storage of files. The new schedule reflects the best practices of municipalities throughout the State of California by utilizing updated technology to implement any new laws related to records retention.

ANALYSIS:

Unless otherwise provided by law, Government Code Section 34090 requires City Council approval by resolution and written consent of the City Attorney for a department head to destroy city records in his or her charge without making a copy, if it has been retained for the minimum prescribed period. Typically, record retention periods are largely established in Government Code Sections 34090 through 34090.8. These periods are also determined based on applicable statutes of limitations for causes of action on which such records could be based. For example, the statute of limitations for a breach of a written contract is four years, meaning the contract should be retained for at least four years after the acts called out within the contract are completed. While not all periods in the proposed 2024 Schedule are mandated by law as noted above, they are recommended per best practices used across municipalities.

The proposed 2024 Schedule consists of a City-Wide retention schedule and a schedule for 33 each department. 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 official (original) record for the prescribed length of time.

Department retention schedules describe the records that are unique to the department, or for which the department is the Office of Record. Where appropriate, the department retention schedules are organized by division within that department. If a record is not listed in a department retention schedule, it will be in the City-wide retention schedule. An index will be created should Council approve the 2024 Schedule.

The upgrade of the current records management systems are driven by many factors, including:

Limited space in City facilities
Duplicate filing and storing efforts
High Paper Generation/Volume
Escalating records storage expenses
Technology advancements
Changes in law
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.

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

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

By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Santa Paula will realize savings in labor costs, offsite storage costs, on premise storage space, and operational efficiencies.

It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period without further action of the City Council. Section 3 of the Resolution provides that such records may be destroyed if requested by the Department Head and with the written consent of the Department Head (in the event an employee is completing the request for the Department Head), City Clerk, and City Attorney.

The City Clerk will create a record destruction request form for staff to complete.

Similarly, it is also standard business practice for California cities to authorize routine updates to the schedule without further action of the City Council, but with the written consent of the Department Head, City Clerk, City Attorney and City Manager. This is provided for in Section 4 of the Resolution. The City Clerk will create a retention schedule update request form for staff to complete.

STRATEGIC PLAN:
34 Approval of this item moves the City closer to completing City Council’s two-year Strategic Plan, Section G. Operational Excellence, Objective 5: Records & Retention Policy - Update records-keeping and retention policy, by reducing current and future records storage costs, eliminating duplication of efforts, increasing efficiency across departments, and taking advantage of changes in law and current technology.

FISCAL IMPACTS:

Santa Paula will realize savings both in labor and storage expenses, though those costs are difficult to quantify at this time. Additional future savings may be from reduced time spent on Public Records Act requests, provided old records are destroyed before requests are submitted.

OPTIONS:

City Council also has the following options:

1. Do not adopt Resolution 7533.

2. Adopt Resolution 7533 with amendments.

3. Provide further instruction to staff and direct the item return to Council at a future meeting.

ATTACHMENTS:

Reso 7533 - Records Retention Schedule
Exhibit A to Reso 7533 FINAL.pdf
35 ATTACHMENT A
Resolution No. 7533
36 RESOLUTION NO. 7533

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA
PAULA, CALIFORNIA, ADOPTING A 2024 RECORDS RETENTION

SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY

RECORDS
The City Council for the City of Santa Paula does resolve as follows:

SECTION 1: The City Council finds and declares as follows:

A. The maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Santa Paula;
B. 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 C. The City of Santa Paula previously adopted a Records Retention Schedule dated January 1999.

SECTION 2: The 2024 Records Retention Schedule attached as Exhibit A, and incorporated herein by this reference, is hereby adopted and shall supersede the Records Retention Schedule dated January 1999.

SECTION 3: The records of the City of Santa Paula that have been retained longer than their specified periods as set forth in the 2024 Records Retention Schedule are hereby authorized to be destroyed. The Department Head, City Officer Having Custody of the Records, or their designee may destroy the records without further action by the City Council, provided he/she has complied with applicable sections of Government Code Sections 34090 et seq., and obtained the written consent of the Department Head, City Clerk, and City Attorney.

SECTION 4: Updates to the 2024 Records Retention Schedule and clarifying edits to the schedule that assist staff with implementing the record retention policy are hereby authorized to be made without any further action by the City Council only with the written consent of the Department Head or City Officer Having Custody of the Records, City Clerk, City Attorney and City Manager.

SECTION 5: The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers, as those terms are defined by the California Public Records Act.

SECTION 6: If any part, term, or provision of this Resolution, including the attached 2024 Records Retention Schedule, is held to be illegal, in conflict with any law or otherwise invalid, the remaining portion or portions shall be considered severable 37 and not be affected by such determination.

SECTION 7: The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

SECTION 8: This Resolution shall become effective immediately upon its passage and adoption.

PASSED AND ADOPTED this day of , 2024
Leslie Cornejo, Mayor
ATTEST:

Julie Latshaw, CMC, City Clerk
APPROVED AS TO FORM:

Monica Castillo, City Attorney
APPROVED AS TO CONTENT:

Dan Singer, City Manager
38 EXIBHIT A
to Resolution No. 7533
39 HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

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

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 official (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 official (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 official (original) record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / 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 resolution).” 40

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually it is the department that originates the record.

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

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

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

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

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

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, Immutable Cloud Media, CD-r, DVD-r, WORM (Write Once, Read Many) media), or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes, 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)
41 Ver. 3.0 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-000 Bidding Database / ERP Database (Bid.Net) Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated; GC
§34090
Lead Dept. CW-001
Accident / Incident Reports - MEMBERS OF

THE PUBLIC
Employees are sent to Human Resources
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-002
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(Class Instructors / Equipment /
Maintenance / Performers / Special Events)
(RFP - Request for Proposal, Successful
Proposal, etc.)
Send All Original Agreements or Contracts to
the City Clerk, all Insurance Certificates to
Finance
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Errors & Omissions is not
applicable; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal,
Successful Proposal, etc.)
Send All Original Agreements or Contracts to
the City Clerk, all Insurance Certificates to
Finance
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
CITY-WIDE (Used by All Departments)
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
42 Ver. 3.0 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
(WITH Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal,
Successful Proposal, etc.)
Send All Original Agreements or Contracts to
the City Clerk, all Insurance Certificates to
Finance
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

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

97.42; OMB Circular A-133GC §34090
Lead Dept. CW-005
Boards, Commissions, & Committees:

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

Mag,
Ppr Non-records
City Clerk CW-006
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
Send Original Minutes to the City Clerk
Copies -
When No
Longer
Required

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

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AGENDAS & STAFF REPORTS
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AUDIO RECORDINGS
30 days, or
After Minutes
have been
Approved,
whichever is
Longer.

Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
43 Ver. 3.0 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-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

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

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

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

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

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

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-013 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-014
Correspondence - ROUTINE
(Content relates in a SUBSTANTIVE way to the
conduct of the public's business)
(e.g. e-mail, Letters, Memorandums, Administrative,
Chronological, General Files, Reading File, Working
Files, etc.)
IF the Content relates in a SUBSTANTIVE way to the
conduct of the public's business
2 years
Mag,
Ppr
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose vs.

Superior Court, 5 Cal. 5th 608 (2017). GC
§34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
44 Ver. 3.0 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-015
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, PowerPoint
presentations, speaker cards, speech notes,
staff videoconference chats, notes and
recordings, supply inventories, telephone
messages, text messages, transmittal letters,
thank yous, requests from other cities,
preliminary notices for construction projects,
undeliverable envelopes / returned mail, visitors
logs, voice mails, webpages, etc.)
When No
Longer
Required

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

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

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

Superior Court, 5 Cal. 5th 608 (2017).

