Agenda packet — Selma City Council, March 18, 2024

Agenda Item A.

MINUTES

SELMA CITY COUNCIL

SPECIAL MEETING
February 20, 2024
Selma City Council Chambers
1710 Tucker Street
Selma, CA 93662
The special meeting of the Selma City Council was called to order at 5:00 p.m. in the Council Chambers. Council members answering roll call were: Guerra, Mendoza-Navarro (arrived at 5:04 p.m.), Trujillo, Mayor Pro Tem Cho, and Mayor Robertson.

CLOSED SESSION: Mayor Robertson recessed the meeting into Closed Session at 5:02 p.m. to discuss the following:

Conference With Legal Counsel – Anticipated Litigation, Significant exposure to litigation pursuant to Government Code Section 54956.9(b): 1 case
Mayor Robertson reconvened the meeting from closed session at 5:43 p.m., with no reportable action to report.

ADJOURNMENT: There being no further business, the meeting was adjourned at 5:44 p.m.

Respectfully submitted,
Reyna Rivera, City Clerk
March 18, 2024 Council Packet Page 1
Agenda Item A.

MINUTES

SELMA CITY COUNCIL

REGULAR MEETING
February 20, 2024
Selma City Council Chambers
1710 Tucker Street
Selma, CA 93662
The regular meeting of the Selma City Council was called to order at 6:00 p.m. in the Council Chambers.

Council members answering roll call were: Guerra, Mendoza-Navarro, Trujillo, Mayor Pro Tem Cho, and Mayor Robertson.

INVOCATION: Pastor Lisa Satterberg of Take It By Force Global Church led the invocation.

ORAL COMMUNICATIONS: Public comment was received from Mr. Hector Gomez, Mr.

Luis Gomez, and Mr. Santiago Oceguera.

SPECIAL PRESENTATIONS: Public Works Director Honn introduced the newest members of the Public Works Department: Ivan Molina and Eric Alvarez (not present).

CONSENT CALENDAR: Council member Guerra requested to pull agenda item D for separate discussion. Mayor Robertson motioned to approve the remainder of the Consent Calendar as written. The motion was seconded by Council member Guerra and carried unanimously.

A. Approved CONSIDERATION OF MINUTES OF THE JANUARY 16, 2024,

COUNCIL MEETING
B. Approved CONSIDERATION AND PLACEMENT OF APPOINTMENT TO

PIONEER VILLAGE COMMISSION
C. Approved CONSIDERATION OF LETTER OF SUPPORT FOR THE UCSF

HEALTH/ADVENTIST HEALTH/MADERA COUNTY BID TO BUY

AND REOPEN THE MADERA COMMUNITY HOSPITAL
D. Pulled CHECK REGISTER DATED FEBRUARY 9, 2024
Council member Guerra pulled this item to request additional information on the check issued to Breaking the Chain Consulting. City Manager Santillan clarified that the payment was the second installment funded from the General Fund. He stated that James Yule serves as a leadership trainer and consultant, supporting staff in professional development, including a Leadership Academy for staff. Mayor Robertson inquired on the check issued to Price Paige and Company, Social Vocational Services Inc., Cool Air Specialty. City Manager Santillan, Administrative Services Director Venegas, and Police Chief Alcaraz provided clarification.

A motion was then made by Mayor Robertson and seconded by Council member Guerra to approve the CHECK REGISTER AS PRESENTED. The motion passed unanimously.

March 18, 2024 Council Packet Page 2

DISCUSSION AND CONSIDERATION OF POTENTIAL MOBILE HOME RENT

STABILIZATION ORDINANCE
Deputy City Manager Keene provided the data researched on mobile home parks and rent increases. He highlighted various rent stabilization methodologies from other jurisdictions that were examined, emphasizing the need to outline key components such as methodology, petition requirements, reviewing body, and a hearing process. City Clerk Rivera read two letters of opposition received from Mr. Joe McKenry and Mr. Jarryd Gonzales. Public comment was received from the following: Ms. Betty Alves, Ms. Elaine Creed, Ms. Sandi Gillcrest, Ms. Yvonne Bibeck, MS. Betty Standridge, Ms. Theresa Salas, Mrs. Rose Robertson, Ms. Kathy Murton, Mr.

Jim Avalos, Mrs. Sandi Niswander, Mr. Ross Miller, Mr. Michael Kazarian, Ms. Peggy Bolman, and two anonymous residents. Council thanked the residents for attending and provided feedback. A motion was made by Council member Guerra and seconded by Council member Mendoza-Navarro to DIRECT CITY STAFF TO DRAFT AN ORDINANCE REGARDING RENT STABILIZATION. The motion carried unanimously. City Manager Santillan provided a timeline of approximately three months.

RECESS: At 7:31 p.m. the meeting was recessed for a short break. Mayor Robertson reconvened the meeting at 7:39 p.m.

CONSIDERATION AND REVIEW OF PIONEER VILLAGE CONCEPT MAP Community Services Director Smart discussed the collaboration with QK and Willdan staff to conduct inspections of Pioneer Village for the development of a Master Plan for Pioneer Village.

After tours and consultations, the request from Staff was for conceptual plans to be provided.

Conceptual Plan, referenced as Concept D was approved by the Pioneer Village Commission in February 2024 without alterations. The Concept D plan includes provisions for parking expansion, storm drain basin placement, event space allocation, building renovations, and infrastructure improvements. Council expressed support for the plan, which is addressing parking and restroom issues and discussed funding possibilities, phased approaches, collaboration with other entities, and the need for lighting. Public comment was received from Mr. Santiago Oceguera, Mrs. Rose Robertson, Mr. Ron Jones, Mr. Martin Winter, Mr. Jim Avalos, and Mr.

Isaac Garza. Council consensus was given to direct staff to continue moving forward on the preparation of a final conceptional master plan. City Manager Santillan outlined upcoming steps, focusing on funding and incorporating the valuable feedback into the master plan.

CONSIDERATION OF A RESOLUTION APPROVING THE FIRE DEPARTMENT,

EMERGENCY MEDICAL SERVICES DIVISION REORGANIZATION PLAN Fire Chief Jordan Webster presented the proposed Emergency Medical Services (EMS) Division reorganization plan, which adjusts the allocation to twelve Paramedics and six EMTs while maintaining the total staff count at eighteen. He discussed that the restructuring aims to enhance operational flexibility and reduce Paramedic call-backs and decrease overtime expenses. The recommendation includes reclassifying three EMT positions to Paramedics, leveraging advanced skills for patient outcomes and workforce consistency. Public comment was received by Mr. Jim Avalos. After Council comments regarding confirmation of no lay-offs, confirming that there are five ambulances, with a sixth to be budgeted in next fiscal year, a motion was made by Mayor Pro Tem Cho and seconded by Council member Trujillo to approve RESOLUTION NO. 2024-21R March 18, 2024 Council Packet Page 3

APPROVING THE FIRE DEPARTMENT EMERGENCY MEDICAL SERVICES DIVISION REORGANIZATION PLAN. The motion carried unanimously.

CONSIDERATION OF A RESOLUTION APPROVING JOB DESCRIPTIONS AND

SALARY RANGES FOR ANIMAL SERVICES DIRECTOR, ANIMAL SERVICES

TECHNICIAN AND EMERGENCY MEDICAL SERVICES SUPERVISOR
Administrative Services Director Venegas discussed the proposed Resolution. She advised that the Animal Services Director and Animal Services Technician positions are required following the re-integration of Animal Services operations by the Selma Police Department. Similarly, the Emergency Medical Services (EMS) Supervisor position is deemed necessary in light of the EMS Division reorganization. Public comment was received by: Ms. Parveen Sandhu, Ms. Theresa Salas, Ms. Nidya Juarez, Mr. Louis Franco, Mr. Santiago Oceguerra, Mrs. Rose Robertson, Ms.

Lorena Betancourt, Ms. Kelly Guerra, Ms. Stella Ramirez, and Ms. Yolanda Torres. After discussion from Council regarding the costs, transparency and accountability, recruitment process, and vehicles, a motion was made by Council member Mendoza-Navarro and seconded by Mayor Pro Tem Cho to approve RESOLUTION NO. 2024-22R, APPROVING THE JOB

DESCRIPTIONS AND SALARY RANGES FOR ANIMAL SERVICES DIRECTOR, ANIMAL SERVICES TECHNICIAN AND EMERGENY MEDICAL SERVICES SUPERVISOR. The motion carried with the following vote:

AYES: Mendoza-Navarro, Cho, Trujillo
NOES: Guerra, Robertson
ABSENT: None
ABSTAIN: None
CONSIDERATION OF A RESOLUTION AMENDING FISCAL YEAR 2023-2024

BUDGET AT MID-YEAR ALLOWING FOR THE ADDITIONAL REVENUES AND

EXPENDITURES PERTAINING TO THE VARIOUS CITY DEPARTMENTS City Manager Santillan provided a PowerPoint presentation on the General Fund Mid-Year Revenues and Expenditures, addressing the amendments to the mid-year budget for the year. Each department director, including Police Chief Alcaraz, Administrative Services Director Venegas, Community Services Director Smart, Deputy City Manager Keene, and Public Works Director Honn, discussed their respective department's budget requests requiring budget amendments.

Public comments were provided by Rose Robertson and Yolanda Torrez. A motion was made by Council member Mendoza-Navarro and seconded by Mayor Pro Tem Cho to approve RESOLOLUTION NO. 2024-23R AMENDING THE ADOPTED BUDGET FOR FISCAL YEAR 2023-2024. The motion carried with the following vote:

AYES: Mendoza-Navarro, Cho, Trujillo
NOES: Guerra, Robertson
ABSENT: None
ABSTAIN: None
FUTURE AGENDA ITEMS: Council member Guerra requested updates on the New Fire Station, Street Signs Project, and homelessness issue. City Manager Santillan suggested that the first two items be covered in departmental reports, while the homelessness issue would be March 18, 2024 Council Packet Page 4
addressed in a coordinated workshop with other agencies. Council member Trujillo requested auditing information for the Second Chance Animal Shelter and requested a report from the Selma Healthcare Board regarding donated vehicles for the shelter. Council member Trujillo also requested incorporating sponsorships on the next fiscal year budget for the 3rd of July event, Rotary Band Festival event, Chamber of Commerce Raisin Festival, and Selma Cares event. Consensus was reached on the items. Mayor Robertson requested allowing public input on future agenda items. No consensus was provided for the item. Mayor Robertson also requested the need for a geographical crime report from the police department and to consider substations. City Manager Santillan clarified that the request would align with the upcoming Capital Improvement Plan.

Police Chief Alcaraz discussed restrictions on disclosing certain information. City Manager Santillan proposed collaborating with Mayor Robertson to refine the request for the agenda, Council consensus was provided on the item.

DEPARTMENTAL REPORTS: Deputy City Manager Keene discussed the mandated updates required by Senate Bill 379, which require implementation of an automated plan for solar permits.

Community Services Director Smart distributed flyers for events over the next two months, acknowledging the Public Works Department and recognizing City Hall staff for their customer service.

Fire Chief Webster announced the upcoming memorial service for Firefighter Chris Nelson.

City Clerk Rivera discussed the current construction projects and their detours and discussed the upcoming primary election voting dates and location.

Public Works Director Honn provided updates on the Salazar Center and Senior Center projects and the downtown lights.

Police Chief Alcaraz announced the upcoming "Coffee with a Cop" event at the Selma Animal Services Center on Thursday, March 7th, and a comedy event by the Selma Police Foundation.

COUNCIL REPORTS: Council member Mendoza-Navarro expressed gratitude to staff.

Council member Trujillo extended thanks to the Finance and Public Works Departments.

Council member Guerra reported on receiving a few concerns about homeless encampments at the freeway entrance and on private property.

Mayor Pro Tem Cho conveyed appreciation for everyone's hard work and mentioned the upcoming Chinese New Year celebrations and discussions about Chinese historical matters.

Mayor Robertson requested Chamber of Commerce and was assured by City Manager Santillan that they would be provided promptly. He also thanked the Public Works department for the quick removal of Christmas decorations.

ADJOURNMENT: There being no further business, Mayor Robertson adjourned the meeting at 10:13 p.m.

Respectfully submitted, Reyna Rivera, City Clerk
March 18, 2024 Council Packet Page 5
CITY MANAGER’S/STAFF’S REPORT
COUNCIL MEETING DATE: March 18, 2024
ITEM NO: B.

SUBJECT: Consideration of a Resolution Consenting to the Use of Public Facilities Regarding the Proposed Re-Routing of Traffic on Highland Avenue for Participants of the Annual Selma Sikh Parade
BACKGROUND: The Sikh Center of the Pacific Coast (“Sikh Center”) will host the 29 th

Annual Sikh Parade. The parade route would traverse much of the City, starting at the Sikh Center, reaching the Selma High School, then circling back to the Sikh Center.

DISCUSSION: The parade will redirect traffic on State Highway 43/Highland Avenue between Rose and Nebraska Avenues, from 10:00 a.m. to 2:00 p.m. on April 14, 2024.

The California Department of Transportation is requesting a resolution from the City of Selma in support of the event, given the need to reroute traffic from State Highway 43 to City Streets.

FISCAL IMPACT: The parade is expected to bring attendees from throughout the region that will generate an unknown positive impact financially in the form of sales tax and commerce within the city limits. Other costs for traffic control are the responsibility of the parade organizers.

RECOMMENDATION: Consider approving the resolution in support of the use of public streets for the Annual Selma Sikh Parade.
_____/s/________________________________________ __03/07/2024___ Amy Smart, Community Services Director Date
_____/s/________________________________________ __03/07/2024___ Fernando Santillan, City Manager Date
March 18, 2024 Council Packet Page 6
RESOLUTION NO. 2024 –___R

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SELMA,

CALIFORNIA, CONSENTING TO THE USE OF PUBLIC FACILITIES

AND THE PROPOSED RE-ROUTING OF TRAFFIC FOR THE ANNUAL SELMA

SIKH PARADE
WHEREAS, on March 18, 2024, the Selma City Council, at a regularly scheduled meeting, considered a request by the Sikh Center of the Pacific Coast Sikh Temple for the rerouting of traffic on State Highway 43 Highland Avenue between Rose Avenue and Nebraska Avenue; and
WHEREAS, the Sikh Center of the Pacific Coast Sikh Temple is required to apply to the State of California Department of Transportation (“Caltrans”) to conduct a special event – Sikh Festival Parade on State property; and
WHEREAS, the annual Sikh parade will require the temporary closure of State Highway Route 43 on April 14, 2024 between 10:00 a.m. and 2:30 p.m.; and WHEREAS, given that the temporary closure of State Highway 43 may impact City streets, Caltrans requested that the City adopt a resolution consenting to the proposed rerouting of traffic onto and over City streets during the Sikh Festival Parade.