Lead Dept. CW-016 Developer Deposit Accounts / Developer Impact Fee Accounts (Escrow Accounts)
Closed + 5
years
Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

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

GC §§34090, 7927.500, 7928.705
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
45 Ver. 3.0 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-018 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-019 Grant Applications funded by the City's General Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept. CW-020 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-021
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years

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

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

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

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. CW-022 Newspaper Clippings
When No
Longer
Required

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

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
46 Ver. 3.0 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)
Human
Resources CW-023 Personnel Files (Department Copies)
Send all originals to Human Resources
Send to
Human
Resources
Upon
Separation or
Transfer
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
Lead Dept. CW-024 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-025 Photographs
When No
Longer
Required

Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-026
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-027 Public Relations / Press Releases 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-028 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-029 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
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
47 Ver. 3.0 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-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals,
Newsletters, Plans / Strategic Plans, etc.:

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

Mag,
Ppr Non-Records
Lead Dept. CW-031
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals, Newsletters, Plans / Strategic Plans,
etc.: Produced by YOUR Department
Send all Administrative Policies to the City
Manager
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-032
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals,
Newsletters, Administrative Policies, Plans /
Strategic Plans, etc.: Produced by OTHER
Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-033 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-034 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept. CW-035 Special Event Permits Expiration + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-036 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.

SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
48 Ver. 3.0 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-037 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-038
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-039
Training Presented by City Staff - COURSE

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

QC & OD
Department preference; Meets OSHA
requirements; Ethics Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 12960, 34090,
53235.2(b), 53237.2(b)
Lead Dept. CW-040
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years
Mag,
Mfr, OD,
Ppr
S
Yes: 1
year
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
49 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 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-041
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; retirement
benefits is 6 years from last action; 29
CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090; 29 USC 1113
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
50 Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION (CITY MANAGER) Page AD-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)
Administration
(City Manager) AD-001
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

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

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

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

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

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

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

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

City Clerk CC-001
Agenda Packets: City Council
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002
Agreements & Contracts, Amendments - ALL
INFRASTRUCTURE / IMAGED, JPAs, Liens,
MOUs, Public Agencies
Agreement or Contract includes all contractual
obligations (e.g. Scope of Work, all
attachments and exhibits)
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property &
property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
response; Statute of Limitations is 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention requirements
in 48 CFR 4.703(a)
City Clerk CC-003
Agreements & Contracts, Amendments - ALL
NON-INFRASTRUCTURE / NOT IMAGED:

Professional Services Agreements, Tenant /
Lease Agreements - NOT IMAGED
Agreement or Contract includes all
contractual obligations (e.g. Scope of Work,
all attachments and exhibits)
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 10 years for Errors & Omissions; 4 years for
all contracts; CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)

CITY CLERK
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
52 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-004 Board & Commission / Committee Applications (All, whether appointed or not)
Minimum 2
years
Mag, Ppr Yes: After
QC & OD GC §34090
City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-006
Bonds & Bond Sales (Revenue Bonds) /
Official Statements / Transcripts / Certificates
of Participations (COPs) / General Obligation
Bonds / Revenue Bonds / Assessment District
Bonds / CFD Bonds - Includes Continuing
Disclosure Reports
Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
for bonds, mortgages, trust deeds, notes or
debentures is 6 years; Bonds issued by local
governments are 10 years; There are specific
requirements for disposal of unused bonds;
CCP §§336 et seq. 337.5(a); 26 CFR 1.6001-
1(e): GC §43900 et seq.

City Clerk CC-007 Bonds: Bid Bonds
After
issuance of
Notice to
Proceed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Security; GC §34090
City Clerk CC-008
Bonds: Labor & Materials, Performance
Bonds, Letters of Credit, Encroachment
Permits, Monitoring Bonds
Release of
Bond / Letter
of Credit
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Security; GC §34090
City Clerk CC-009 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Risk
Manage. CC-010 Claim Forms
Copies -
When No
Longer
Required
Mag, Ppr Yes: After

QC & OD
Risk Management handles Claim Files; GC
§34090
City Clerk CC-011
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
City maintains original statements; GC
§81009(e)&(g)
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
53 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-012
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected & not elected. Includes City Council
Members, Planning Commission Members,
City Manager, City Treasurer & City Attorney)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Standard municipal government practice; City
maintains copies only; original statements are
filed with FPPC; GC §81009(f)&(g)
City Clerk CC-013
FPPC Economic Interest Filings (FPPC Form
635 / 602) - Lobbyist Authorization /
Reporting
5 years Mag,
Ppr 2 CCR 18615(f), GC §34090
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)
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)
City Clerk CC-016 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e)
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)
City Clerk CC-018
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-019
Campaign Filings (FPPC 400 Series Forms,
501 Form): 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)
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 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)

CITY CLERK ELECTIONS (CONSOLIDATED)
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
54 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-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; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk CC-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
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100
City Clerk CC-024
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
City Clerk CC-025
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-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
City Clerk CC-027 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
(End of Elections Section)
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
55 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-028
Ethics Training Certificates for City Council,
Board and Commission Members (FPPC
Public Officials / 87200 Filers)
5 years Mag, Mfr,
OD, Ppr S
Yes: After
QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
City Clerk CC-029
Historical Records / Archives, Photographs, &
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
City Clerk CC-030 Minutes: City Council P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-031 Oath of Office / Appointments: City Council, Board and Commission Members
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
City Clerk CC-032 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-033
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 City Clerk CC-034 Proclamations & Certificates 2 years Mag, Ppr GC §34090 City Clerk CC-035 Public Records Requests / Subpoenas Duces Tecum / Summons / Just FOIA Database 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-036
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
56 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-037 Recordings: Audio or Video of City Council Meetings
Minimum 4
years
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City Clerk CC-038 Records Destruction Authorization Forms & Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-039 Resolutions: City Council P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
57 Ver. 1.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / ADMINISTRATION Page CM-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

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

CITY MANAGER / ADMINSTRATION
City Manager /
Admin. CM-001
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

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

SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
58 Ver. 2.1 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) Page CED-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).

BUILDING & SAFETY
Lead Dept. CED-001 _Permit Database (Access / Tyler EnerGov) Indefinite (Perm) Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Comm. & Econ.

Develop. /
Building & Safety
CED-002 Activity Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business (Reports can
be re-run from the database); GC §34090
Comm. & Econ.

Develop. /
Building & Safety
CED-003
Address Files / Building Permit Applications
Never Issued (Applicant Notified Ready for
Issuance and never followed through)
Upon
Expiration Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts; Content does not
relate in a substantive way to the conduct
of the public's business; GC §34090,
Comm. & Econ.

Develop. /
Building & Safety
CED-004 Address Files / Building Permits Life of
Building Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Comm. & Econ.

Develop. /
Building & Safety
CED-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
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
Comm. & Econ.

Develop. /
Building & Safety
CED-006 Building Plans - Cancelled or Withdrawn
Upon
Cancellation
or withdrawal

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

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Comm. & Econ.

Develop. /
Building & Safety
CED-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
Comm. & Econ.

Develop. /
Building & Safety
CED-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
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
59 Ver. 2.1 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) Page CED-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).

Comm. & Econ.

Develop. /
Building & Safety
CED-009 Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL & APPURTENANCES 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
Comm. & Econ.

Develop. /
Building & Safety
CED-010 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
Comm. & Econ.

Develop. /
Building & Safety
CED-011 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. & Econ.

Develop. /
Building & Safety
CED-012 Construction Waste Management / Reduction 10 years Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department Preference; GC §34090
Comm. & Econ.

Develop. /
Building & Safety
CED-013
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Comm. & Econ.

Develop. /
Building & Safety
CED-014 Correction Notices - Building
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Develop. /
Building & Safety
or
Public Works /
Engineering
CED-015 Geotechnical and Soils Reports / Structural
Reports (all) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
60 Ver. 2.1 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) Page CED-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).

Comm. & Econ.

Develop. /
Building & Safety
CED-016 Plan Check Comments
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

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

Develop. /
Building & Safety
CED-017 Stop Work Notices
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

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

CODE ENFORCEMENT
Comm. & Econ.

Develop. / Code
Enforcement
CED-018
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos,
and Code Enforcement Complaint Letters)
Send all Liens to the City Clerk
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Comm. & Econ.

Develop. / Code
Enforcement
CED-019 Hearing Officer Determinations / Appeals of Code Enforcement Actions
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090
Comm. & Econ.