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

SECTION 1. The above recitals are true and correct and are incorporated herein by reference.

SECTION 2. The City Council approves and consents to the proposed re-routing of traffic onto and over City streets and upon terms and conditions deemed appropriate and necessary by the State of California Department of Transportation.

SECTION 3. The provisions of this Resolution are severable and if any provision, clause, sentence, word or part thereof is held illegal, invalid, unconstitutional, or inapplicable to any person or circumstances, such illegality, invalidity, unconstitutionality, or inapplicability shall not affect or impair any of the remaining provisions, clauses, sentences, sections, words or parts thereof of the Resolution or their applicability to other persons or circumstances.

SECTION 4. That the City Clerk shall certify to the adoption of this Resolution and that the same shall be in full force and effect.
(Signatures on following page)
March 18, 2024 Council Packet Page 7
PASSED, APPROVED AND ADOPTED this 18rd day of March, 2024, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS
ABSTAIN: COUNCIL MEMBERS
ABSENT: COUNCIL MEMBERS
Scott Robertson, Mayor
ATTEST:

Reyna Rivera, City Clerk
March 18, 2024 Council Packet Page 8
CITY MANAGER’S/STAFF’S REPORT
COUNCIL MEETING DATE: March 18, 2024
__________________________________________________________________________ ITEM NO: C.

SUBJECT: Consideration of a Resolution Adopting a Records Management and Retention Policy Containing Records Retention Schedules and Records Destruction Guidelines
______________________________________________________________________________ BACKGROUND: In 2023, the City Council approved Resolution No. 2023-3R, adopting the records management policy containing certain records retention schedules and records destruction guidelines. Regular updates allow City staff to keep up with the rapidly progressing technology, current best practices, and changing legislation. Updating policy and schedules will provide greater efficiency in the City’s Records Management Program.

DISCUSSION: An updated Records Management and Retention Policy and Schedule is important as it assists the City in implementing the timely disposal of records which have met their retention, the storage of records that must be retained after they are no longer needed for current operations, the relocation of Departmental records to the offsite storage, and the preservation of records which are of historical value. Most importantly, an updated schedule provides the legal basis of the disposition and destruction of departmental records. It also ensures that the City retains information for the period it is needed and prevents keeping records longer than the information is worth in storage and maintenance costs. The update of the current Policy and Schedules is driven by many factors, including:
• Limited physical space at various City facilities
• Many departments are filing and storing copies of the same records • Technology advancements
• Compliance with changes in legislation
The purpose of the Policy is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation, and disposal of all records managed by the City.

The City Clerk’s Office revised the Retention Schedule in collaboration with representatives from each Department, which was then approved by the City Attorney. The revised Retention Schedule provides clear, specific records descriptions and retention periods, applies current law, City practices, and technology to the disposition and destruction of the City’s records.

The City will increase operational efficiency by identifying which department is responsible for maintaining the original record, reducing duplication, and establishing clear retention periods for the series of records.

FISCAL IMPACT: None.
______________________________________________________________________________ March 18, 2024 Council Packet Page 9
RECOMMENDATION: Approve Resolution Adopting Records Management and Retention Policy Containing Records Retention Schedules. ____________________________________________________________________________ ____________/s/ ________________ March 6, 2024
Reyna Rivera Date
City Clerk
____________/s/ ________________ March 6, 2024_______
Fernando Santillan Date
City Manager
Attachments:

Resolution Adopting Records Management Policy.

Exhibit A - Records Management Policy and Retention Policy Exhibit B - Records Retention Schedule
March 18, 2024 Council Packet Page 10
RESOLUTION NO. 2024 – __R

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SELMA,

CALIFORNIA, ADOPTION OF A RECORDS MANAGEMENT AND

RETENTION POLICY AND RECORDS RETENTION SCHEDULE
WHEREAS, California Government Code Section 34090 et seq. sets forth certain legal requirements relating to the management and retention of certain municipal records; and
WHEREAS, Senate Bill 742 approved by the California State Government on September 7, 1999, required the Secretary of State to establish, publish, update, and maintain on a permanent basis guidelines for local government records retention (Government Code Section 12236); and
WHEREAS, retention guidelines have been provided to the city which have been endorsed by resolution of the General Assembly of the League of California Cities, and by the City Clerks Association of California; and
WHEREAS, said guidelines are reviewed and updated periodically by the Secretary of State; and
WHEREAS, the City’s management staff has reviewed and desires to establish a Records Management and Retention Policy that will serve as a guideline for creation, maintenance, disposition, and retrieval of official City records; and WHEREAS, the policy updates the City’s current practices, and brings the City into compliance with modern standards and establishes the overall procedures for records management and retention of records; and
WHEREAS, it has been determined that the Records Management Policy and Retention Policy establish recommended retention periods and destruction guidelines comply with Federal and State statues and are generally accepted records management practices.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Selma as follows:

SECTION 1. The above recitals are true and correct and are incorporated herein by reference.

SECTION 2. The City Council hereby establishes the Records Management and Retention Policy as set forth in the policy in Exhibit A and the Retention Schedule as set forth in Exhibit B.

SECTION 3. Severability. The provisions of this Resolution are severable and if any provision, clause, sentence, word, or part thereof is held illegal, invalid, unconstitutional, or inapplicable to any person or circumstances, such illegality, invalidity, unconstitutionality, or March 18, 2024 Council Packet Page 11
inapplicability shall not affect or impair any of the remaining provisions, clauses, sentences, sections, words, or parts thereof of the Resolution or their applicability to other persons or circumstances.

SECTION 5. Effective Date. That the City Clerk shall certify the adoption of this Resolution and shall be in full force and effective as of March 18, 2024.

PASSED, APPROVED AND ADOPTED this 18th day of March, 2024, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Scott Robertson, Mayor
ATTEST:

Reyna Rivera, City Clerk
March 18, 2024 Council Packet Page 12
Records Management and Retention Policy
The City of Selma Records Management and Retention Policy exists to protect the City’s information assets and manage them more efficiently by employing systematic methods for creation, maintenance, disposition, and retrieval of official City records. Through application of sound records management practices, the program ensures the availability of records and information when needed by City staff and members of the public. These practices also ensure the elimination of unnecessary, redundant records, the preservation of records of continuing value for historical, legal and administrative research, and the destruction of obsolete records in accordance with established guidelines and laws once they reach their approved disposition date.

By controlling the life cycle of records from creation to final disposition, the City will better manage its information assets, facilitate efficient access to information when needed, provide documentation of compliance to state and federal courts and agencies, and preserve a valuable history of the organization. The City Clerk Department coordinates the Records Management and Retention Policy in cooperation with designated department liaisons. The City Clerk is also responsible for preserving the City’s legislative history.

The Retention Schedule establishes retention authority for records common to all departments.

The Records Retention Schedule provides the foundation for the Records Management Program and plays a pivotal role in its implementation. The City Clerk maintains retention schedules for each department of the City and updates these schedules on a periodic basis. These department schedules establish mandatory minimum retention periods for all City records. If a federal or state law, court ruling, or regulation establishes the retention period for a record, a citation to the relevant provision is given; if no citation is present, authority for the retention period is based on departmental, legal, and management recommendations. No department, division, board, or commission may dispose of an official City record prior to the expiration of its approved retention period.

Actual disposal of such records by a City office is subject to the procedures outlined in the records management and retention policy.

This policy:
● Ensures that records will not be destroyed prematurely; ● Allows records that are no longer useful to be destroyed legally; ● Helps reduce space and equipment necessary for filing records; ● Determines when records may be transferred to storage; ● Organizes and groups related documents by records series; ● Provides information helpful in developing a vital records protection plan.

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Program Objectives
A. What are “records”
Records include, but are not limited to, letters, papers, maps, exhibits, magnetic tapes, compact-disks, microfilm, photographic film and prints, audio and video recordings, and any other information, regardless of its physical form or characteristics, that is received, created or used by a City department or official in the normal course of City business.

California Government Code Section 7920.530 “Records are any writing containing information relating to the conduct of the public’s business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics.” B. Records Retention Schedule
The Records Retention Schedule provides the foundation for the Records Management and Retention Policy and plays a pivotal role in its implementation. The City Clerk maintains retention schedules for each department of the City and updates these schedules on a periodic basis. These department schedules establish mandatory minimum retention periods for all City records. If a federal or state law, court ruling, or regulation establishes the retention period for a record, a citation to the relevant provision is given; if no citation is present, authority for the retention period is based on departmental, legal, and management recommendations. No department, division, board, or commission may dispose of an official City record prior to the expiration of its approved retention period.

Actual disposal of such records by a City office is subject to the policies and procedures outlined in the Records Management and Retention Policy.

1. General Records Retention Schedule
The general records retention schedule sets mandatory minimum retention periods for those record series that are common to all departments and divisions.

The retention period applies to a record regardless of the medium in which it is maintained.

Some records listed in the Retention Schedule are maintained electronically. All documents scanned must be verified as readable. Once documents have been verified, those hard copies can be destroyed, electronic versions may remain indefinitely for any permanent record.

2. Department Retention Schedule
The department retention schedule cover specific records maintained relative to the functions performed by that department. The schedules set the mandatory minimum retention periods for the record copy of these documents. Convenience copies of these records found in other departments have administrative value only, and should not be kept longer than the official record copy maintained by the designated department of record.

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3. Disposition Dates
Unless otherwise stated, the retention period for a record is in calendar years from the date of its creation. The retention period applies to the official record as distinct from convenience or working copies created for informational purposes. Where several copies are maintained, the office shown as the department of record shall retain the official record.

Duplicate or convenience copies are kept only as long as administratively valuable and should not be kept longer than the official record that is maintained by the designated department of record.

If a record described in a schedule is maintained in a bound volume of a type in which pages are not easily removed, the retention period, unless otherwise stated, is calculated based on the date of last entry.

If two or more records listed in this schedule are maintained together by a department and are not severable, the combined record must be retained for the length of time of the component with the longest retention period.

4. Retention Event Codes
Retention Event Codes are utilized within the Records Retention Schedule to provide clarity on retention periods, particularly when disposition is determined by specific events rather than a fixed period of time. These codes are integral for managing the lifecycle of records effectively. The following codes are established and defined for use within the City of Selma's Records Management and Retention Policy:

AA - After Audit: Records designated with this code are retained until after completion of an audit process.

AC - After Completion: Records marked with this code are retained until a specific task or project is completed.

ACT - While Active: Records assigned to this code are retained for the duration of their active use.

AE - After Expiration: Records bearing this code are retained until after their expiration date.

AFP - After Final Payment: Records with this code are retained until final payment is made.

AP - After Approval: Records designated with this code are retained until after approval is obtained.

AR - Annual Review: Records marked with this code undergo annual review to determine their ongoing relevance and necessity.

AT - After Termination: Records assigned this code are retained until after the termination of a specific event or contract.

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C - Confidential: Records marked as confidential are retained according to the sensitivity of their content.

CM - Current Month: Records with this code are retained for the current month only.

CY - Current Year: Records designated with this code are retained for the current calendar year only.

EL - Electronic Media: Records marked with this code are stored in electronic format.

EY - Event Year: Records with this code are retained based on a specific event occurring within the calendar year.

H - Historical: Records marked as historical are retained indefinitely for their historical value.

IND - Indefinite: Records assigned this code are retained indefinitely until further notice.

LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System: Records with this code are retained for the duration of the board, vehicle, or system's operational lifespan.

MX - Mixed Media: Records marked with this code contain a mixture of physical and electronic media.

P - Permanent: Records designated as permanent are retained indefinitely due to their enduring value.

PA - Paper Media: Records with this code are in paper format.

S - After Supersede: Records marked with this code are retained until after they are superseded by updated versions.

V - Vital: Records designated as vital are critical for the continued operation and integrity of the organization.

C. Final Disposition
Disposition is the final phase in the information life cycle and normally involves three possibilities: scanning, destruction, or transfer to a records facility for permanent preservation. On some occasions, disposition may also involve transfer of records to a state or federal agency or a local historical society or university for historical reference.

The final disposition of a records series is noted on the Records Retention Schedule.

NOTE: It is the department's responsibility to obtain proper authorization prior to proceeding with disposition, i.e., having an approved Records Retention Schedule.

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Records Management staff cannot provide verbal approval for the disposition of records not inventoried and included on the approved Records Retention Schedule.

Disposition of records should occur routinely in accordance with the provisions of the Records Retention Schedule. If the Schedule states that certain records are to be retained for three years and then destroyed, records review and disposal should occur promptly at the conclusion of the three-year retention. This ensures that file space is used efficiently and prevents active records needed for day-to-day operations from becoming interfiled with records that have outlived their administrative usefulness.

Exception for litigation and records subject to audit: If a request for information has been filed encompassing the records under the Public Records Act, the records are involved in current or pending litigation, or are subject to an audit, physical destruction may NOT be carried out until all legal action has concluded. The City Attorney’s Office will instruct departments to preserve documents as they relate to pending PRA and litigation cases.

When records maintained in-office become eligible for destruction, contact your Department Records Coordinator prior to any destruction to ensure that proper documentation is completed. While the approved Records Retention Schedule indicates when a record is eligible for destruction, a Destruction Authorization Memo must be completed and approved by the Department Director and Records Management Unit in order to ensure no outstanding legal or fiscal issues require maintaining the records for an extended period. A Department Destruction Log and file index including the record series, file names/numbers/titles, dates of records, date destroyed, and who destroyed them should also be created and sent to the Records Management Unit.

See the Records Management and Retention Policy for additional details. Once the destruction is approved, it is appropriate to place the material in the recycling containers unless they require confidential shredding.

D. Off-Site Records Center
Departments have the option to store City records in an off-site records center designed specifically for high-density storage of permanent records. The following procedures must be adhered to:

1. Approval Process
The decision to utilize off-site storage and the selection of approved off-site locations must be authorized jointly by the City Clerk and the Department Director. Departments seeking approval for off-site storage must submit a formal request detailing the need for storage, including the volume of records to be stored and the anticipated duration of storage. Upon receipt of the request, the City Clerk, in consultation with the Department Director, will assess factors such as space availability, security measures, and cost-effectiveness to approve or deny the request.

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2.Use of Storage Boxes
When permanent records are designated for off-site storage, they must be packed and labeled legibly in standard duty storage boxes, also known as banker boxes. All boxes must be inventoried on a Department Records Transfer List, which must be reviewed and approved by both the Department Director and the Records Management Unit before the boxes are transported to the approved off-site location.

3.Verification of Scanned Documents
Departments have the option to scan documents and retain electronic versions for any permanent record. Prior to destruction of hard copies, all scanned documents must be verified as readable to ensure their integrity and usability.

4. Approved Off-Site Location
The only approved off-site storage facility for City records is located at the Old Selma Police Department, 1935 E. Front Street, Selma, CA. 93662. It is strictly prohibited to store records in closets, basements, attics, or self-service storage facilities.

E. Vital Records Protection
Vital Records are defined as those essential department records needed to meet operational responsibilities under national or regional emergency or disaster conditions.

Disaster means an unexpected occurrence inflicting widespread destruction and distress, having long-term adverse effects on operations, e.g., earthquake or fire.

Emergency means a situation or an occurrence of a serious nature, developing suddenly and unexpectedly, and demanding immediate action. This is generally of short duration, for example, an interruption of normal City operations for a week or less due to an electrical transformer failure or minor flooding caused by broken pipes.

Vital records are divided into two categories:

1. Emergency operating records are those vital records essential to the continued functioning or reconstitution of the organization during and after an emergency. Examples include emergency plans and directives, orders of succession, delegations of authority, staffing assignments, selected program records needed to continue the most critical City operations, as well as related policy or procedural records that assist City staff in conducting operations under emergency conditions and for resuming normal operations after an emergency.

2. Legal and financial rights records are those vital records which are essential to the protection of the legal and financial rights of the City and of the individuals directly March 18, 2024 Council Packet Page 18
affected by its activities. Examples of these records include records containing proof of ownership, financial interest (payroll, retirement, insurance, accounts receivable), legal proceeding decisions, contractual obligations, and similar records.

Policy. All departments will work with Records Management staff to identify and safeguard those emergency operating, legal and financial rights records necessary for their own essential emergency and recovery functions.

F. Archival Preservation
Records identified as permanent or historically significant on the Records Retention Schedule, require special handling and preservation techniques to ensure continued accessibility for reference and research. The City Clerk Department regularly evaluates the volume and types of records in this category and makes recommendations for archival storage media, as well as practices and procedures that need to be followed to ensure access to these materials in perpetuity.

Responsibilities

1. Departments
Each department shall:

1. Appoint a Records Coordinator to work with Records Management staff in implementing the Records Management and Retention Policy. This should be someone who is familiar with the nature and purpose of department records, has some authority to ensure adherence to records policies and procedures, and can recommend retention periods based on actual usage and legal requirements.

2. Assist Records Management staff in conducting and maintaining an inventory of all records created and maintained within the department.

3. Review their Retention Schedule bi-annually, submitting to the City Clerk any suggested revisions to retention periods, and additions or deletions of record series as department functions change.

4. At regular intervals but no less often than once per year, review destruction authorizations for records prepared by the Records Management Staff. Records Coordinators and Department Directors should review the list of records eligible for destruction to ensure that none of the records are the subject of an audit or pending litigation.

5. Educate other department staff in proper recordkeeping policies and procedures.

March 18, 2024 Council Packet Page 19
B. City Clerk – Records Management Unit
The City Clerk, as director and administrator of the Records Management and Retention Policy, shall:

1. Direct the preparation of a citywide records inventory of all departments.

2. Prepare and maintain a Records Retention Schedule based on the findings of the records inventory and discussions with City staff.

3. Assist department Records Coordinators in reviewing and updating department Records Retention Schedules on a periodic basis. Revise policy and procedures as necessary to ensure interdepartmental coordination and cooperation in the creation, maintenance, protection, retention, and disposition of all City records.

4. Approve Retention Schedule and policy revisions that affect transfer of records to the off-site records center.

5. Provide off-site records center storage containers and identification procedures for each box submitted for storage.

6. Submit Records Destruction Authorization Memos to each Department Director for approval to destroy records stored in the off-site records center. Carry out such destruction in accordance with established procedures.

7. Maintain accurate logs and databases of all records stored in the off-site records center. Keep records secure, and provide access to information to researchers upon request.

8. Maintain documentation of all records destroyed in accordance with the Records Retention Schedule, including those records destroyed directly by departments.

9. Educate City staff on principles of records management and industry best practices through regular training meetings for department liaisons. Provide guidance, consultation, and advice as needed.

C. City Attorney
The City Attorney shall review the Records Retention Schedule and all proposed amendments to assure compliance with local, state, and federal legal requirements. The City Attorney shall also review all Records Destruction Authorization Memos to ensure that listed records are not the subject of current or pending litigation.

D. City Council
March 18, 2024 Council Packet Page 20
The City Council shall provide final authority for amendments to the Records Retention Schedule.

March 18, 2024 Council Packet Page 21
Legend:

All Depts MX CY+2, AR CY+2, AR GC 34090: 2 year minimum Administrative Record, State of CA Guidelines
01-01-03 Departmental Goals & Objectives All Depts MX S 5 S+5 GC 34090: 2 year minimum Administrative Record, State of CA Guidelines recommends retaining for 5 years after superseded.
01-01-04 Policies & Procedures Policies and procedures created and maintained either by departments or citywide.

All Depts V MX S 5 S+5 GC 34090: 2 year minimum
Administrative Record, State of CA Guidelines recommends retaining for 5 years after superseded.
01-01-05 Staff & Interdepartmental Meetings Includes informal meeting agendas, sign-in sheets, and meeting
t il
All Depts MX EY+2 EY+2 GC 34090: 2 year minimum
Administrative Record, State of CA Guidelines
01-01-06 Calendars & Schedules May include appointment books, work schedules, planners, and
All Depts MX CY+2 CY+2 GC 34090: 2 year minimum
Administrative Record, State of CA Guidelines
01-01-07 Surveys & Studies General City surveys and studies. All Depts MX AC+2 AC+2 GC 34090: 2 year minimum State of CA Guidelines: 2 years after completion
01-01-08 Certificates of Insurance Certificates provided by contractors and vendors for liability coverage.

All Depts MX AE+2 AE+2 GC 34090: 2 year minimum
01-01-09 Grants Includes applications, copies of grant agreements, and other grant related materials.

All Depts MX AFP+5 AFP+5 21 CFR 1403.36(i)(11): 3 years after last payment 21 CFR 1403.42: 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3): Deeds/CDBG activities, 4 years after closure of loan
24 CFR 85.42: Grants & co-operative agreements, 3 years after submission of last expenditure report
29 CFR 97.42: grants must be kept for 3 years. State of CA Guidelines: 5 years after grant closure.
* State recommends referring to grant application close-out procedures, if any.
01-01-10 Employee Time Sheets Time sheets maintained by the department and signed by the
employee.

All Depts PA CY+2 4 CY+6 GC 34090: 2 year minimum requirement 29 CFR 516.2: Maintain
29 CFR 516.6: 2 years
R&T 19530: 3 years after tax return due R&T 19704: 6 year statute of limitations LC 1174: 2 years after pay period 26 CFR 31.6001-1: 4 years after tax return due
29 USC 255(a): 2 to 3 years statute of limitations for
minimum wages
State of CA Guidelines: 6 years after audit
01-01-11 Complaints General complaints to City departments. Documents complaints regarding customer service, employees,
employee action, employee conduct, or programs/events.

This does not include claims filed against the City (see Risk Management).

All Depts C MX AC+2 5 AC+7 42 USC 1983: Settlement of complaint plus 7 years.

AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital City of Selma Records Retention Schedule
01 Citywide DRAFT
March 18, 2024 Council Packet Page 22
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
01-01-12 Chemical and Hazardous Material
Inventories
Documents chemicals and hazardous materials owned,
used, in possession in the course of City business.

Includes, but is not limited to material safety data sheets, disposal, use and storage
records.

All Depts MX ACT 30 ACT+30 8 CCR 3204: 30 year minimum
01-01-13 Contracts, Leases, and Agreements -
Department Level
Memorandums of Understanding (MOU), leases, rental
agreements, contracts (department level only). *See 03-04- 00 for non-department level agreements.

All Depts MX AT+5 AT+5 CCP 337.2: Statutes of limitations CCP 343: Statutes of limitations
48 CFR 4.601: 5 years for procurements exceeding $25,000 01-01-14 Employee Records - Department Level Includes full and part time employees. Employees history at department level. May include, but is not limited to safety and training records, correspondences, time off
requests, documented counseling, commendations,
citations, and other employee related info where originals are not retained in Human Resources.

All Depts C MX AT+2 4 AT+6 29 CFR 1627.3 - 4: 3 years after termination 29 CFR 1602.30 - 32: 2 - 3 years after termination
29 CFR 516.5 - 6: 3 years after action
29 USC 1113: 6 years after date of last action GC 12946: 2 years after termination or action
State of CA Guidelines: 3 years after termination for nonsafety employees; 5 years after termination for safety employees 01-01-15 Employee Recruiting Records - Department Level
Employment recruitment not submitted to Human
Resources. May include rating sheets, reference checks, and interview questions.

All Depts C MX AC 2 AC+2 GC 34090: 2 year minimum
01-01-16 Equipment Ownership and Maintenance
Records
Documents legal ownership and maintenance of all Cityowned equipment. May include legal titles, warranties, and maintenance logs.

All Depts MX LOE 2 LOE+2 GC 34090: 2 year minimum
01-01-17 Capital Improvement Projects -
Construction
CIP Construction Records including planning, design,
construction, conversion or modification of local
government- owned facilities, structures & systems;
environmental / CEQA reports and documents (ie. streets, curbs, gutters, sidewalks, storm drains, etc.

All Depts MX AC+4 P P GC 34090(a): Real property records, maintain GC 4003, 4004, Maintain
H&S 19850: Life of Building, with exceptions, CC 1351:

Definitions, community property CCP 337.15: 10 years
State of CA Guidelines: Permanent
01-01-18 Capital Improvement Projects -
Engineering
CIP Engineering Project Records. Supporting documents
including appraisal reports, bidders lists, nonenvironmental reports, work orders, schedules, exhibits, construction staking documentation
and correspondence.

All Depts MX AC+4 6 AC+10 CCP 337.15: 10 years
State of CA Guidelines: 10 years after project completion 01-01-19 Non-CIP Construction Projects Includes miscellaneous projects not budgeted under the CIP.

All Depts MX AC+4 6 AC+10 CCP 337.15: 10 years
State of CA Guidelines: 10 years after project completion 01-01-20 Maintenance Projects All Depts MX AC+2 AC+2 GC 34090: 2 year minimum State of CA Guidelines: Current year plus 2 for maintenance projects.
01-01-21 Organizational Charts Departmental and citywide. All Depts EL S 2 S+2 GC 34090: 2 year minimum 01-02-00 Reference Materials
01-02-01 General Information General information for Reference Materials. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
01-02-02 Professional Associations/Organizations All Depts MX CY+2 CY+2 GC 34090: 2 year minimum Administrative Record, State of CA Guidelines
01-02-03 Community Organizations/Foundations All Depts MX CY+2 CY+2 GC 34090: 2 year minimum Administrative Record, State of CA Guidelines
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital City of Selma Records Retention Schedule
01 Citywide
March 18, 2024 Council Packet Page 23
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
01-02-04 Mailing Lists All Depts MX S S GC 34090.7: Duplicates may be destroyed within the 2 year minimum.
01-02-05 Community Information/Events Review annually to determine if records should be classified as Historical which would be retained
permanently (see 01-02-08 Historical Information/Events).

All Depts MX CY+2, AR CY+2, AR GC 34090: 2 year minimum Administrative Record, State of CA Guidelines
Administrative Decision: Review prior to destruction for potential historical content and reclassification to Historical Information/Events as a permanent record.
01-02-06 Historical Information/Events All Depts H MX CY+2 P P GC 34090: 2 year minimum Administrative Record, State of CA Guidelines
Administrative Decision: Retain permanently for historical value.
01-02-07 Public Relations May include handouts, speeches, and biographies. Review annually to determine if records should be classified as Historical which would be retained permanently (see 01-02- 08 Historical Information/Events).

All Depts MX EY+2, AR 5 EY+7, AR GC 34090: 2 year minimum State of CA Guidelines: Current year plus 7
Administrative Decision: Review prior to destruction for potential historical content and reclassification to Historical Information/Events as a permanent record.
01-02-08 Technical References Includes manuals and reference materials. All Depts MX S S GC 34090.7: Duplicates may be destroyed within the 2 year minimum.
01-02-09 City Sponsored Events Planning and history of events sponsored by the City. All Depts MX CY+5, AR CY+5, AR GC 34090: 2 year minimum Review prior to destruction for potential historical content and reclassification to Historical Information/Events
01-03-00 Records & Information Management
01-03-01 General Information General information on Records & Information Management.

Destroy printed versions older than 30 days due to potential updates.
01-03-03 Inactive Records and Archives Includes an index of records that are inactive/archived.

These are records that are not accessed regularly, but are required to be retained for a certain period of time.

All Depts MX S+2 S+2 GC 34090: 2 year minimum
State of CA Guidelines: 2 years after superseded
01-03-04 Active Filing System Includes and index of records that are active. These are records that are accessed regularly.

All Depts MX S+2 S+2 GC 34090: 2 year minimum
State of CA Guidelines: 2 years after superseded
01-03-05 Records Retention Schedule CC EL S+4 P CCP 343: 4 years to commence action State of CA Guidelines: 4 years after superseded
Administrative Decision: Maintain permanently
01-03-06 Certificates of Destruction Documents records that have been destroyed according to the RIM policy.

CC EL P P GC 34090: 2 year minimum
Administrative Policy: Permanent for destruction tracking purposes.
01-03-07 Business Continuation Plan & Vital
Records Program
Includes procedures for assigning and storing vital
records.