Develop. / Code
Enforcement
CED-020 Notice of Violations ./ Code Enforcement Citations / Reminder Notices
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090

ECONOMIC DEVELOPMENT
Comm. & Econ.

Develop. / Econ.

Develop.

CED-021 Economic Development Projects Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090

HOUSING
Comm. & Econ.

Develop. /
Planning
CED-022
Affordable Housing Trust Fund Oversight
Committee / Mobile Home Rent Review
Commission - MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Comm. & Econ.

Develop. /
Planning
CED-023
Affordable Housing Trust Fund Oversight
Committee / Mobile Home Rent Review
Commission - AGENDAS & STAFF REPORTS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
61 Ver. 2.1 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) Page CED-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).

Comm. & Econ.

Develop. /
Planning
CED-024
Affordable Housing Trust Fund Oversight
Committee / Mobile Home Rent Review
Commission - AUDIO or VIDEO

RECORDINGS
Minimum 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Comm. & Econ.

Develop. /
Housing
CED-025
Housing Plans: Consolidated Annual Performance
and Evaluation Review (CAPER) /
Comprehensive Housing Affordability Strategy
(CHAS) / Consolidated Action Plan / Analysis of
Impediments to Fair Housing Choices / Citizen
Participation Plan / Action Plans, etc.

Expiration +
5 years Mag, Ppr Required for 5 years; 24 CFR 91.105(h); GC §34090 Comm. & Econ.

Develop. /
Housing
CED-026
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, HOME /
CDBG Housing Projects
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 200.333;
24 CFR 92.508(a)(c), & 570.502,
982.158, 884.214; 29 CFR 97.42; GC
§34090
Comm. & Econ.

Develop. /
Housing
CED-027
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, HOME,
Affordable Covenants and Restrictions / CDBG
Housing Projects
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; 2 CFR 200.333; 24
CFR 92.508(a)(c)(2) & 570.502(b),
982.158, 884.214; 29 CFR 97.42, GC
§34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
62 Ver. 2.1 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) Page CED-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).

Comm. & Econ.

Develop. /
Housing
CED-028 Property Management: Tenant / Leases, etc.

Completion
of Lease + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Comm. & Econ.

Develop. /
Housing
CED-029
Redevelopment Projects & Project Areas
(Ensure Planning has all Environmental
Documents, Engineering has all CIP Projects,
and City Clerk has all Real Property records for
Permanent retention)
Completion +
10 years Mag, Ppr Department preference; GC §34090
Public Works /
Engineering CED-030
Redevelopment Projects & Project Areas
CIP Projects built by Redevelopment Agency,
if any
Send to
Engineering
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CED-031
Redevelopment Projects & Project Areas
Environmental Documents / CEQA Permits,
EIRs, Categorical Exemptions, Negative
Declarations, etc.

Send to
Planning
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CED-032
Redevelopment Projects & Project Areas
Real Property: Deeds, Easements, Rights of
Way
Send to City
Clerk
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090(a)
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
63 Ver. 2.1 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) Page CED-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).

PLANNING
Lead Dept. CED-033 _Permit Database (Access / Tyler EnerGov) Indefinite (Perm) Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Comm. & Econ.

Develop. /
Planning
CED-034
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, etc.)
Examples:

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

QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090,
34090.7
Comm. & Econ.

Develop. /
Planning
CED-035 Advanced Planning / Long Range Planning /
Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. & Econ.

Develop. /
Planning
CED-036 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
64 Ver. 2.1 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) Page CED-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).

Census Bureau CED-037 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (Non-Records - Census Bureau is OFR)
Comm. & Econ.

Develop. /
Planning
CED-038 Design Assistance / Historic Preservation
Committee - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(a)
Comm. & Econ.

Develop. /
Planning
CED-039 Design Assistance / Historic Preservation
Committee - AGENDAS & STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Comm. & Econ.

Develop. /
Planning
CED-040 Design Assistance / Historic Preservation
Committee - AUDIO or VIDEO RECORDINGS
Minimum 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Comm. & Econ.

Develop. /
Planning
CED-041
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Develop. /
Planning
CED-042
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
65 Ver. 2.1 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) Page CED-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).

Comm. & Econ.

Develop. /
Planning
CED-043
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans and
Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Comm. & Econ.

Develop. /
Planning
CED-044 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Comm. & Econ.

Develop. /
Planning
CED-045 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Comm. & Econ.

Develop. /
Planning
CED-046 Planning Commission - AGENDAS & STAFF

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

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

Comm. & Econ.

Develop. /
Planning
CED-047 Planning Commission - AUDIO or VIDEO

RECORDINGS
Minimum 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Comm. & Econ.

Develop. /
Planning
CED-048 Planning Commission - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Comm. & Econ.

Develop. /
Planning
CED-049
Regulatory Business Permits (Approved &
Unapproved)
Massage Permits
No Longer In
Business + 2
years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Comm. & Econ.

Develop. /
Planning
CED-050
Temporary Permits (Approved & Unapproved)
Banner Permits, Special Event Permits, Tree
Removal Permit, etc.

Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Comm. & Econ.

Develop. /
Planning
CED-051 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. & Econ.

Develop. /
Planning
CED-052 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
66 Ver. 2.1 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning) Page CED-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).

Comm. & Econ.

Develop. /
Planning
CED-053 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
67 Ver. 2.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

FINANCE / ADMINISTRATION
Finance /
Lead Div. FIN-001 Financial Services Database / ERP Database (Tyler Encode / EnerGov)
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §34090

FINANCE / BUDGET
Finance /
Budget FIN-002 Budgets - Adopted / Final P
Yes:

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

Finance /
Budget FIN-003 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Ppr Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.

FINANCE / BUSINESS LICENSE
Finance /
Business
License
FIN-004 Business License & Dog License Database /
ERP Database (Tyler Encode / EnerGov)
Indefinite -
Minimum 5
years
Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
Finance /
Business
License
FIN-005 Business License Applications, Registrations
and Renewals 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Business
License
FIN-006 Dog License Applications, Registrations and
Renewals 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards; GC §34090 et seq.

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-007 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Ppr
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
General
Accounting
FIN-008
Accounts Payable / Invoices and Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to pass grant
audits (meets municipal government
auditing standards); GC §34090
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
68 Ver. 2.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
General
Accounting
FIN-009
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Tenant Billing / Rent, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
General
Accounting
FIN-010
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Street Lighting Districts / Special Districts
Engineers Reports
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Accounting
FIN-011
Audit Reports / Annual Comprehensive
Financial Report (ACFR) and related Audit
Opinions
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.

Finance /
General
Accounting
FIN-012 Audit Work Papers
Drafts -
When No
Longer
Required
Mag, Ppr Department Preference; (preliminary
drafts); GC §34090
Finance /
General
Accounting
FIN-013 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA or OES Audits, etc. P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (exceeds
municipal government auditing
standards to ensure FEMA or OES
does not recoup money); GC §34090
Finance /
General
Accounting
FIN-014
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Ppr Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
General
Accounting
FIN-015 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the
ordinary course of business; GC
§34090
Finance /
General
Accounting
FIN-016 Bankruptcies - Where a claim is filed 5 years Mag, Ppr Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
69 Ver. 2.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
General
Accounting
FIN-017 Checks / Warrant Register Report (issued) 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-018 Checks / Warrants (Cashed or Returned /
NSF) 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-019 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years Mag, Ppr Department preference; GC §§34090, 26 CFR 31.6001-1 Finance /
General
Accounting
FIN-020 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
General
Accounting
FIN-021 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-022 Insurance Certificates / Certificate of Insurance for City Vendors 11 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Statute of
Limitations is 10 years for Errors &
Omissions; 4 years for all contracts;
CCP §337 et seq., GC §34090,
Finance /
General
Accounting
FIN-023 Investment Reports 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090
Finance /
General
Accounting
FIN-024
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
Maturity + 5
years
Yes: Until
Paid Mag, Ppr
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900 Finance /
General
Accounting
FIN-025 Journal Entries / Journal Vouchers / Budget
Adjustments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets
municipal government auditing
standards; Statute of Limitations is 4
years; GC §34090, CCP § 337
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
70 Ver. 2.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
General
Accounting
FIN-026
Reports, Financial Reports Created by the
Finance Database, General Ledgers
Subsidiary Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.