All Depts V MX S 5 S+5 GC 34090: 2 year minimum
Administrative Record, State of CA Guidelines recommends retaining for 5 years after superseded.

City of Selma Records Retention Schedule
01 Citywide
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 24
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
01-04-00 Forms, Labels & Graphics
01-04-01 General Information General information on Forms, Labels & Graphics. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
01-04-02 Blank Forms All Depts MX S S Administrative Record, State of CA Guidelines 01-04-03 Form Letters All Depts MX S S Administrative Record, State of CA Guidelines 01-04-04 Form Master/Originals All Depts MX S S Administrative Record, State of CA Guidelines 02-01-00
02-01-01 General Information General information for City Council All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
02-01-02 Agenda Packets Includes agendas, staff reports, and all supporting documentation for Council meetings.

CC EL S+2 S+2 GC 34090: 2 year minimum requirement
02-01-03 Minutes Minutes of the City Council meetings CC V, H MX P P GC 34090e: Minutes of governing bodies , Permanent GC 36814: Maintain record of proceedings
GC 40801: Maintain record of proceedings
State of CA Guidelines: Permanent
02-01-04 Recordings of Meetings Electronic recordings of meetings stored on network drive.

Supports the agenda packet and minutes.

CC EL CY+5 CY+5 GC 54953.5: 30 days after recording
GC 34090.7: Video recordings may be destroyed after 90
days. State of CA Guidelines: Current month plus 3 months.

Administrative Decision: Maintain meeting audio recordings for the current year plus 5 years to support Minutes.
02-01-05 Council Policy Includes the Council Handbook. CC EL S+2 S+2 GC 34090: 2 year minimum requirement State of CA Guidelines: 2 years after superseded for policies and directives rendered by Council not assigned a resolution or ordinance number.
02-01-06 Ceremonial Items Includes resolutions of commendation, certificates of recognition, proclamations, and other ceremonial items
presented by Council.

CC EL EY+2, AR EY+2, AR GC 34090: 2 year minimum requirement Administrative Decision: Maintain ceremonial items for the Event Year plus 2 years; Review prior to destruction for potential historical content and reclassification to Historical Information/Events as a permanent record.
02-01-08 Proposition 218 Ballots Ballots received regarding Prop 218 hearings. *Retain the nondeliverable/returned mail for 2 years after the hearing date.

CC PA P P State of CA Guidelines: Permanent for Prop 218 ballots. 02-02-00
02-02-01 General Information General information for Boards, Commissions & Committees.

All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
02-02-02 Membership File Appointed member applications, oaths of office, and notices of resignation for all boards, commissions, and committees.

CC MX T 5 T+5 GC 34090: 2 year minimum
Administrative Decision: retain materials 5 years after member is no longer on board, commission, or committee.

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
02-02-03 Applications - Not Appointed Applications remain on file for two years or until appointment. If appointed, the application is included in the Membership File.

CC EL CY+2 CY+2 GC 34090: 2 year minimum
02-02-04 Recruitment File Includes correspondences, Maddy Act notices, miscellaneous ads, and other recruitment related records CC EL CY+2 CY+2 GC 34090: 2 year minimum
02-02-05 Rosters Includes member listings for all board, commissions, and committees.

CC EL S 5 S+5 GC 34090: 2 year minimum
02-02-06 Bylaws Includes bylaws for all boards, commissions, and committees.

CC EL P P GC 34090: 2 year minimum
02-02-07 Handbook Includes the handbook for all boards, commissions, and committees.

CC EL S 2 S+2 GC 34090: 2 year minimum requirement
State of CA Guidelines: 2 years after superseded for policies and directives rendered by Council not assigned a resolution or ordinance number.
02-03-00 General City Management Materials
02-03-01 General Information General information on General City Management Materials.

All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record. Keep while current.
02-03-02 Emergency Operations Plan Documents the City's plan in emergencies. CM PA S+2 S+2 GC 34090: 2 year minimum State of CA Guidelines: 2 years after superseded
02-03-03 City Manager Reports to Council Maintained in electronic form. CM EL CY+2 CY+2 GC 34090: 2 year minimum State of CA Guidelines: maintain for current year plus 2 02-04-00 Elections Materials
02-04-01 General Information General information on Elections Materials. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.

City of Selma Records Retention Schedule
02 City Management
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 26
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
02-04-02 Municipal Elections General and Special Elections. May include ballot material copies, certification of votes, council appointment oaths, and correspondences.

Original canvass information including records used to
compile final election results, tally sheets, voting machine tabulation, detailed breakdown of results, and special
election results are kept at the County Registrar of Voters Office.

CC MX AC+2 3 AC+5 EC 17000-1: Affidavits and indexes are 5 years EC 17300: 5 years after election for election rosters
EC 17302-6: 6 months after election, if no contest, for election records
GC 81009: Campaign reports, not including candidate's
campaign statements
GC 34090.7: Duplicate copies may be destroyed at any
time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7. Non-records may be destroyed at any time.

For all election documents where the State's requirement is permanent, but for which the County maintains the original documents.
02-04-03 Oaths of Office Elected, deputized, and designated City staff. CC EL AT+3 3 AT+6 GC 34090: 2 year minimum Administrative Decision: Maintain for 6 years after
termination to keep in line with Employee Personnel
R d t ti 03-01-00 Legislative Information
03-01-01 General Information General information for Legislative Information. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
03-01-02 Ordinances CC V MX P P P GC 34090e: Permanent for decisions of the City GC 40806: Maintain State of CA Guidelines: Permanent
03-01-03 Resolutions Resolutions adopted by legislative bodies. CC V MX P P P GC 34090e: Permanent for decisions of the City GC 40806:

Maintain State of CA Guidelines: Permanent
03-01-04 Municipal Code Maintained electronically on the City website. CC V EL S P P GC 34090e: Permanent for decisions of the City State of CA Guidelines: Permanent
03-01-06 Lobbyist Reports Lobbyist contracted with the City. Includes quarterly reports required by the Secretary of State.

CC EL CY+2 5 CY+7 GC 81009e: 7 years for other reports and statements 03-01-07 State & Federal Legislation Includes letters to the State or Federal government supporting or opposing legislation.

CC EL CY+2 5 CY+7 GC 81009e: 7 years for other reports and statements 03-02-00 City Attorney Records
03-02-01 General Information General information for City Attorney Records. All Depts EL AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
03-02-02 Legal Opinions CC C EL S S GC 34090: 2 year minimum requirement Administrative Decision: Maintain legal opinions until
superseded.
03-02-03 Litigation General Cases High Profile Cases
Duplicates of originals on file with the County.

CA EL AC+2 AC+2 5
P
AC+7 P GC 34090: 2 year minimum
State of CA Guideline: 7 years after closure for case
records; maintain high profile cases permanently.
03-03-00 General Legal Matters
03-03-01 General Information General information for General Legal Matters. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
03-03-02 Affidavit of Publication Provided by the newspaper; proof of publication. Includes notices of public hearings.

CC EL CY+2 2 CY+4 GC 34090: 2 year minimum
CCP 343: 4 years
03-03-03 Request for Special Notice Includes annual requests from the public or industry to notify them of potential changes to specific City policies and fees
CC EL CY+2 CY+2 GC 34090: 2 year minimum
03-03-04 Temporary Street Closure Permits CC EL CY+2 CY+2 GC 34090: 2 year minimum State of CA Guidelines: current year plus 2 for temporary use permits
City of Selma Records Retention Schedule
02 City Management
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 27
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
03-03-05 Parade/Event Permits CC EL CY+2 CY+2 GC 34090: 2 year minimum State of CA Guidelines: current year plus 2 for temporary use permits
03-03-06 Taxicab/Motor Vehicle for Hire Permits CC MX AT+2 2 AT+4 GC 34090: 2 year minimum State of CA Guidelines: 4 years after termination of permit for Ground Transportation Permits
03-03-07 Alcoholic Beverage Commission License -
Events
Temporary use only. CC MX CY+2 CY+2 GC 34090: 2 year minimum State of CA Guidelines: current year plus 2 for temporary use permits
03-03-08 Alcoholic Beverage Commission
Licenses - Establishments
CC MX AT+2 AT+2 GC 34090: 2 year minimum
State of CA Guidelines: Life of business or event plus 2 years
03-04-00 Agreements/Recordations
03-04-01 General Information General information for Agreements/Recordations. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
03-04-02 General City Agreements Includes product acquisitions, services, professional services and consultants, and all other general City
agreements.

CC MX AT+5 AT+5 CCP 337.2: Statutes of limitations
CCP 343: Statutes of limitations
48 CFR 4.601: 5 years for procurements exceeding $25,000 03-04-03 Development Agreements Includes Disposition and Development agreements, owner participation agreements, Short and Long-Term Deferred
Improvement Agreements, Oversized Construction
Reimbursement agreements, Benefit District Refunding
agreements, and other development agreements.

CC MX AC+2 P P GC 34090(a): Real property records, maintain CCP337, 337.1(a), 337.15: Statutes of limitations 48 CFR 4.703: 3 years after final payment
48 CFR 4.705-1: 4 years after completion for accounting, payroll, purchasing records, et. al.

H&S 19850: Life of Building, with exceptions.
03-04-04 Franchise Agreements CC MX AE+2 P P CCP 337.2: Statutes of limitations CCP 343: Statutes of limitations
48 CFR 4: 5 years for procurements exceeding $25,000
03-04-05 Subdivision Improvement Agreements Includes the original agreements and notice of completion. CC MX AC+4 P P GC 34090(a): Real property records, maintain CCP337, 337.1(a), 337.15: Statutes of limitations 48 CFR 4.703: 3 years after final payment
48 CFR 4.705-1: 4 years after completion for accounting, payroll, purchasing records, et. al.

H&S 19850: Life of Building, with exceptions.

AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital City of Selma Records Retention Schedule
03 Legal & Legislative
March 18, 2024 Council Packet Page 28
Legend:

CC MX AC+4 P P GC 34090(a): Real property records, maintain H&S 19850:

Life of Building, with exceptions CCP 337.15: 10 years
State of CA Guidelines: Permanent
03-04-07 Non-CIP Construction Project
Agreements
Construction agreements that are not associated with
Capital
Improvement Projects.

CC MX AC+2 8 AC+10 CCP 337.15: 10 years
State of CA Guidelines: 10 years after project completion 03-04-08 Bond Agreements Finance MX AC+4 P P GC 34090: 2 year minimum requirement GC 43900-43903: Destruction guidelines for bonds
CCP 337.5: Statutes of limitations, 6 years after expiration FC 3368: Maintain
FC 30210: Maintain
State of CA Guidelines: 10 years after closure/expiration 03-04-09 City/County Maintenance Agreements Includes roads and facilities on County property where the City agrees to maintain the structure after building.

Ultimately, the land/facility will be annexed into the City.

CC MX AC+4 P P GC 34090(a): Real property records, maintain CCP337, 337.1(a), 337.15: Statutes of limitations H&S
19850: Life of Building, with exceptions.
03-04-10 Emergency Medical Systems EMS
Related Agreements
Includes agreements regarding funding, servicing areas, reimbursements.

CC MX AT+5 P CCP 337.2: Statutes of limitations
CCP 343: Statutes of limitations
48 CFR 4.601: 5 years for procurements exceeding $25,000 Administrative Decision: Maintain permanently.
03-04-11 Lease Agreements Includes agreements for property/facilities leased from the City and leased to the City.

CC MX P P P CCP 337.2: Statutes of limitations CCP 343: Statutes of limitations
48 CFR 4: 5 years for procurements exceeding $25,000
03-04-12 Property Owners Business Improvement
District
CC MX ACT+2 P P GC 34090: 2 year minimum
03-04-13 Parcel Map Improvement Agreements Includes the original agreements and notice of completion. CC MX AC+4 P P GC 34090(a): Real property records, maintain CCP337, 337.1(a), 337.15: Statutes of limitations 48 CFR 4.703: 3 years after final payment
48 CFR 4.705-1: 4 years after completion for accounting, payroll, purchasing records, et. al.

H&S 19850: Life of Building, with exceptions.
03-05-00 Property Related Records
03-05-01 General Information General information for Property Related Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
03-05-02 Right-of-Way CC MX P P P GC 34090(a): Permanent for land and property related documents 24 CFR 1710: Permanent
03-05-03 Street and Alley
Vacations/Abandonments
CC MX AC+2 P P GC 34090(a): Permanent for land and property related documents State of CA Guidelines: Permanent
03-05-04 Easements, Deeds & Quitclaim Deeds CC MX P P P GC 34090(a): Permanent for land and property related documents
24 CFR 1710: Permanent
03-06-00
03-06-01 General Information General information for Fair Political Practices Commission.

All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.

Fair Political Practices Commission
City of Selma Records Retention Schedule 03 Legal &
Legislative
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 29
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
03-06-02 Statement of Economic Interests (Form
700) Mandatory Filers
Includes Form 700s for the mayor, city council members, planning commissioners, city manager, and city attorney. *Copies only; originals are sent to the FPPC
CC MX AC+2 5 AC+7 GC 81009f: 4 year requirement for copies Administrative Decision: maintain all forms for 7 years per GC 81009e for consistency.
03-06-03 Statement of Economic Interests (Form
700) Designated Filers
Includes Form 700s for designated positions. CC MX AC+2 5 AC+7 GC 81009e: 7 year requirement for originals GC 81009f: 4 year requirement for copies
03-06-04 Campaign Statements - Elected Officials Elected officials and committees that support elected officials. Includes original campaign statements and oaths of office.

CC MX P P P GC 81009b: maintain elected indefinitely
03-06-05 Campaign Statements - Unsuccessful Unsuccessful candidates for office and committees that support unsuccessful candidates for office.

CC MX AC+2 3 AC+5 GC 81009b: 5 years for unsuccessful candidates 03-06-06 Campaign Statements - Committees Original campaign statements for ballot measure committees.