When No
Longer
Required
Mag, Ppr
Department Preference; Financial
system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-027
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Ppr Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-028 W-9s
Vendor
Inactive + 5
years
Mag, Ppr Meets IRS auditing standards; GC
§34090

FINANCE / PAYROLL
Finance /
Lead Div. FIN-029 Financial Services Database / ERP Database (Tyler Encode / EnerGov)
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Payroll FIN-030
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage) & Transmittal
Form)
5 years Mag, Ppr
Department Preference; Instructions
state "Generally, keep copies of
information returns you filed with the
IRS or have the ability to reconstruct
the data for at least 3 years, from the
due date of the returns"; GC §34090
Finance /
Payroll FIN-031
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Payroll FIN-032 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
71 Ver. 2.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
Payroll FIN-033 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Ppr Department Preference; GC §34090, 26 CFR 31.6001-1 Finance /
Payroll FIN-034
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA & Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years Mag, Ppr
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-035
Employee Payroll File (all Copies - Human
Recourses retains W-4s and other original
records
Upon
Separation Mag, Ppr Copies; GC §34090.7
Finance /
Payroll FIN-036 Garnishments, Child Support, Court Orders regarding Employee Wages Completion
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Payroll FIN-037 Payroll Reports (includes Leave Registers, time Transaction Reports, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-038 PERS Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-039 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
72 Ver. 2.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
Payroll FIN-040 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-041 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
IRS Regulation 31-6001-1 four years
after the due date of such tax for the
return period to which the records
relate, or the date such tax is paid,
whichever is the later. GC §34090; 26
CFR 31.6001-1

FINANCE / PURCHASING
Lead Dept. FIN-042 Bidding Database / ERP Database (Bid.Net) Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Purchasing FIN-043
Bid Packets / Pre-Qualification Packets /
Solicitations / Unsuccessful Proposals,
Notices, etc.

Lead Department determines successful
proposer
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to meet
possible grant audits; GC §34090
Finance /
Purchasing FIN-044 Purchase Orders & Requisitions 5 years Yes: Before Completion Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to match
Database retention; (Professional
Services always have a contract,
therefore Errors & Omissions are not
applicable); Statute of Limitations is 4
years; 10 years for Errors & Omissions;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090
Finance /
Purchasing FIN-045 Vehicle Titles (Pink Slips) Sale or Disposal Ppr Given to Auction House / New Owner; GC §34090

FINANCE / UTILITY BILLING
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
73 Ver. 2.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
Utility
Billing
FIN-046 Utility Billing Database (Tyler Encode /
EnerGov)
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
(Bank) FIN-047
Checks deposited to Bank (City scans them for
the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions Mag, Ppr These are bank instruments, and not City records; per bank agreement.

Finance /
Utility
Billing
FIN-048 Collection Agency Assignments / Unpaid
Accounts 5 years Mag, Ppr
Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§34090
Finance /
Utility
Billing
FIN-049 Payment Stubs / Water Receipts / Utility
Receipts (when payment is submitted)
When No
Longer
Required
Mag, Ppr
Preliminary Documents - payments can
be made without including the stub; GC
§34090 et seq.

Finance /
Utility
Billing
FIN-050 Water Billing: Appeals - Payment Delinquency
& Impending Discontinuation
Final
Decision + 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility
Billing
FIN-051
Water Billing: Non-payment Notices / Notice of
Payment Delinquency & Impending
Discontinuation
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility
Billing
FIN-052 Water Billing: NSF Checks / Adjustments to
Customer accounts
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility
Billing
FIN-053 Water Billing: Payment Plans: Amortization,
Alternative Payment Plans, Deferrals, etc.

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

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116910
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
74 Ver. 2.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

Finance /
Utility
Billing
FIN-054 Water Billing: Policy on Discontinuation of
Residential Service for Nonpayment
When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116906;
GC §34090
Finance /
Utility
Billing
FIN-055 Water Billing: Report of Annual
Discontinuations of Residential Service
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116918;
GC §34090
Finance /
Utility
Billing
FIN-056
Work Orders / Service Requests Water On &
Offs, Water Maintenance - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Mag
Data is interrelated; Meets Health
Department regulations for Potable
Water; GC §34090
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
75 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of
the Contract +
6 years
Yes: For
Duration of
Contract
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 4 years
after personnel actions; 29 CFR
1627.3(b)(2); 29 USC 1027; 28 CCR
1300.85.1; GC §34090
Human
Resources HR-002
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final
disposition of formal complaint; State
requires 4 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
12960, 34090
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960, 34090
Human
Resources HR-004 Compensation Surveys & Studies Minimum 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 12960,
34090
Human
Resources HR-005 Contracts for Investigators (Employees Only)Excludes Police Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
76 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-006 DE-34 (California EDD Report of New Employees) 5 years Mag, Ppr Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Human
Resources HR-007 Deferred Compensation (City Statements) 5 years Mag, Ppr Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1 Human
Resources HR-008 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC
§34090
Human
Resources HR-009
EDD Claims & Forms (Employment
Development Department) / Unemployment
Claims, Claims for Paid Family Leave /
FMLA, Disability Insurance Claims &
Additional Information)
Close + 5
years
Mag, Ppr
Department Preference; meets municipal
government auditing standards; GC
§34090
Human
Resources HR-010 Employee Investigations Separation + 6 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations
for EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Human
Resources HR-011 Employment Verifications (From lenders or other outside companies) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Non-records, content is not substantive;
GC §34090 et seq.

SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
77 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-012 Grievances Separation + 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
City Clerk HR-014 Job Descriptions / Job Classification / Job Specifications (Adopted by Resolution)
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies (finals are adopted by the City
Council via Resolution); GC §34090.7
Human
Resources HR-015 Livescan Applications for Volunteers 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
78 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-016
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline,
Evaluations, Policy Acknowledgements,
Employee's Oath of Office / Oath for
Disaster Worker, Harassment Prevention
Training Certificates, PAF / Personnel
Action Forms, W-4s, etc.)
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4 years; W4s are required four years after the due date of such tax for the return period to
which the records relate, or the date such
tax is paid, whichever is the later. 26 CFR
31-6001-1; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; 53237.2(b), LC 1198.5
Human
Resources HR-017
Personnel Files - Employee Background
File
Selected Employees have Background Files
which include LiveScan Responses / CORIs
(Criminal Offender Record Information)
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4 years; W4s are required four years after the due date of such tax for the return period to
which the records relate, or the date such
tax is paid, whichever is the later. 26 CFR
31-6001-1; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; 53237.2(b), LC 1198.5
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
79 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-018
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, Respiratory
Fit Tests, etc.

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

QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately;
Claims can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
Human
Resources HR-019
Recruitment and Testing File / NeoGov
Database
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Hiring
Decision + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources HR-020
Volunteer / Unpaid Intern Applications /
Agreements - Successful
Selected Volunteers have Background Files
which include LiveScan Responses / CORIs
(Criminal Offender Record Information)
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2-3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
80 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-021
Volunteer / Unpaid Intern Applications /
Agreements - Unsuccessful
Selected Volunteers have Background Files
which include LiveScan Responses / CORIs
(Criminal Offender Record Information)
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1 year
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2-3 years; retirement benefits is
6 years from last action; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090; 29
USC 1113
Human
Resources /
Risk Manage.

HR-022
Workers Compensation Claims (Includes all
Accident, Incident, or Injury Reports from
Employees)
Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., 8 CCR 5144, 8
CCR 15400.2; 29 CFR 1910.1020(d)(1)(i),
GC §§12946, 12960, 34090

HUMAN RESOURCES / RISK MANAGEMENT
Human
Resources /
Risk Manage.

HR-023 Claim for Damages / Claims Against the
City / Verified Tort Claims
Final
Resolution +
2 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; municipal
government auditing standards is 5 years -
Finance retains records of payments;
Statute of Limitations is 4 years; CCP
§§337 et seq., 343; GC §34090,
Human
Resources /
Risk Manage.