CC MX AC+2 5 AC+7 GC 81009e: 7 years
03-06-07 Ethics Training Certificates CC MX AC+5 AC+5 GC 53235b: 5 years 03-06-08 Agency Forms CC MX AC+2 5 AC+7 FPPC Regulations 18944

City of Selma Records Retention Schedule
03 Legal & Legislative
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 30
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
04-01-00 General Accounting
04-01-01 General Information General information for General Accounting. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
04-01-02 Financial Systems Finance EL IND IND Transitory Record: maintain indefinitely or until data is transferred to a new system.
04-01-03 Journal Entries Finance MX AA+2 3 AA+5 GC 34090: 2 year minimum State of CA Guideline: 2 years after audit
Administrative Decision: maintain for 5 years after the annual audit to follow the Grant retention periods.
04-02-00 Accounts Payable
04-02-01 General Information General information for Accounts Payable. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
04-02-02 Accounts Payable Claim for Payments Includes invoices and vendor information petty cash, and credit card statements.

Finance MX AA+2 2 AA+4 GC 34090: 2 year minimum
CCP 337: 4 year statute of limitations
CCP 338: Statute of limitations, 3 years for action
State of CA Guidelines: 4 years after audit for accounts payable, 3 years for tax payments.

Administrative Decision: maintain all payments for 4 years after the annual audit for consistency in destruction.
04-02-03 Accounts Payable Posting Reports Includes invoice posting, check posting, void posting, and positive pay reports.

Finance EL ACT ACT GC 34090.7: Duplicate information may be destroyed within the 2
year minimum retention.
04-02-04 W-9 / 1099 Reporting Also includes 1096 summary forms which are submitted electronically.

Finance MX AA+5 AA+5 GC 34090: 2 year minimum
29 USC 436: 5 years
26 CFR 31.6001: 4 years after tax return is filed R&T 19530:
3 years after tax return is filed
29 CFR 516.2-6: maintain at least 3 years
State of CA Guidelines: 4 years after audit
04-02-05 Levy Inquiries/Requests Includes inquiries by outside agencies for garnishments or other levies.

Finance EL AA+2 2 AA+4 GC 34090: 2 year minimum
State of CA Guidelines: 2 years after audit
Administrative Decision: maintain levies for 4 years after the annual audit for consistency in destruction.

City of Selma Records Retention Schedule
04 Finance
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 31
Legend:

Includes competitive bid quotes, exemption documents,
notices, spreadsheets, comparison summaries,
advertising, and other related documents.

All Depts EL AC 5 AC+5 GC 34090: 2 year minimum CCP 337: Statute of limitations State of CA Guidelines: 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of project associated with the bid.
04-03-03 Bids - Successful Includes the successful bidders documentation, competitive bid quotes, exemption documents, notices,
spreadsheets, comparison summaries, advertising, and
other related documents.

All Depts MX AA+2 3 AA+5 GC 34090: 2 year minimum
State of CA Guidelines: 5 years after audit for successful bids
04-03-04 Unsuccessful Bids, RFPs, and RFQs Includes documentation of unsuccessful submissions. All Depts MX CY+2 CY+2 GC 34090: 2 year minimum State of CA Guidelines: current year plus 2 for unsuccessful bids.
04-03-05 Purchase Order Files Finance MX AA+2 2 AA+4 GC 34090: 2 year minimum CCP 337: Statue lf limitations State of CA Guidelines: 4 years after audit
04-03-06 Office Equipment Leasing Workpapers Documents regarding leased office equipment. Original lease agreements are maintained in the Clerk's Office.

Finance EL AT+5 AT+5 CCP 337: Statute of limitations of 4 years after termination CCP 343: Statute of limitations of 4 years
48 CFR 4: 5 years for procurements exceeding $25,000
State of CA Guidelines: 5 years after termination of the lease
04-04-00 Budget Records
04-04-01 General Information General information for Budget. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
04-04-02 Annual Budget Approved Budget. Records documenting the final annual financial plan approved by the City Council. Includes the budget message, budget in brief, fiscal model, and final operations budget.

Finance MX CY+1 P P GC 34090: 2 year minimum
GC 40802: Maintain
GC 53901: Budgets copy must be filed with the County
State of CA Guidelines: Permanent
Permanent refers to one final copy of the approved budget.

Working copies can be destroyed after use.
04-04-03 Budget Preparation Records Budget Working Papers; Budget Requests. Documents used in the preparation of the annual budget. Includes
correspondences, budget requests, proposals and
instructions, computer reports, notes, and other related documents.

All Depts EL AA+2 AA+2 GC 34090: 2 year minimum
State of CA Guidelines: 2 years after audit
City of Selma Records Retention Schedule
04 Finance
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital Purchasing & Material Acquisition
March 18, 2024 Council Packet Page 32
Legend:

Finance EL AA+5 AA+5 GC 34090: 2 year minimum
State of CA Guidelines: 2 years after audit
Administrative Decision: maintain for 5 years after the annual audit to follow the Grant retention periods.
04-05-00 Accounts Receivable
04-05-01 General Information General information for Accounts Receivable. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
04-05-02 Accounts Receivable Billing Includes invoices and requests. Finance EL AA+2 4 AA+5 GC 34090: 2 year minimum CCP 337: Statute of limitations of 4 years State of CA
Guidelines: 4 years after audit
Administrative Decision: maintain for 5 years after the annual audit.
04-05-03 Collections Finance EL AA+2 4 AA+6 GC 34090: 2 year minimum CCP 337: Statute of limitations of 4 years State of CA
Guidelines: 4 years after audit
Administrative Decision: maintain for 5 years after the annual audit.
04-05-04 Adjustments Finance EL AA+2 4 AA+6 GC 34090: 2 year minimum CCP 337: Statute of limitations of 4 years State of CA
Guidelines: 4 years after audit
Administrative Decision: maintain for 5 years after the annual audit
04-05-05 Cash Receipts Finance MX AA+2 4 AA+6 GC 34090: 2 year minimum CCP 337: Statute of limitations of 4 years State of CA
Guidelines: 4 years after audit
Administrative Decision: maintain for 5 years after the annual audit.
04-06-00 Revenue
04-06-01 General Information General information for Revenue. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record
series. Keep while current.
04-06-02 County Tax Reports Includes printouts from the County. Finance MX AA+2 3 AA+5 GC 34090.7: Duplicate information may be destroyed within the 2 year minimum retention.

Administrative Decision: maintain for 5 years after the annual audit to follow journal entries and for simplicity of destruction.

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
04-06-03 Tax Revenue Reports Includes annual and quarterly statements from franchises, transient occupancy, sales, utility users and other taxes.

Finance MX AA+2 3 AA+5 GC 34090: 2 year minimum
CCP 338: Statute of limitations, 3 years for action State of CA Guidelines: 3 years after audit
Administrative Decision: maintain for 5 years after the annual audit to follow journal entries and for simplicity of destruction.
04-06-04 Liability Debt Reports Finance MX AFP+2 3 AFP+5 GC 34090: 2 year minimum CCP 338: Statute of limitations, 3 years for action State of CA Guidelines: 3 years after audit
Administrative Decision: maintain for 5 years after the annual audit to follow journal entries and for simplicity of destruction.
04-07-00 Debt Financing
04-07-01 General Information General information for Debt Financing. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
04-07-02 Bond Records Records documenting activity of bonds or financing.

Includes statements, arbitrage, bond disclosure, bond
payoffs, bond covenants, and cash/surety bonds.

Bond Issues
Finance MX AC+1
P
9 P
AC+10
P
GC 34090: 2 year requirement
GC 43900-43903: Destruction guidelines for bonds
CCP 337.5: Statutes of limitations, 10 years after expiration FC 3368: Maintain
FC 30210: Maintain
State of CA Guidelines 10 years after closure/expiration and Permanent for bond issues
04-07-03 Capital Lease Payable For equipment leases. Finance MX AE+1 4 AE+5 CCP 337: Statute of limitations of 4 years after termination CCP 343: Statute of limitations of 4 years
48 CFR 4: 5 years for procurements exceeding $25,000
State of CA Guidelines: 5 years after termination of the lease
04-08-00 Audits
04-08-01 General Information General information for Audits. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
04-08-02 CAFR Annual Financial Statement Includes GFOA applications and awards if the City applies for the Award.

Finance MX AA+1 P P GC 34090: 2 year minimum
State of CA Guidelines: Permanent
04-08-03 Audit Reports Records documenting audits conducted by local, state, federal, and/or non-governmental auditing agencies in
accordance with applicable statutory requirements.

Includes accountant's summary, combined financial
statements, schedules, balance sheet details, comments, recommendations, and related data.

Finance MX AA+1 P P GC 34090: 2 year minimum
State of CA Guidelines: Permanent
04-08-04 Management Representation Letters Certification of disclosure by management. Finance MX AA+1 P P GC 34090: 2 year minimum Administrative Decision: maintain permanently to support the associated audit.

Finance MX AA+1 P P GC 34090: 2 year minimum
Administrative Decision: maintain permanently to support the associated audit.
04-08-06 Redevelopment Agency Financials Includes RDA basic financial audits under CAFR. Finance MX AA+1 P P GC 34090: 2 year minimum State of CA Guidelines: Permanent
04-10-00 Payroll
04-10-01 General Information General information for Payroll. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
04-10-02 Bi-Weekly Time Sheets Includes a spreadsheet that compiles employee time biweekly. Includes final check report.

Finance C MX AA+2 4 AA+6 GC 34090: 2 year minimum
29 CFR 516.2: Maintain
29 CFR 516.6: 2 years
R&T 19530: 3 years after tax return due R&T 19704: 6 year statute of limitations LC 1174: 2 years after pay period 26 CFR 31.6001-1: 4 years after tax return due
29 USC 255(a): 2 to 3 years statute of limitations for
minimum wages
State of CA Guidelines: 6 years after audit
04-10-03 Employee Payroll Files Documents deductions and changes to payroll for individual employees. Includes W-4/DE-4 Forms,
Withholding Orders, deductions, and other changes, to
payroll for individual employees.

Finance C MX AT+1 9 AT+10 29 CFR 1627.3 - 4: 3 years after termination 29 CFR 1602.30 - 32: 2 - 3 years after termination
29 CFR 1650.202: 10 years from date of action for tax
payments 29 CFR 516.5 - 6: 3 years after action
29 USC 436: 5 years
26 CFR 31.6001: 4 years after tax return is filed R&T 19530:
3 years after tax return is filed
29 USC 1113: 6 years after date of last action GC 12946: 2 years after termination or action 04-10-04 Retirement Reports Documents pension and deferred compensation contributions. Includes member and employer contribution reports.

Finance MX AA+4 P P GC 34090: 2 year minimum requirement GC 12946: 2 years after termination
29 CFR 516.5: 3 years
29 USC 1027: 6 years
State of CA Guidelines: Permanent
04-10-05 Quarterly Returns Includes Form 941, DE9, BCJPIA Wages Paid Report and other quarterly returns.

Finance C MX AA+4 2 AA+6 GC 34090: 2 year minimum
29 USC 436: 5 years
26 CFR 31.6001: 4 years after tax return is filed R&T 19530:
3 years after tax return is filed
R&T 19704: 6 year statute of limitations 29 CFR 516.2-6:

Maintain at least 3 years
State of CA Guidelines: 4 years after audit
City of Selma Records Retention Schedule
04 Finance
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 35
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
04-10-06 W-2 / W-2 Reporting Finance C MX AA+4 2 AA+6 GC 34090: 2 year minimum 29 USC 436: 5 years
26 CFR 31.6001: 4 years after tax return is filed R&T 19530:
3 years after tax return is filed
R&T 19704: 6 year statute of limitations 29 CFR 516.2-6:

Maintain at least 3 years
State of CA Guidelines: 4 years after audit
04-10-07 Deduction Reports Finance C EL AA+1 3 AA+4 GC 34090: 2 year minimum LC 1174: 3 years for payroll records
LC 1197.5(d): 2 years for payroll records
22 CCR 1085.2(c): 4 years for unemployment contributions 29 CFR 516.2(a)(10): Maintain
29 CFR 516.6: 2 years
LC 1174: 2 years after pay period
29 USC 255(a): 2 to 3 years statute of limitations for
minimum and unpaid wages
State of CA Guidelines: 4 years after termination 04-11-00 Banking & Investing 04-11-01 General Information General information for Banking & Investing. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
04-11-02 Bank Statements & Reconciliations LAIF statements (maintained by LAIF). Finance MX AA+1 4 AA+5 GC 34090: 2 year minimum GC 12946: Personnel information, 2 year minimum
26 CFR 1.6001: Permanent for information showing
payments, receipts and/or disbursements of taxes.

FC 30210: Maintain, no specific retention
GC 43900-43903: Bond records, notification to public of destruction State of CA Guidelines: 5 years after audit 04-11-03 Investments Broker notices, transaction confirmations. Finance MX P P P GC 34090: 2 year minimum CCP 337: Statute of limitations, 4 years after action GC 53607: Maintain
State of CA Guidelines: Permanent
04-12-00 Financial Reporting
04-12-01 General Information General information for Financial Reporting. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
04-12-02 State Controllers Reports Includes RDA/Successor Agency. Finance MX CY+1 P P State of CA Guidelines: Permanent 04-12-05 Development Impact Reports General Code 6600. Reviewed by the City Council. Finance MX AA+7 AA+7 GC 34090: 2 year minimum State of CA Guidelines: 7 years after audit for annual
financial reports, stating GC 34090.7
04-12-06 Department of Conservation (ap) SMIP (Strong Motion Instrumentation Plan) fees. Finance MX CY+1 P P State of CA Guidelines: Permanent 04-12-07 Use Tax Reports (AP) Reported to the BOE electronically and printed for reference. Includes sales, use and fuel tax reporting.

Finance MX CY+1 P P State of CA Guidelines: Permanent
04-12-08 Annual Street Reports Includes the Maintenance of Effort for Public Safety Rt
Finance MX CY+1 P P State of CA Guidelines: Permanent
04-12-10 Transit & Paratransit Reports Includes reports on fuel and depreciation for fleet vehicles.

Goes to the State Controller, MPC and the federal
government
Finance MX CY+1 P P State of CA Guidelines: Permanent
04-13-00 Business Licensing Records
04-13-01 General Information General information for Business Licensing Records. All Depts EL AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
04-13-02 Business License Files Includes the applications, renewals, customer correspondence, and the license.

Finance EL ACT+1 3 ACT+4 GC 34090: 2 year minimum CCP 337: Statute of limitations State of CA Guidelines: 4 years after termination
City of Selma Records Retention Schedule
04 Finance
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 36
Legend:

Finance EL IND IND Transitory Record: maintain indefinitely or until data is transferred to a new system.
04-14-03 Depreciation Schedules Finance EL AA+4 AA+4 GC 34090: 2 year minimum State of CA Guidelines: 4 years after audit for fixed asset inventories, no specific retention for depreciation schedules.

Administrative Decision: Maintain depreciation schedules to coincide with asset inventories maintained in the database. 04-14-04 Asset Work Papers Includes the depreciation expense report, schedules and other supporting documents. Excel spreadsheet
maintained in both paper and electronic forms.

Finance EL AA+2 3 AA+5 GC 34090: 2 year minimum requirement State of CA Guidelines: 2 years after audit
Administrative Decision: Maintain for 5 years after the annual audit to follow the journal entry retention periods. 04-14-05 Fixed Assets Finance EL CY+1 P P GC 34090: 2 year minimum State of CA Guidelines: Permanent
City of Selma Records Retention Schedule
04 Finance
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 37
Legend:

Separate files contain medical information and disciplinary actions. Workers compensation is kept separately.

Terminated employee files are pulled and filed separately by the year terminated.

HR C MX AT+3 3 AT+6 29 CFR 1627.3 - 4: 3 years after termination 29 CFR 1602.30 - 32: 2 - 3 years after termination
29 CFR 516.5 - 6: 3 years after action
29 USC 1113: 6 years after date of last action GC 12946: 2 years after termination or action
State of CA Guidelines: 3 years after termination for nonsafety employees; 5 years after termination for safety employees.
05-01-03 Seasonal Employees Non-benefited, hourly employees. Filed alphabetically by employee in one file.

Terminated employee files are pulled and filed separately by the year terminated.

HR C MX AT+3 3 AT+6 29 CFR 1627.3 - 4: 3 years after termination 29 CFR 1602.30 - 32: 2 - 3 years after termination
29 CFR 516.5 - 6: 3 years after action
29 USC 1113: 6 years after date of last action GC 12946: 2 years after termination or action
State of CA Guidelines: 3 years after termination for nonsafety employees; 5 years after termination for safety employees. 05-01-04 Temporary Employees Non-benefited, hourly City employees. Filed alphabetically by employee in one file.

Terminated employee files are pulled and filed separately by the year terminated.

HR C MX AT+3 3 AT+6 29 CFR 1627.3 - 4: 3 years after termination 29 CFR 1602.30 - 32: 2 - 3 years after termination
29 CFR 516.5 - 6: 3 years after action
29 USC 1113: 6 years after date of last action GC 12946: 2 years after termination or action
State of CA Guidelines: 3 years after termination for nonsafety employees; 5 years after termination for safety employees. 05-01-05 Councilmembers Includes benefits and minimal pay structure.

Terminated councilmember files are pulled and filed
separately by the year terminated.

City of Selma Records Retention Schedule
05 Human Resources
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 38
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
05-02-00 Personnel Management Records
05-02-01 General Information General information for Personnel Management Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
05-02-02 Rules & Regulations HR C MX P P P GC 34090: 2 year minimum State Recommendation: 2 years after superseded
Administrative Decision: Maintain rules, regulations &
policies permanently for historical purposes.
05-02-03 Administrative Policies HR V MX S 5 S+5 GC 34090: 2 year minimum CCP 343: 4 years to commence action
Administrative Record, State of CA Guidelines: Retain for 5 years after superseded.
05-02-04 Employee Handbook HR MX S+2 S+2 GC 34090: 2 year minimum State Recommendation: 2 years after superseded
05-02-05 Position Information/Specifications/Job
Descriptions
Includes quarterly organizational changes and surveys. HR C MX S+2 S+2 GC 34090: 2 year minimum State Recommendation: 2 years after superseded
05-02-06 Wage Reference Records Salary Range Structure. Reports and investigation of salary and wages. May include, but is not limited to: salary schedules and surveys.

HR MX CY+4 P P GC 34090: 2 year minimum
GC 12946: 2 years after completion/position filled 29 CFR 516.6(2): 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the current year they are drafted, plus two additional years.
05-02-07 Unapproved Reclassifications Unapproved reclassifications are maintained with the quarterly organizational changes. May include salary
survey information.
*Approved reclassifications are maintained in the
employee file.

HR C MX AC+2 AC+2 GC 34090: 2 year minimum
GC 12946: 2 years after completion/position filled 29 CFR 516.6(2): 2 years for wage rate tables, etc. 29 CFR 1602.14:
1 year after action/change
State of CA Guidelines: Retain records for the current year they are drafted, plus two additional years.
05-02-08 EEOC Claims Hired employees, non-sworn:

Hired employees, sworn: Applicants who filed a complaint:

HR MX AT+2
AT+2
AC+2
3 AT+2
AT+5
AC+2
GC 34090: 2 year minimum
GC 12946: Until complaint and appeals are resolved
29 CFR 1602.14: Until final disposition, approx. 18 months 29 USC 211c: Maintain records per regulations
State of CA Guidelines: 2 years after termination for general employees, 5 years after termination for safety employees AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital City of Selma Records Retention Schedule
05 Human Resources
March 18, 2024 Council Packet Page 39
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
05-02-09 EDD Claim Forms Maintained in a binder chronologically. HR MX AT+3 AT+3 GC 12946: 2 years after completion 29 CFR 516.2: Maintain, indefinite
29 CFR 1602.14: 1 year after action/change 29 USC 211c:

Maintain, indefinite
29 USC 203m: Definitions 29 USC 207g: Definitions
State of CA Guidelines: 3 years after termination/separation for
unemployment records
05-02-10 FMLA Certifications Medical certifications and correspondence for Family Medical Leave.

HR MX AT+2 28 AT+30 8 CCR 15400: Maintain reports
LC 110 - 139.6: 5 years for auditing LC 6410: OSHA,
maintain
29 CFR 1627.3(b)(1): 1 year from action
29 CFR 1910.1020: 30 years after employee termination
State of CA Guidelines: 30 after completion/closure
05-02-11 Grievances General Employees
Safety Employees
HR MX AT+2 AT+2 GC 12946: 2 years after completion
29 CFR 1602.14: 1 year after action/change 29 USC 211c:

Maintain, indefinite
29 USC 203m: Definitions 29 USC 207g: Definitions
State of CA Guidelines: 2 years after termination for general employees, 5 years after termination for safety employees 05-03-00 Personnel Recruitment Records
05-03-01 General Information General information for Personnel Recruitment Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
05-03-02 Recruitment File Includes job flyers and announcements, practical test and assessment centers, oral board, eligibility lists,
applications, recruitment response letters and general
correspondence relating to the recruitment.

HR MX AC+3 AC+3 GC 12946: 2 years after completion/position filled 29 CFR 1602.14: 1 year after position filled
29 CFR 1627.3: 1 year after position filled
State of CA Guidelines: 3 years after completion/position filled
05-03-03 Supplemental Information Includes age, ethnicity, gender and information on how applicant found the position. Information entered into a spread sheet for EEOC tracking.

HR C MX CY+2 CY+2 GC 34090: 2 year minimum
State of CA Guidelines: Current year plus 2 years for
employee statistics reports.
05-03-04 Rejections Non-selected applicants HR EL AC+3 AC+3 GC 12946: 2 years after completion/position filled 29 CFR 1602.14: 1 year after position filled
29 CFR 1627.3: 1 year after position filled
State of CA Guidelines: 3 years after completion/position filled
05-03-05 Background Check Information Includes DOJ fingerprinting and other background checks for hired and non-hired candidates. Provided by an outside service and returned electronically for maintenance. DOJ information is maintained in paper form in the employee file.

Hired general and non-sworn employees Not hired
applicants
HR C EL AT+3
AC+2
AT+3
AC+2
GC 34090: 2 year minimum
PC 832.5: 5 years for officer complaints
State of CA Guidelines: 3 years after termination/separation for hired general employees, Permanent for hired Safety Personnel; 2 years after position closes for Safety Personnel not hired.

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
05-03-06 DOJ Fingerprinting - Seasonal HR C MX AT+3 AT+3 GC 34090: 2 year minimum State of CA Guidelines: 3 years after termination/separation for hired general employees
05-04-00 Safety & Training Records
05-04-01 General Information General information for Safety & Training Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
05-04-02 Injury & Illness Prevention Plan HR MX S+2 3 S+5 GC 34090: 2 year minimum, 8 CCR 3204: 1 year for IIPP training records
State of CA Guideline: 5 years after superseded or expired 05-04-03 ERMA Training HR EL CY+2 P P 8 CCR 15400: Maintain reports LC 110 - 139.6: 5 years for auditing LC 6410: OSHA,
maintain
29 CFR 1910.1020: 30 years after employee termination
State of CA Guidelines: Permanent
05-04-04 Training Records Training Materials; Training Program Records. All records associated with or documenting the job-related instruction of employees. May include, but is not limited to: training materials, sign-in sheets, and other program information for general employee training.

HR MX CY+7 CY+7 GC 34090: 2 year minimum
29 CFR 1627.3(b): 1 year for training records GC 12946: 2 years after termination
GC 6250: PRA, confidential record status
State of CA Guidelines: Current year plus 7 years for nonsafety training records. Current year plus 2 years for certificates and designations training.
05-04-05 Safety Inspections Performed by the safety consultant and required by OSHA. HR MX AC+2 3 AC+5 GC 34090: 2 year minimum 29 CFR 1904.33: maintain OSHA reports for 5 years from
the end of the calendar year they relate to.
8 CCR 14300.33: current year plus 5 years for OSHA 300
reports 8 CCR 10102, whichever is longer of the following: 5 years from date of injury; 1 year from date compensation was last provided; upon payment of all compensation due; when audit findings are final.

State of CA Guideline: 5 years after completed
Administrative Decision: Maintain safety inspections for 5 years after completion to support OSHA reports.
05-04-06 Drug & Alcohol Program DOT program maintained in separate DMV file. HR C MX CY+5 CY+5 GC 34090: 2 year minimum GC 12946: 2 years after completion/position filled
49 CFR 40.333: 1 to 5 years depending upon document
type. All documents must be maintain in a secured area.

State of CA Guidelines: Maintain for 2 years after
completion of the
program
City of Selma Records Retention Schedule
05 Human Resources
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 41
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
05-04-07 Random Drug Pulls Records of inspection, maintenance, and calibration of EBTs
Records of negative and cancelled drug test results and alcohol test results with a concentration of less than 0.02 Records of alcohol test results indicating an alcohol
concentration of 0.02 or greater; records of verified
positive drug test results; documentation of refusals to take required alcohol and/or drug tests (including substituted or adulterated drug test results); SAP reports; and all followup tests and schedules for follow-up tests.

HR C MX CY+2
CY+1
CY+2
3 CY+2
CY+1
CY+5
49 CFR 40.333; 1 to 5 years depending upon document
type. All
documents must be maintain in a secured area.
05-04-08 DMV Pull Notice Program HR C MX S S VC 1808.1: must pull record at least every 12 months GC 34090: 2 year minimum
05-05-00 Workers' Compensation Records
05-05-01 General Information General information for Workers' Compensation Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
05-05-02 Workers' Compensation Claims Documents worker's compensation claims against the City. May include, but is not limited to: claims, claim correspondence, doctor notes and other information on the claim.

HR C MX AT+2 P P 8 CCR 15400: Maintain reports
8 CCR 15400.2: 5 years
8 CCR 10102: 5 years
LC 129(a): 5 years for auditing
State of CA Guidelines: Permanent for workers
compensation working files (claim files, reports, incidents).

Originals filed with third party administrator.
05-05-03 Cal-OSHA Records Log 300; reports of regulatory inspection reports or investigations. May include, but is not limited to: citations and Log 300.

HR MX CY+5 CY+5 GC 34090: 2 year minimum
29 CFR 1904.33: 5 years for OSHA reports
8 CCR 14300.33: 5 years for OSHA 300 reports
8 CCR 10102: 5 years from date of injury
State of CA Guidelines: 5 years after completed
05-05-04 Workers' Compensation Reports Monthly reports received from claims administrator. HR MX CY+5 CY+5 8 CCR 15400: Maintain reports 8 CCR 15400.2: 5 years
8 CCR 10102: 5 years
LC 129(a): 5 years for auditing
State of CA Guidelines: State recommends Permanent
retention, but no relevant statutes; Risk Management
Reports (including Loss Analysis Reports) are 5 years after completion/closure.
05-06-00 Recruitment Records
05-06-01 General Information General information for Recruitment Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project,
inclusion in an associated record series, or creation of a new record series. Keep while current.

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
05-06-02 Recruitment Benefit Records Documents the City's retirement benefits. May include, but is not limited to: plan contracts and amendments, rate
changes, and valuation reports.

HR MX P P P GC 34090: 2 year minimum
GC 12946: 2 years after submission or creation
29 CFR 1627.3(b)(2): EEOC/ADEA requires 1 year after
benefit plan termination
State of CA Guidelines: Permanent
05-06-03 Circular Letters & Correspondence HR MX ACT ACT GC 34090.7: Duplicates may be destroyed within the 2 year minimum period.
05-07-00 Employee Benefit Records
05-07-01 General Information General information for Employee Benefit Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
05-07-02 Benefit Records Medical, Dental, and Vision Benefit Information. Includes retiree
medical tracking information on rates and plan benefits.

HR MX S+2 S+2 GC 34090: 2 year minimum
GC 12946: 2 years after submission or creation
29 CFR 1627.3(b)(2): EEOC/ADEA requires 1 year after
benefit plan termination
State of CA Guidelines: 2 years after action
05-07-03 Flexible Benefits HR MX S+2 S+2 GC 34090: 2 year minimum GC 12946: 2 years after submission or creation
29 CFR 1627.3(b)(2): EEOC/ADEA requires 1 year after
benefit plan termination
State of CA Guidelines: 2 years after action
05-07-04 Short & Long Term Disability HR MX S+2 S+2 GC 34090: 2 year minimum GC 12946: 2 years after submission or creation
29 CFR 1627.3(b)(2): EEOC/ADEA requires 1 year after
benefit plan termination
State of CA Guidelines: 2 years after action
05-07-05 Life Insurance HR MX S+2 S+2 GC 34090: 2 year minimum GC 12946: 2 years after submission or creation
29 CFR 1627.3(b)(2): EEOC/ADEA requires 1 year after
benefit plan termination
State of CA Guidelines: 2 years after action
05-07-06 COBRA Notice Report Notices sent to former employees that they are eligible for COBRA.