HR-024
Insurance Policies -
General Liability, Workers Compensation
Excess Liability
Expiration + 4
years
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Covers statute of
limitations; CCP §337 et seq.; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i); GC
§§ 911.2, 34090
Human
Resources /
Risk Manage.

HR-025 Insurance Policies -
Property, Fire, Theft, etc.

Expiration + 4
years
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et
seq.; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
81 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources /
Risk Manage.

HR-026 OSHA Citations and Inspections 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
OMB 1220-0029; GC §34090; LC §6429c
Human
Resources /
Risk Manage.

HR-027 OSHA Logs - 200, 300, 301, 301A 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR 14300.33(a), 8
CCR §3203(b)(1), GC §34090.7; LC
§6429c
Human
Resources /
Risk Manage.

HR-028 Safety Committee / Safety Steering
Committee 5 years Mag, Ppr Department preference; GC §34090 et seq.

Human
Resources /
Risk Manage.

HR-029 Safety Investigations 5 years Ppr
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1), 29
CFR 1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090 et seq.; LC §6429c
Human
Resources /
Risk Manage.

HR-030 Site Inspection Forms / Self Inspections /
Job Site Inspections / Facility Inspections 5 years Mag, OD, Ppr S Yes: After

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

Human
Resources /
Risk Manage.

HR-031
Subrogation Claims:/ Property Damage
Claims / Restitution / Recovery of Damages
to City Property / City's Invoices to
Insurance Companies
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
82 Ver. 1.0 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 - DAILY, WEEKLY
When No
Longer
Required
Yes Mag.

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

Information
Technology IT-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.

Information
Technology IT-003 Network Configuration Maps & Plans
When No
Longer
Required
Mag.

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

Information
Technology IT-004

UNALTERABLE MEDIA / IMMUTABLE
CLOUD BACKUP / (WORM / DVD-r / CD-r
/ Blue Ray-R / Optical Disk) or other
unalterable media that does not permit
additions, deletions, or changes
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,
2 CCR 22620 et seq.

Information
Technology IT-005
Video Recordings - Department Activity
(Employees Performing Work, Cashiering,
Building Security, etc.)
See City Clerk's schedule for City Council
Video Recordings
1 year Mag Records regular and ongoing operations;
GC §34090.6 et seq,
Information
Technology IT-006 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
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
83 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-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).

PARKS & RECREATION
Parks &
Recreation P&R-001 _Recreation Activity Registration Database (Rec Desk)
Indefinite -
Minimum 2
years
Mag, Department preference; GC §34090
Parks &
Recreation P&R-002 Activity Guide / Class Guide / Program Guide (Final) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Parks &
Recreation P&R-002.5 APCD Permits - for City Hall Generator only Issue Date + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Parks &
Recreation P&R-003
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Lead Dept. P&R-004 Apprenticeship Programs Minimum 5
years

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

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

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

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Parks &
Recreation P&R-005
Art Exhibits / Temporary Art In Public Places
(Temporary Exhibits or Displays / Temporary
Events) - Completed
Completed Temporary artwork displays, or cultural
Arts
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
84 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-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).

Parks &
Recreation P&R-006 Art Inventory & Acquisition Invoices (Documentation of Value) P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Parks &
Recreation P&R-007
Capital Improvement Projects (CIP) - where Parks
& Recreation is the Lead: MAINTENANCEONLY PROJECTS (Painting, Re-Roof, etc. - No change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders, Notice
of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
Parks &
Recreation P&R-008
Capital Improvement Projects (CIP) - where Parks
& Recreation is the Lead: Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP, etc.

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Parks &
Recreation P&R-009
Capital Improvement Projects (CIP) - where Parks
& Recreation is the Lead: Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative Declarations,
Categorical Exemptions, Materials Testing Reports,
Grading Permits, Hazardous Materials, Notice of
Completion, Photos, Record Drawings Soils Reports,
Studies, Submittals, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
85 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-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).

Parks &
Recreation P&R-010
Drawings - where Parks & Recreation is the
Lead: Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Parks &
Recreation P&R-011 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Parks &
Recreation P&R-012 Film Permits
Expiration of
Permit + 2
years

Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

Parks &
Recreation P&R-012.5 Generator Operation Logs & Inspections for City Hall Generator only 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Parks &
Recreation P&R-013 Incident Reports / Disruptive Patrons Minimum 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-014 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-015
Museum Exhibits / Temporary Exhibits
(Temporary Exhibits or Displays / Temporary
Events)
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Parks &
Recreation P&R-016 Museum Inventory & Acquisition Invoices (Documentation of Value) P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Parks &
Recreation P&R-017
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (Includes
Insurance Certificates and ABC Permits where
appropriate)
Expiration of
Permit + 2
years

Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

Parks &
Recreation P&R-018 Parks & Recreation Commission

AGENDAS & STAFF REPORTS
Minimum 4
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
86 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-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).

Parks &
Recreation P&R-019 Parks & Recreation Commission

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Parks &
Recreation P&R-020
Program Manager's Files: Activity / Special
Programs / Event Files: After-School, Children's
Programs, Gardening, Health Programs, Sports
Programs, etc.

IF the Content relates in a SUBSTANTIVE way to
the conduct of the public's business
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Parks &
Recreation P&R-021 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-022 Schedules / Hours (classes and staff) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Parks &
Recreation P&R-023 Senior Advisory Committee

AGENDAS & STAFF REPORTS
Minimum 4
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Parks &
Recreation P&R-024 Senior Advisory CommitteeMINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Parks &
Recreation P&R-024.5 Tree DATABASE
Indefinite -
Minimum 3
years
Mag Data is interrelated; GC §34090
Parks &
Recreation P&R-024.6 Tree Maintenance, Trimming, Arborists Reports (ALL City-owned trees) 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
87 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-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. P&R-025
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years
Mag,
Mfr, OD,
Ppr
S
Yes: 1
year
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Lead Dept. P&R-026
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Lead Dept.
(Responsible for
the Work)
P&R-027
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System) / ASSET MANAGEMENT

DATABASE
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Lead Dept.
(Responsible for
the Work)
P&R-028
Work Orders / Service Requests - All Information
Entered in CMMS Database / ASSET

MANAGEMENT DATABASE
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Lead Dept.
(Responsible for
the Work)
P&R-029
Work Orders / Service Requests - NOT entered
in CMMS Database / ASSET MANAGEMENT
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
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
88 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

POLICE ADMINISTRATION / POLICE CHIEF
Police /
Admin. / Chief PD-001 After Action Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. / Chief PD-002 Crime Prevention & Community Relations Programs (Neighborhood Watch, etc.) Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Admin. / Chief PD-003
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. / Chief PD-004
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-005 Press Releases - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. / Chief PD-006 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-007 Reports and Studies - Operational Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-008 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC
§34090

POLICE ADMINISTRATION / POLICE CHIEF / PROFESSIONAL STANDARDS & TRAINING Police /
Admin. / Chief
/ Professional
Standards
PD-009
Background Files - Successful Volunteer
Applicants (Cadets, Explorers, CERT,
Chaplains, Reserves, etc.)
Separation +
3 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Courts may treat volunteers as employees in
some actions; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Police /
Admin. / Chief
/ Professional
Standards
PD-010 Background Files - Successful Employee
Applicants (Employees only)
Separation +
4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; State Law & POST
requires 4 years; EEOC / FLSA / ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; ; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC §§12946,
12960, 34090; 29 USC 1113
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
89 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Admin. / Chief
/ Professional
Standards
PD-011
Background Files - Unsuccessful
Volunteer Applicants (Cadets, Explorers,
CERT, Chaplains, Reserves, etc.)
3 years Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Courts may treat volunteers as employees in
some actions; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Police /
Admin. / Chief
/ Professional
Standards
PD-012 Background Files - Unsuccessful
Employee Applicants (Employees only) 4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Admin. / Chief
/ Professional
Standards
PD-013
Complaints from Members of the Public -
Internal Affairs Investigations WITH
Sustained Finding of Misconduct
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §§832.5(b), 832.7; GC§ 34090 Police /
Admin. / Chief
/ Professional
Standards
PD-014
Complaints from Members of the Public -
Internal Affairs Investigations WITHOUT
Sustained Finding of Misconduct
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by
members of the public; other State & Federal
laws require retention until final disposition of
formal complaint; State requires 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
/ Professional
Standards
PD-015
On-Duty Traffic Accident Reviews - Not as a
result of a complaint from a member of the
public
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §§12946, 12960,
34090
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
90 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Admin. / Chief
/ Professional
Standards
PD-016 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 /
Admin. / Chief
/ Professional
Standards
PD-017
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 /
Admin. / Chief
/ Professional
Standards
PD-018 Recordings: Body-Worn Cameras - that
are NOT evidence
Minimum 90
days Mag,
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Admin. / Chief
/ Professional
Standards
PD-019
Reports to State or Federal Agencies:

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

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

Police /
Admin. / Chief
/ Professional
Standards
PD-020 Training - By Employee Name Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 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)
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
91 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Admin. / Chief
/ Professional
Standards
PD-021
Training - Department Training Records -

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

Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 8 CCR §3203
et seq., 29 CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police /
Admin. / Chief
/ Professional
Standards
PD-022 Use of Force Reviews - Not as a result of a
complaint from a member of the public 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§12946, 12960,
34090
Police /
Admin. / Chief
/ Professional
Standards
PD-023
Weapons Inventory / Firearms Inventory:

Department-owned weapons, personal
weapons, alternate weapons, secondary
handguns,
P Mag, Department preference; GC §34090

PATROL / COMMUNICATIONS / CAD / DISPATCH / AUDIO AND VIDEO RECORDINGS Police / Ops /
CommunicationsPD-024
Recordings: Audio - (CAD/RMS)
Recordings of Telephone & Radio
Communications Dispatch Tapes (CAD) /
911 Recordings
366 days Mag
Department Preference; legally mandated for
100 days; (civil suits may be filed up to 365
days); GC §§34090, 34090.6
Police / Ops /
CommunicationsPD-025
Recordings: Video - Jail / Temporary
Holding / Building Security / Department
Activity (Employees Performing Work,
Cashiering, Building Security, etc.)
366 days Mag Records regular and ongoing operations; GC §34090.6 et seq,
Police / Ops /
CommunicationsPD-026 Recordings: Video - Public Areas / Public Activity - Parks, etc.

When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police / Ops /
CommunicationsPD-027 Vacation Checks / Patrol Requests When No
Longer
Required
Mag, Ppr Preliminary Draft (entered in RMS / CAD
system); GC §34090 et seq.

PATROL / FIELD OPERATIONS / PATROL & TRAFFIC UNIT
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
92 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police / Ops /
Patrol &
Traffic
PD-028 Canine (Police Service Dogs) Program
Files: Animal Files
Separation +
2 years Mag, Ppr Department preference; GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-029 Ops Plans (Fourth of July, etc.) Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-030 PAS Device Calibration Logs 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-031 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts (the timecard / timesheet is
the final); GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-032 Recordings: Automated License Plate
Readers (ALPR)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police / Ops /
Patrol &
Traffic
PD-033 Recordings: Drone (Unmanned Aerial
Vehicle)
When No
Longer
Required
Mag
Does not record regular and ongoing
operations - Recordings that are evidence are
booked into evidence; GC §34090.6 et seq,
Police / Ops /
Patrol &
Traffic
PD-034 Ride-A-Long Waiver Form 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-035 Speedometer Calibration Logs 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-036 Traffic Control: Radar Calibration Records Life of the Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-037 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
93 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

SUPPORT / INVESTIGATIONS
State of
California PD-038 Alcoholic Beverage Control Licenses / Permits / ABC Permit Applications When No
Longer
Required
Mag, Ppr Not a City record
Police /
Support /
Investigations
PD-039 Criminal Intelligence Files Last Entry +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity. Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained
longer than 5 years; 28 CFR 23.20(h); GC
§34090
Police /
Support /
Investigations
PD-040 Detectives Investigation Files and Arrest
Files
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

Police /
Support /
Investigations
PD-041 Informant Files / Gang Files Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
Police /
Support /
Investigations
PD-042 Pawn Slips / Secondhand Dealer
Transaction Records 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Support /
Investigations
PD-043 Registrants: Arson Registrations: Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Pursuant to PC
§457.1 et seq.; required to register for life; If
released from DOJJ, records are destroyed
after age 25 or sealing pursuant to W&I §781;
GC §34090.7
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
94 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Support /
Investigations
PD-044
Registrants: Arson Registrations:

Juveniles released from Division of
Juvenile Justice
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Pursuant to PC §457.1 et seq.; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC
§34090.7
Police /
Support /
Investigations
PD-045 Registrants: Gang Adults Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); GC §34090
Police /
Support /
Investigations
PD-046 Registrants: Gang Juveniles Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); Records are destroyed
pursuant to W&I §781;GC §34090
Police /
Support /
Investigations
PD-047 Registrants: Narcotics 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Support /
Investigations
PD-048 Registrants: Sex Offender Registrations:

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

Police /
Support /
Investigations
PD-049 Registrants: Sex Offender Registrations:

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

Court or
District
Attorney
PD-050 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.

SUPPORT / PROPERTY AND EVIDENCE
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
95 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Support /
Property &
Evidence
PD-051 _Property & Evidence Database
Indefinite -
Follows the
Retention of
the Evidence
Mag Department Preference (data is interrelated);
GC §34090
Police /
Support /
Property &
Evidence
PD-052 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Support /
Property &
Evidence
PD-053 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Support /
Property &
Evidence
PD-054 Property & Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Support /
Property &
Evidence
PD-055 Recordings: Video - Evidence Room Minimum 18
months Mag Pursuant to Evidence Auditor's recommendation; GC §34090.6 et seq, Police /
Support /
Property &
Evidence
PD-056 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

SUPPORT / RECORDS
Police /
Support /
Records
PD-057 _RMS Database
Indefinite -
Follows the
Retention of
the Crime
Report
Yes Mag Data Fields / Records are interrelated; GC
§34090
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
96 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Support /
Records
PD-058
CHP Forms: Pursuit Report (CHP 187A),
Vehicle Report (CHP 180), etc. that are not
filed with Crime Report
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD GC §34090
Police /
Support /
Records
PD-059
Citations or Notice of Violations (Parking,
Traffic, Marijuana / Cannabis). Includes
requests for dismissals, cancellations, and
appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

State of
California PD-060
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Entered Directly into DOJ’s portal (a State
record)
Police /
Support /
Records
PD-061 Department of Justice Validation Lists 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Support /
Records
PD-062 Hearing Officer Determinations (Citation
Appeals, Tows, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Support /
Records
PD-063 Holding Cell Logs (Juveniles & Adults) 2 years Mag, Ppr Department preference; Preliminary drafts; GC §34090 et seq.

Police /
Support /
Records
PD-064 Local Criminal History Checks
When No
Longer
Required
Mag, Ppr These are copies / printouts from the RMS
database; GC §34090 et seq.

Police /
Support /
Records
PD-065
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault After January 1, 2024
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support /
Records
PD-066
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault Before January 1, 2024
Age of
Majority + 22
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
97 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Support /
Records
PD-067
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing Date
+ 5 years)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD W&I §§389(a), 781(d), GC §34090; Police /
Support /
Records
PD-068
POLICE REPORTS:

Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
Police /
Support /
Records
PD-069
POLICE REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), & Sexual Assault (Rape),
Arson (Suspected or Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799;
803(h), 11169 et seq.; 11170(a); WIC 707(b)
Police /
Support /
Records
PD-070
POLICE REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police /
Support /
Records
PD-071
POLICE REPORTS:

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

SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
98 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Support /
Records
PD-072
POLICE REPORTS:

Misdemeanor or Infraction - Adult
Marijuana / Cannabis - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with
procedure in H&S §11361.5) - Except those
with outstanding stolen property, including
firearms, or lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
("Shall" Destroy); GC §§68152(c)(8); H&S
§11361.5
Police /
Support /
Records
PD-073
POLICE REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Support /
Records
PD-074
POLICE REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Support /
Records
PD-075
POLICE REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090;
PC §851.8(a)
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
99 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Police /
Support /
Records
PD-076
POLICE REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Support /
Records
PD-077
POLICE 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
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy);
GC §34090; PC §§236.14(k); 236.15(k)
Police /
Support /
Records
PD-079 Public Records Act Requests - Police Only /
Subpoenas Duces Tecum - Police Only
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Court or District Attorney records; GC §34090
et seq.

Court PD-078
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(When Not filed with the case file)
Expiration of
the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Not a City record
Police /
Support /
Records
PD-079 U-Visas Minimum 4
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference to match the
expiration date of the U-Visa; GC §34090
SANTA PAULA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
100
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

PUBLIC WORKS / ENGINEERING
Public Works /
Engineering PW-001
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Special Districts:

Engineers Reports
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-002
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Special Districts:

Formation, Historically Significant Records
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-003 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-004
Capital Improvement Projects (CIP) - where
Engineering is the Lead: MAINTENANCEONLY PROJECTS (Painting, Re-Roof, etc. - No change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
Public Works /
Engineering PW-005
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP,
etc.

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
101
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-006
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Hazardous
Materials, Notice of Completion, Photos, Record
Drawings Soils Reports, Studies, Submittals, Surveys,
etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-007
Design & Construction Standards - Authored by
the City for Construction of City Infrastructure
(CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-008
Drawings - where Engineering is the Lead:

Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Engineering PW-009
Emergency Action Plans & Audits - CalARP
(California Accidental Release Prevention) /
Emergency Response Plan / Hazardous
Material Business Plans / Hazard Mitigation
Plan / Risk Management Program (RMPs) /
Risk & Resiliency Assessment / Process Safety
Managements (PSMs) - Facilities with
chemicals (Chlorine, ammonia, etc.)
Superseded
+ 3 years Mag, Ppr
Department Preference (CalARP training
and audits should be done every 3
years); GC §34090
Public Works /
Engineering PW-010
Encroachment Permits / License Agreements:

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 SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-011
Encroachment Permits: Temporary (Banner
Permit, Block Park, Excavation, Street Closure
Permits, Street Cuts, Street & Sidewalk Repair,
Streetlight Repair, Traffic Control,
Transportation Permits, Utility Cuts (Installation
& Patching), etc.)
Includes Insurance Certificates
Minimum
Expiration +
2 years
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD GC § 34090 Lead Dept. PW-012
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Public Works /
Engineering PW-013 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-014
Land Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

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

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
103
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-015
Land Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-016
Real Property: Right of Ways, Abandonments /
Vacations, Liens / Lien Releases (Originals and
Supporting Documents)
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases - Copies and Supporting Documents
(originals are retained by the City Clerk)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD City Clerk retains final; GC §34090(a)
Public Works /
Engineering PW-017
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be updated every 6 years;
SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB
General Order 2006-03; & 2022-0103-
DWQ; GC §34090
Public Works /
Engineering PW-018
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; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Engineering PW-019 Stormwater: NPDES Annual Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
104
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-020 Stormwater: NPDES Permits (Co-Permittee) Expiration + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Engineering PW-021 Subdivision Maps / Parcel Maps P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-022 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-023 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police or Sheriff PW-024 Traffic Collision Reports / SWTRS Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies or Not City Records; GC
§34090.7
Public Works /
Engineering PW-025 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-026 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-027 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-028 Transportation Permits / Wide Load Permits, Heavy Load Permits, etc.

Expiration +
2 years
Yes: Until
Expiration Mag, Ppr S / I Yes: After QC & OD GC § 34090 Public Works /
Engineering PW-029 Transportation Plans / Master Plans P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
105
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-030 Water Rights / Water Treatment Plant Permits / Water Supply Permits P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
Public Works /
Engineering PW-031
Water Supply Assessments, Studies, Reports /
Stream Studies and Flow / Water Planning
Studies
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
Public Works /
Engineering PW-032 Water System Variances P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201

PUBLIC WORKS / SOLID WASTE
Public Works /
Solid Waste PW-033
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste Collection
and Recycling) . CalRecycle Annual Waste
Diversion Report / Measure D annual report /
Form 303 report (HHW report) Household
Hazardous Waste Reports / CalREcycle Used
Oil report / CalREcycle Bottles & Cans report /
Construction Waste Management Forms, State
Waste Reduction Reports, etc.
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 18812.4, 14 CCR § 18995.2;
H&S §39730.7; GC §34090
Public Works /
Solid Waste PW-034 Solid Waste Tonnage Reports / Statistics 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

PUBLIC WORKS / FLEET MAINTENANCE
Public Works /
Lead Div. PW-035 APCD Permits - for Generators, etc. (Except City Hall Generator) Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Lead Div. PW-036 Fleet - Generator Operation Logs & Inspections (Except City Hall Generator) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
106
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Fleet Maint. PW-037
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Public Works /
Fleet Maint. PW-038 Fleet - Tire Disposal / Waste Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Public Works /
Fleet Maint. PW-039 Fleet - Used Oil Disposal Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Fleet Maint. PW-040
Fleet - Vehicle & Equipment History Files /
Database
Maintenance, Brakes, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Lead Div. PW-041 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 /
Fleet Maint. PW-042 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Fleet Maint. PW-043
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
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
107
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-8
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Division
Providing
Service / Work
PW-044
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-045
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-046
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,
Mfr, OD,
Ppr
S
Yes - After

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

PUBLIC WORKS / STREET MAINTENANCE
Public Works /
Lead Div. PW-047 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 /
Street
Maintenance
PW-048 Pressure Vessel Certifications or Permits (Air
Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

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

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
108
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-9
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Street
Maintenance
PW-050
Sidewalk Maintenance, Grinding, Asphalt
Ramping (Assessment, Plans, Surveys, Logs
and Forms)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Street
Maintenance
PW-051 Street Light Maintenance 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-052 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(f) & 4216.3(e), 34090
Division
Providing
Service / Work
PW-053
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-054
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-055
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,
Mfr, OD,
Ppr
S
Yes - After

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

PUBLIC WORKS / WATER
Public Works /
Water PW-056 SCADA Database (Water)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Lead Dept. PW-057 APCD Permits (Air Quality Management
Districts) - for Generators, etc.

Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
109
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-10
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Water PW-058
Capital Improvement Projects (CIP) - where
Water is the Lead: MAINTENANCE-ONLY
PROJECTS (Slip Lining, etc. - No change in
Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
Public Works /
Water PW-059
Capital Improvement Projects (CIP) - where
Water is the Lead: Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP,
etc.