HR MX CY+2 CY+2 GC 34090: 2 year minimum
05-07-07 Employee Assistance Program HR MX S+2 S+2 GC 34090: 2 year minimum GC 12946: 2 years after submission or creation
29 CFR 1627.3(b)(2): EEOC/ADEA requires 1 year after
benefit plan termination
State of CA Guidelines: 2 years after action
05-07-08 Other Employee Services Includes minor benefits such as credit unions, discount programs.

HR MX S+2 S+2 GC 34090: 2 year minimum
GC 12946: 2 years after submission or creation
29 CFR 1627.3(b)(2): EEOC/ADEA requires 1 year after
benefit plan termination
State of CA Guidelines: 2 years after action
City of Selma Records Retention Schedule
05 Human Resources
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 43
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
05-07-09 Deferred Compensation Plan information. Does not include individual contributions. HR MX S+2 S+2 GC 34090: 2 year minimum GC 12946: 2 years after submission or creation
29 CFR 1627.3(b)(2): EEOC/ADEA requires 1 year after
benefit plan termination
State of CA Guidelines: 2 years after action
05-07-10 Health Benefits Reporting In accordance with the ACA, includes copies of IRS reporting forms 1094-C and 1095-C.

HR MX CY+3 CY+3 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."
05-08-00 Labor Relations Records
05-08-01 General Information General information for Labor Relations Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record
series. Keep while current.
05-08-03 Memorandums of Understanding HR MX P P P 29 USC 211c: Maintain, indefinite 29 CFR 516.5(b): 3 years State of CA Guidelines: Recommend Permanent retention
without
relevant statutes or regulations cited.
05-08-04 Negotiations HR MX CY+4 P P 29 USC 211c: Maintain, indefinite 29 USC 203m: Definitions 29 USC 207g: Definitions
State of CA Guidelines: Permanent
05-09-00 Risk Management Records
05-09-01 General Information General information for Risk Management Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
05-09-02 SJVRMA Information San Joaquin Valley Risk Management Association.

General information and correspondence with the JPA.

HR C MX CY+2, AR CY+2, AR GC 34090: 2 year minimum
State of CA Guidelines: Administrative Record
05-09-04 Liability Claims Documents various types of claims filed against the City.

May include, but is not limited to: claims, investigation reports.

HR MX AC+2 4 AC+6 GC 34090: 2 year minimum
29 USC 1113: 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or violation,
whichever comes first. State of CA Guideline: 5 years after settlement or closure
City of Selma Records Retention Schedule
05 Human Resources
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 44
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
05-09-05 Recovery Claims May include, but is not limited to: claims and records related to cost recovery against the person or entities responsible for damage to City property.

HR MX AC+2 4 AC+6 GC 34090: 2 year minimum
29 USC 1113: 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or violation,
whichever comes first. State of CA Guideline: 5 years after settlement or closure
05-09-06 Accident, Incident and Injury Reports Documents accidents and injuries. May include, but is not limited to: vehicle accident reports and incident/loss
reports; supervisor report of injury/incident.

HR MX AC+2 5 AC+7 GC 34090: 2 year minimum
42 USC 1983: Definitions
29 CFR 1904.2-7: OSHA recordkeeping
GC 25105.5: 5 years after closure/completion
29 USC 1113: 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or violation,
whichever comes first. GC 910 - 913: 6 months to 1 year after event occurs.

State of CA Guideline: 7 years after settlement or closure 05-09-07 General Risk Management Reports Reports provided to the RMA and other agencies. May include, but is not limited to: property insurance reports on vehicles, building square footage, employee training, and other general reports.

HR MX CY+2 3 CY+5 GC 34090: 2 year minimum
29 CFR 1904.33: maintain OSHA reports for 5 years from
the end of the calendar year they relate to.
8 CCR 10102, whichever is longer of the following: 5 years from date of injury; 1 year from date compensation was last provided; upon payment of all compensation due; when
audit findings are final.

State of CA Guideline: 5 years after completed
05-09-08 General City Insurance Policies Includes facilities, auto and other general insurance policies.

HR MX CY+2 P P GC 34090: 2 year minimum
State of CA Guidelines: Permanent for liability and property insurance
05-09-09 Proof of Insurance Proof of auto insurance for employees that drive to events. HR MX AE+2 AE+2 GC 34090: 2 year minimum 05-09-10 Accident, Incident and Injury Reports That
Do Not Result in a Claim
Documents accidents and injuries. May include, but is not limited to: vehicle accident reports and incident/loss
reports; supervisor
report of injury/incident.

HR MX CY+2 CY+2 GC 34090: 2 year minimum
06-01-00
06-01-01 General Information Includes general informational letters, memos and communications unrelated to specific records series listed in this group.

All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
06-01-02 Helpdesk System System used to track helpdesk tickets. IT EL AC+2 AC+2 GC 34090: 2 year minimum Maintain tickets for 2 years after completion. Tracking system maintained while active.
06-01-03 Active Directory Database Tracks hardware locations and users. IT EL IND IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.

General Information Technology Records
City of Selma Records Retention Schedule
06 Information Technology
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 45
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
06-01-04 Technical Network Diagrams Documents related to network configuration. IT C EL ACT ACT GC 34090: 2 year minimum CCP 343: SOL of 4 years
State of CA Guidelines: Current year plus 4 years for
network configuration and diagrams
Administrative Decision: Maintain all technical network diagrams and configuration documents while they are
active, due to the transitory nature of the materials.
06-02-00 Projects & Licensing Records
06-02-01 General Information General information for Projects & Licensing Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
06-02-02 IT Projects Includes all project related documents. IT MX AC+2 AC+2 GC 34090: 2 year minimum requirement State of CA Guidelines: Current year plus 2 years for
maintenance and operations
06-02-03 Process Documentation Includes in-house documentation on how to run a process or protocol for systems.

IT EL ACT ACT GC 34090.7: Duplicates may be destroyed within the 2 year minimum period.

Administrative Record, State of CA Guidelines
06-02-04 How-to Guides Handouts on how to use equipment or software. IT MX ACT ACT GC 34090.7: Duplicates may be destroyed within the 2 year minimum period.

Ad i i t ti R d St t f CA G id li 06-02-05 Annual Maintenance Information Includes a spreadsheet of current maintenance vendors and pricing/payments to vendors.

IT EL CY+2 CY+2 GC 34090: 2 year minimum
State of CA Guidelines: Current year plus 2 years for
maintenance and operations
06-03-00 Backup and Recovery Plans
06-03-01 General Information General information for Backup and Recovery Plans. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
06-03-02 Disk to Disk Backup Nightly incremental and weekly total backups. Duplicated to disks
in another building. Disks rotated after 60 days.

IT V, C EL CM+1M CM+1M GC 34090.7: Duplicate records may be destroyed within the 2 year minimum period
State of CA Guidelines: Current month plus 2 months for daily backups
06-03-03 Quarterly Tape Backup IT V, C EL CM+5M CM+5M GC 34090.7: Duplicate records may be destroyed within the 2 year minimum period
State of CA Guidelines: Current month plus 2 months for daily backups
Administrative Decision: Maintain quarterly backup tapes for the current month plus 5 months.
06-03-04 Backup Configurations Includes router and switch configurations. IT EL CY+2 CY+2 GC 34090: 2 year minimum State of CA Guidelines: Current year plus 2 years for
maintenance and operations
City of Selma Records Retention Schedule
06 Information Technology
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 46
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
07-01-00 Planning Administration
07-01-01 General Information General information for Planning Administration. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
07-01-02 Administrative Approvals Includes residential and commercial. Planning MX AC+4 P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain costs, records and plans
H&S 19850: Building plans - Life of Building with exceptions State of CA Guidelines: Permanent
07-01-03 Annexation Index By project and includes reorganizations (detachments from the irrigation district).

Planning MX AC+4 P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain costs, records and plans
H&S 19850: Building plans - Life of Building, with exceptions State of CA Guidelines: Permanent
07-01-04 Agri-Preserve Application Williamson Act contracts. Puts the property in reserves for tax
issues. Maintained until non-renewal is filed.

Planning MX AT+1 2 AT+3 GC 34090: 2 year minimum requirement CCP 338: Statute of limitations, 3 years for action State of CA Guidelines: 3 years after audit
Administrative Decision: Maintain Agri-preserve applications for 3 years after termination to follow property tax retention requirements.
07-01-05 Certificates of Compliance Index Planning MX AC+4 P P GC 34090(a): Real property records, maintain permanently State of CA Guidelines; Permanent
07-01-06 Conditional Use Permit Index Planning MX AC+4 P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain costs, records and plans
H&S 19850: Building plans - Life of Building, with exceptions State of CA Guidelines: Permanent
07-01-07 Design Review Index Planning MX AC+4 P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain costs, records and plans
H&S 19850: Building plans - Life of Building, with exceptions State of CA Guidelines: Permanent
07-01-08 Detachment Index Planning MX AC+4 P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain costs, records and plans
H&S 19850: Building plans - Life of Building, with exceptions State of CA Guidelines: Permanent
City of Selma Records Retention Schedule
07 Planning & Building
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 47
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
07-01-09 Development Agreement Index Planning MX AC+4 P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain costs, records and plans
H&S 19850: Building plans - Life of Building, with exceptions State of CA Guidelines: Permanent
07-01-10 Environmental Impact Reports Planning MX AC+5 P P GC 34090(a): Permanent for property related documents.

State of CA Guidelines: Permanent for CEQA documents
and
reports.
07-01-11 General Plan & Specific Plan Index Includes general plan amendments and specific plans. Planning MX AP+5 P P GC 34090(a): Real property records, maintain State of CA Guidelines: Permanent
07-01-12 Home Occupation Permit Index Planning MX AT+1 P P GC 34090: 2 year minimum CCP 337: Statute of limitations
State of CA Guidelines: 4 years after termination for
business licenses
Administrative Decision: Maintain home occupation permits permanently.
07-01-13 Landscaping & Lighting District Index Planning MX ACT P P GC 34090(a): Permanent for land and property records State of CA Guidelines: Permanent
07-01-14 Lot Line Adjustment Index Planning MX AC+4 P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain costs, records and plans
H&S 19850: Building plans - Life of Building, with exceptions State of CA Guidelines: Permanent
07-01-15 Lot Merger Index Planning MX AC+4 P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain costs, records and plans
H&S 19850: Building plans - Life of Building, with exceptions State of CA Guidelines: Permanent
07-01-16 Medical Marijuana Dispensaries Planning MX AT+1 P P GC 34090: 2 year minimum CCP 337: Statute of limitations State of CA Guidelines: 4 years after termination for
business licenses
Administrative Decision: Maintain medical marijuana
dispensary permits permanently.
07-01-17 Second Unit Ordinance Index Planning MX AC+4 P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain costs, records and plans
H&S 19850: Building plans - Life of Building, with exceptions State of CA Guidelines: Permanent
City of Selma Records Retention Schedule
07 Planning & Building
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 48
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
07-01-18 Signs Index Planning MX AC+4 P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain costs, records and plans
H&S 19850: Building plans - Life of Building, with exceptions State of CA Guidelines: Permanent
07-01-19 Subdivision Index Includes entitlements, CEQA documents and approval of map revisions.

Planning MX AC+4 P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain costs, records and plans
H&S 19850: Building plans - Life of Building, with exceptions State of CA Guidelines: Permanent
07-01-20 Temporary Use Index Includes outdoor dining and sidewalk sales, vendor stand permit, temporary buildings, temporary signs, temporary recycling centers, and temporary conditional use permits.

Planning MX AE+2 P P GC 34090: 2 year minimum
State of CA Guidelines: Current year plus 2 years for
Temporary Use Permits
Administrative Decision: Retain permanently
07-01-21 Tentative Parcel Map Index Minor subdivisions. Planning MX AP+4 P P GC 34090(a): Permanent for land related documents State of CA Guidelines: Permanent for maps and plans.
07-01-22 Variance Index Planning MX CY+5 P P GC 34090(a): Real property records, maintain permanently CC 1351: definitions, community property State of CA
Guidelines: Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency.
07-01-23 Zoning Ordinance & Maps Includes amendments. Planning MX AP+5 P P GC 34090(a): Real property records, maintain permanently CC 1351: definitions, community property
State of CA Guidelines: Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency.
07-01-24 Determinations Determination that the planned event is in compliance with the General Plan.

Planning MX AC+5 P P GC 34090(a): Permanent for property related documents.

State of CA Guidelines: Permanent for general plan based documents and reports.
07-05-25 Notice of Exemptions Not associated with a specific planning entitlement. Planning MX AC+5 P P GC 34090(a): Permanent for property related documents.

State of CA Guidelines: Permanent for CEQA documents
and reports.
07-01-26 National Environmental Policy Act -
NEPA
Includes general correspondence and information from
NEPA.

Planning MX AC+5 P P GC 34090(a): Permanent for property related documents.

State of CA Guidelines: Permanent for CEQA documents
and reports.
07-01-27 Categorical Exclusions Not associated with a specific planning entitlement.

Federal equivalent of a notice of exemption.

Planning MX AC+5 P P GC 34090(a): Permanent for property related documents.

State of CA Guidelines: Permanent for CEQA documents
and reports.

AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital City of Selma Records Retention Schedule
07 Planning & Building
March 18, 2024 Council Packet Page 49
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
07-01-28 Finding of No Significant Impact - FONSI Not associated with a specific planning entitlement. Planning MX AC+5 P P GC 34090(a): Permanent for property related documents.

State of CA Guidelines: Permanent for CEQA documents
and reports.
07-01-29 Environmental Impact Statements NEPA documents. Planning MX AC+5 P P GC 34090(a): Permanent for property related documents.

State of CA Guidelines: Permanent for CEQA documents
and reports.
07-01-30 Conditional Use Permit Planning MX AC+4 P P GC 34090(a): Real property records, maintain Permanently GC 4003, 4004: Maintain
H&S 19850: Life of Building, with exceptions
CC 1351: definitions, community property State of CA
Guidelines: Permanent
07-01-31 Site Plan Review Previously called Design Review. Includes the application and a site plan provided by the applicant.

Planning MX AC+4 P P H&S 19850: Building plans - Life of Building, with exceptions CC 1351: definitions, community property
State of CA Guidelines: Permanent
07-02-00 General Plan
07-02-01 General Information General information for General Plan. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
07-02-02 General Plan Text Document Includes elements, goals and policies report, EIR and other general plan documents.