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Public Works /
Water PW-060
Capital Improvement Projects (CIP) - where
Water is the Lead: Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Hazardous
Materials, Notice of Completion, Photos, Record
Drawings Soils Reports, Studies, Submittals, Surveys,
etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
110
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-11
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Lead Div. PW-061
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations
3 years Ppr
Department preference; Cal/OSHA
requests 3 years of documents of
Lockout-Blockouts / Lockout-Tagouts
during audits; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6); GC
§34090
Public Works /
Water PW-062 Consumer Confidence Report - Annual Water Quality Report P Mag,
OD, Ppr S / I Yes - After QC & OD
Department preference; State law
requires 12 years, federal 10 years; 22
CCR §§ 64400.25; 64470, 64483(g), 40
CFR 141.33(a); 40 CFR 141.91 40 CFR
141.33(a); GC §34090
Public Works /
Water PW-063
Drawings - where Water is the Lead: Record
Drawings, Maps, Large-Format Drawings,
Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Water PW-064
Fire Hydrant Flow Tests / Flushing, Valve
Exercises, Maintenance / Applications and Test
Results
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (for new
construction); GC §34090
Lead Dept. PW-065 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Water PW-066 Lab Reports & Chains of Custody: Potable
Water Bacteriological and Organics
Minimum 5
years
Mag,
OD, Ppr S / I Yes - After QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
Public Works /
Water PW-067 Lab Reports & Chains of Custody: Potable
Water Chemical (Includes Chlorine Residuals)
Minimum 10
years
Mag,
OD, Ppr S / I Yes - After QC & OD
Department preference; State law
requires 12 years, Federal 10 years; 40
CFR 141.33(a); 22 CCR §64692
Public Works /
Water PW-068 Lab Reports & Chains of Custody: Potable
Water Lead & Copper
Minimum 12
years
Mag,
OD, Ppr S / I Yes - After QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
111
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-12
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Water PW-069
Lab Reports & Chains of Custody: ALL Potable
Water (Bacteriological and Organics,
Chemical, Lead & Copper)
Minimum 12
years
Mag,
OD, Ppr S / I Yes - After QC & OD
Department Preference; Only Lead &
Copper is Required for 12 years or 2
compliance cycles; Chemical is 10 years,
B 22 CCR 64400.25; 22 CCR §64470, 40
CFR 141.33(a); 40 CFR 141.91;
Public Works /
Water PW-070 Reservoirs: Dive Videos 10 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department preference (covers 2
mandated cycles); GC §34090
Public Works /
Water PW-071 Reservoirs: Inspection Reports, Maintenance Records P Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD Department preference; GC §34090
Public Works /
Water PW-072 Sanitary Surveys - Inspections by Division of Drinking Water P Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (10 years is
required); 22 CCR §64470; 40 CFR
141.33(c)
Lead Dept. PW-073 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(f) & 4216.3(e), 34090
Public Works /
Water PW-074
Water Conservation Programs and Rebates
(Shower Heads, Turf Replacement, Washer
Replacement, etc.)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; (meets auditing
standards); GC §34090
Public Works /
Water PW-075 Water Leaks 5 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference for meet DPH
regulations; GC §34090
Public Works /
Water PW-076 Water Treatment Plant Operators Certificates (posting required) Superseded
+ 10 years
Mag,
OD, Ppr S
Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water PW-077 Wells / Well History (including abandoned or destroyed wells) P Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD Department preference; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
112
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-13
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Division
Providing
Service / Work
PW-078
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-079
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-080
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,
Mfr, OD,
Ppr
S
Yes - After

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

PUBLIC WORKS / WASTEWATER COLLECTIONS
Public Works /
Wastewater
Collections
PW-081 CCTV Videos of Sewer Lines 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-082
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations
3 years Ppr
Department preference; Cal/OSHA
requests 3 years of documents of
Lockout-Blockouts / Lockout-Tagouts
during audits; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6); GC
§34090
Public Works /
Wastewater
Collections
PW-083 FOG (Fats, Oil & Grease) Inspections /
Pretreatment Annual & Quarterly Reports 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Wastewater
Collections
PW-084 Industrial Waste Permits Expiration +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Wastewater
Collections
PW-085 Industrial Waste Pretreatment Files 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
113
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-14
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Wastewater
Collections
PW-086 Logs / Manifests: Vac Con Trucks, etc. 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Wastewater
Collections
PW-087 Sanitary Spills and Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years;
SWRCB Order 2002-0103-DWQ & 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Wastewater
Collections
PW-088 Sanitary Survey of Sewer System 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Wastewater
Collections
PW-089 Sewer Odor Complaints / Gas Detection Results
/ Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Wastewater
Collections
PW-090 Storm Drain Inspections / Catch Basin
Inspections 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept. PW-091 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(f) & 4216.3(e), 34090
Division
Providing
Service / Work
PW-092
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-093
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-094
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,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
114
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-15
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

PUBLIC WORKS / WASTEWATER OPERATIONS (WATER RECYCLING FACILITY) Public Works /
Water Recycling
Facility
PW-095 SCADA Database (Wastewater)
Indefinite -
Minimum 5
years
Mag Department preference; Data is Interrelated GC §34090 Lead Dept. PW-096 APCD Permits (Air Quality Management
Districts) - for Generators, etc.

Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Water Recycling
Facility
PW-097 Biosolids / Sewage Sludge Handling Logs and
Weigh Tickets 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Code of Federal Regulations requires 5
years; 40 CFR 503.17; 40 CFR
122.41(j)(2); GC §34090
Lead Dept. PW-098 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Lead Dept. PW-099 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Water Recycling
Facility
PW-100 Lab Reports & Chains of Custody: Wastewater Minimum 5 years
Mag,
OD, Ppr S / I Yes - After QC & OD
Department Preference (consistent with
Potable Water Bacteriological and
Organics) GC §34090
Lead Dept. PW-101 Operations & Maintenance Manuals / O & M Manuals
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (some equipment
is from the 1950's, and the O&M Manual
isn't helpful); GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
115
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Solid Waste, Streets, Water, Wastewater) Page PW-16
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Water Recycling
Facility
PW-102
Permits - Wastewater Regulatory / Operating
Permits: Examples (CalARP, Cal OSHA,
CERS, CUPA, SWRCB, etc.)
Expiration +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Water Recycling
Facility
PW-103
Reports - Wastewater Reports to Regulatory
Agencies: Examples (CalARP, Cal OSHA,
CERS, CUPA, SWRCB, etc.)
Minimum 5
years

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

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

Lead Dept. PW-104
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
Public Works /
Water Recycling
Facility
PW-105 Wastewater Treatment Plant Operators
Certificates (posting required)
When
Superseded
Mag,
OD, Ppr S
Yes: After
QC & OD Department preference; GC §34090
SANTA PAULA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
116
To: Honorable Mayor and Members of the City Council
From: Dan Singer, City Manager
Subject: FUTURE AGENDA ITEMS
Date: October 2, 2024
Agenda Item: 11.A

CITY OF SANTA PAULA

MEMORANDUM
RECOMMENDATION:

Staff recommends City Council review future agenda items.

BACKGROUND:

The attached Future Agenda Items forecast identifies anticipated agenda items for upcoming Council meetings as well as Study Session topics and long-range discussion items. Placing this forecast on the agenda affords the Council and the public the opportunity to discuss such topics and to make any recommendations. It should be noted this is only a forecast and may change over the course of time or based on feedback by the Mayor and City Manager during review of future agendas.

ANALYSIS:

Should a member of the City Council wish to introduce a future agenda topic, it should be done in compliance with the Council's adopted Manual of Procedural Guidelines, Section 5.1.

Items introduced by a member of the Council during a Council meeting requires a second and should be reserved for time-sensitive matters needing attention within the proceeding 45 day period.

STRATEGIC PLAN:

FISCAL IMPACTS:

OPTIONS:

ATTACHMENTS:

10.2.24 Future Agenda Items.docx
117
Santa Paula City Council Tentative Agenda Schedule
Updated 9/26/2024
Study Session
October 15, 2024, 4:00pm
CDD Discuss Animal Control and Shelter Services
Regular Meeting
October 15, 6:30pm
P&R Parks & Recreation Department Report
P&R Parks & Recreation Department Report
PD Police Department Report
Admin Chamber Agreement
PD School Resource Officer – SRO Contract
CDD ADA Presentation
Finance TDA Allocation
CDD People’s Self Help Funding Request
CDD Wayfinding Sign Approval
Admin ARPA Update and Allocation
Regular Meeting
October 15, 6:30pm
PW Recycling Awards Presentation by Athens Services
Admin City Manager Department Report
CDD Community Development Department Report
CDD Central Business District Live Entertainment Ord 1339 Admin Well 6 Acceptance – Harvest at Limoneira

STUDY SESSION TOPICS
Admin No Smoking Ordinance
Finance Development Impact Fees (DIF) Overview Nov
Legal Municipal Code Update – Joint Meeting with Planning Commission Sept. 30

FUTURE AGENDA ITEMS
Finance 2023 City Audit
Finance Update on Utility Bills
PW Plans & Specifications for 8th Street Streetlight Repair Project CDD ADU Ordinance
CDD Cultural Arts Presentation Nov
Legal Fire MOU Amendment
PW Emergency Funding Reimbursement Plan Oct
CDD Homeless Encampment Opportunities Workshop Oct
118

Santa Paula City CouncilOctober 2, 2024

Santa Paula City Council
October 2, 2024