Planning V MX AP+10 P P GC 34090(a): Real property records, maintain State of CA Guidelines: Permanent
07-03-00 County & Neighboring City Referrals
07-03-01 General Information General information for County & Neighboring City Referrals.

All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
07-03-02 County Specific Projects Planning MX AC+4 P P GC 34090(a): Real property records, maintain Permanently GC 4003, 4004: Maintain costs, records and plans
H&S 19850: Building plans - Life of Building, with exceptions State of CA Guidelines: Permanent
07-03-03 County General Plan Planning V MX AP+10 P P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
07-03-04 County Environmental Documents Planning MX AC+5 P P GC 34090(a); Permanent for property related documents.

State of California Guidelines; Permanent for environmental documents and reports.

AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital City of Selma Records Retention Schedule
07 Planning & Building
March 18, 2024 Council Packet Page 50
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
07-04-00 Building Division
07-04-01 General Information General information for Building Division. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
07-04-02 Building Permits Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports, Title 24 Energy Report, Land Surveys, Pad Elevations, Special Inspection Reports, Plan Check Comments / Responses, Request for Waiver for
Accessibility Requirements, Inspection Reports and Cards with wet signatures, Certificates of Occupancy, and other documents for building projects.

Building MX AC+4 P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain
H&S 19850: Life of Building, with exceptions CC 1351:
definitions, community property
07-04-03 Daily Inspection Schedules Log of inspections. Building MX CY+5 CY+5 GC 34090: 2 year minimum State of CA Guidelines: 2 years after completion
Administrative Decision: Maintain for the current year plus 5 years for historical reference purposes.
07-04-04 Utility Release Log Log of communications with utilities. Building MX CY+5 CY+5 GC 34090: 2 year minimum Administrative Decision: Maintain for the current year plus 5 years for historical reference purposes.
07-04-05 Monthly Reports - Federal Includes the number of new single-family and commercial permits issued with the value. US Census Bureau and F W Dodge.

Building MX P P P GC 34090: 2 year minimum
State of CA Guidelines: Current year plus 5 years for
building activity logs
Administrative Decision: Maintain monthly reports
permanently for historical tracking and reference purposes. 07-04-06 Monthly Reports - Internal Report distributed to the City Manager and the director of monthly activity.

Building MX P P P GC 34090: 2 year minimum
State of CA Guidelines: Current year plus 5 years for
building activity logs
Administrative Decision: Maintain monthly reports
permanently for historical tracking and reference purposes. 07-04-07 Manufactured Homes Includes annual permits to operate, emergency preparedness plans, certificates of compliance, new
manufactured homes installation acceptance forms and
manufactured home permits.

Building MX LOB LOB GC 34090(a): Real property records, maintain State of CA Guidelines: Life of building
07-04-08 Disabled Access Complaints Building MX CY+2 CY+2 GC 34090: 2 year minimum State of CA Guidelines: Current year plus 2 years for
complaint logs
07-04-09 Commercial Plans Building MX P P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain
H&S 19850: Life of Building, with exceptions
CC 1351: definitions, community property
City of Selma Records Retention Schedule
07 Planning & Building
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 51
Legend:

Building MX AC+2 AC+2 GC 34090: 2 year minimum
State of CA Guidelines: 2 years after correction/completion. 07-06-00 Planning Commission Records
07-06-01 General Information General information for Planning Commission. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
07-06-02 Agendas Agendas for the Planning Commission meetings. Planning MX CY+1 P P GC 34090: 2 year minimum State of CA Guidelines: Maintain for the Current Year plus 2 years
Administrative Decision: Maintain permanently for reference purposes.
07-06-03 Agenda Packets Staff reports and related documents for Planning Commission meetings.

Planning MX CY+2 CY+2 GC 34090: 2 year minimum
State of CA Guidelines: Maintain for the Current Year plus 2 years
07-06-04 Minutes Minutes for Planning Commission meetings. Planning V MX P P GC 34090e: Minutes of governing bodies, Permanent State of CA Guidelines: Permanent
07-06-05 Resolutions Resolutions adopted by the Planning Commission. Planning V MX P P GC 34090e: Permanent for decisions of the City GC 40806:

Maintain
State of CA Guidelines: Permanent
07-06-06 Meeting Recordings Planning EL CM+3 CM+3 GC 54953.5: 30 days after recording GC 34090.7: Video recordings may be destroyed after 90
days. State of CA Guidelines: Current month plus 3 months. 07-07-00 Parcel Map Committee Records
07-07-01 General Information General information for Parcel Map Committee Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
07-07-02 Agendas Agendas for the Parcel Map Committee meetings. Planning MX CY+1 P P GC 34090: 2 year minimum State of CA Guidelines: Maintain for the Current Year plus 2 years
Administrative Decision: Maintain permanently for reference purposes.
07-07-03 Agenda Packets Staff reports and related documents for Parcel Map Committee meetings.

Planning MX CY+2 CY+2 GC 34090: 2 year minimum
State of CA Guidelines: Maintain for the Current Year plus 2 years
07-07-04 Minutes Minutes for Parcel Map Committee meetings. Planning V MX CY+10 P P GC 34090e: Minutes of governing bodies, Permanent State of CA Guidelines: Permanent
City of Selma Records Retention Schedule
07 Planning & Building
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 52
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
07-07-05 Resolutions Resolutions adopted by the Parcel Map Committee. Planning V MX P P P GC 34090e: Permanent for decisions of the City GC 40806: Maintain State of CA Guidelines: Permanent
07-08-00 Environmental Site Assessments
07-08-01 General Information General information for Environmental Site Assessments. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
07-08-02 Specific Sites Brownfields, etc. Planning MX AC+5 P P GC 34090(a): Permanent for property related documents.

State of CA Guidelines: Permanent for CEQA documents
and
reports.

City of Selma Records Retention Schedule
07 Planning & Building
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 53
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
08-01-00 General Engineering Records
08-01-01 General Information General information for General Engineering. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
08-01-02 Standards & Specifications Design Standard. Technical Specifications. Includes development
guides.

Engineering EL S P P GC 34090: 2 year minimum
CCP 337: Statute of limitations
State of CA Guidelines: Permanent for development
standards
08-01-03 Geotechnical & Soils Reports Engineering MX P P P GC 34090(a): Real property records, maintain GC 4003, 4004: Maintain
H&S 19850: Life of Building, with exceptions CC 1351:
definitions, community property
State of CA Guidelines: Permanent for soil reports
(environmental)
08-01-04 Surveys & Studies - General Engineering MX CY+2, AR CY+2, AR GC 34090: 2 year minimum State of CA Guidelines: 2 years plus the current year for general studies and reports.

Administrative Decision: Current year plus 2 years, review annually for relevance to projects.
08-01-05 Contributed Capital Reports Background information for preparing the report for Finance.

Engineering EL CY+2 CY+2 GC 34090: 2 year minimum
State of CA Guidelines: 2 years for management reports
08-01-06 Oversize Credit Reports Background information for preparing the report for Finance on usage of development impact fees.

Engineering EL CY+2 CY+2 GC 34090: 2 year minimum
State of CA Guidelines: 2 years for management reports
08-01-07 Maintained Mileage Reports Required report to CalTrans. Used to determine transporation monies allotted to the City, and to record miles of streets maintained in the City.

Engineering EL AC+2 AC+2 GC 34090: 2 year minimum
State of CA Guidelines: Completion plus 2 years for street related reports and studies.
08-01-08 GIS/Mapping Includes truck routes, all master plans, circulation maps.

Hosted on GIS web server.

Engineering EL IND IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
08-03-00 Land Development Records
08-03-01 General Information General information for Land Development. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
08-03-02 Commercial & Industrial Developments Includes grading permits for projects. Engineering MX AC+4 P P GC 34090(a): Real property records, maintain CCP337, 337.1(a), 337.15: Statutes of limitations GC 4003, 400:

Maintain
H&S 19850: Life of Building, with exceptions.

State of CA Guidelines: Permanent
08-03-03 Final Maps Engineering MX AP+4 P P GC 34090(a): Permanent for land related documents State of CA Guidelines: Permanent for maps and plans.

City of Selma Records Retention Schedule
08 Engineering
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 54
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
08-03-04 Parcel Maps Engineering MX AP+4 P P GC 34090(a): Permanent for land related documents State of CA Guidelines: Permanent for maps and plans.
08-03-05 Records of Survey Received from the County. Engineering provides a rudimentary plan check service. Final record of survey
sent after approval by the County.

Engineering MX S+2 S+2 GC 34090(a): Permanent for land related documents State of CA Guidelines: Permanent for maps and plans.
08-04-00 Plan Records
08-04-01 General Information General information for Plan Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
08-04-02 Plans Plans for Water, Sewer, Stormdrain, Streets, Traffic Signals & Lighting, Striping & Signage, Parks, Parking
Lots, Facilities, State Highways, and other miscellaneous plans. Includes Improvement
Plans.

Engineering EL AP+4 P P GC 34090(a): Permanent for land related documents State of CA Guidelines: Permanent for maps and plans.
08-05-00 Traffic & Traffic Maintenance
08-05-01 General Information General information for Traffic & Traffic Maintenance. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
08-05-02 Traffic Counts Engineering EL AC+2 AC+2 GC 34090: 2 year minimum State of CA Guidelines: Completion of survey plus 2 years 08-05-03 Traffic Warrant Studies Includes signal warrant studies. Engineering EL AC+2 AC+2 GC 34090: 2 year minimum State of CA Guidelines: Completion of survey plus 2 years 08-05-04 Traffic Impact Studies Required by the City from developers. Engineering MX AC+2 AC+2 GC 34090: 2 year minimum State of CA Guidelines: Completion of survey plus 2 years 08-05-05 Citizen Requests Engineering EL AC+2 AC+2 GC 34090: 2 year minimum State of CA Guidelines: Current Year plus 2 years for
maintenance projects.
08-05-06 Traffic Signal Timing Plans Engineering EL S+2 S+2 GC 34090: 2 year minimum State of CA Guidelines: 2 years after superseded
08-05-07 Speed Zones Engineering EL S+2 S+2 GC 34090: 2 year minimum State of CA Guidelines: 2 years after superseded
08-05-08 Public Works Work Orders Used for requests for changes to traffic systems. Engineering EL CY+2 CY+2 GC 34090: 2 year minimum State of CA Guidelines: 2 years plus the current year for service requests for maintenance.
08-06-00 Street Records
08-06-01 General Information General information for Street Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record
series. Keep while current.

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
08-06-02 Encroachment Permits Construction based permits on existing streets. Engineering EL P P P GC 34090(a): Real property records, maintain permanently GC 4003, 4004: Maintain
H&S 19850: Life of Building, with exceptions
State of CA Guidelines: Permanent for construction based encroachment permits.
08-06-03 Vacations & Abandonments Background information for recorded documents. Engineering MX AC+2 P P GC 34090(a): Real property records, maintain permanently CC 1351: definitions, community property
State of CA Guidelines: Permanent
08-06-04 Right-of-Way Background information for recorded documents. Engineering MX AC+2 P P GC 34090(a): Real property records, maintain permanently CC 1351: definitions, community property
State of CA Guidelines: Permanent
08-06-05 Easements Background information for recorded documents. Engineering MX AC+2 P P GC 34090(a): Real property records, maintain permanently CC 1351: definitions, community property
State of CA Guidelines: Permanent
08-06-06 Irrevocable Offers of Dedication Offers of dedication for future right of way. Engineering MX AC+2 P P GC 34090(a): Real property records, maintain permanently CC 1351: definitions, community property State of CA
Guidelines: Permanent
08-06-07 Licenses Includes grants for permission to encroach on City properties.

Engineering MX AE+2 AE+2 GC 34090: 2 year minimum
State of CA Guidelines: Current year plus 2 years for
Temporary Use Permits
08-06-08 Variances Includes variances within the right of way and driveway approaches. Not maintained by Planning.

Engineering MX AC+2 P P GC 34090(a): Real property records, maintain permanently CC 1351: definitions, community property
State of CA Guidelines: Permanent
08-06-09 Underground Utilities Cooperation with utility franchises for relocating services underground.

Engineering MX AC+2 P P GC 34090(a): Real property records, maintain permanently State of CA Guidelines: Permanent for supporting
documents regarding underground utilities
08-06-10 Surveyors Reports Internal survey party notes and daily logs. Engineering MX AC+2 P P GC 34090(a): Real property records, maintain permanently State of CA Guidelines: Maintain surveyor field notes that include recording data or are preparatory to maps
permanently.
08-06-11 Inspection Reports Internal survey party notes and daily logs. Engineering MX CY+2* CY+2* GC 34090: 2 year minimum State of CA Guidelines: Current year plus 2 years for
inspection reports. *Bridges and overpass inspections must be retained for the life of the structure.
08-06-12 Pavement Management System Electronic database for pavement maintenance and management.

Engineering EL IND IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
08-06-13 Oversized Load Permits Engineering EL AE+2 AE+2 GC 34090: 2 year minimum State of CA Guidelines: Current year plus 2 years for
Temporary Use Permits
City of Selma Records Retention Schedule
08 Engineering
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 56
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
08-07-00 Storm Drain Records
08-07-01 General Information General information for Storm Drain Records. All Depts MX AR AR Administrative Review: Review annually for relevance to a project,
inclusion in an associated record series, or creation of a new record series. Keep while current.
08-07-02 Storm Drain Master Plan Special or long range program plan for municipalities, coordination of services, and strategic planning.

Engineering MX S+2 S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
08-07-03 Storms & Floods Records related to abnormal storm events and flooding issues.

Engineering MX CY+2 CY+2 GC 34090: 2 year minimum
08-07-04 Ponding Basins Includes an inventory of the ponding basins, capacity, usage, areas serviced and other general information on
the basins.

Engineering MX ACT P P GC 34090: 2 year minimum
State of CA Recommendations: Permanent for location
records, such as mains, valves, hydrants, basins and wells. 08-07-05 Storm Drain Lift Stations Includes design calculations and information on equipment used at the stations. Specifications and manuals are
maintained by Public
Works.

Engineering MX P P P GC 34090: 2 year minimum
State of CA Recommendations: Permanent for location
records, such as mains, valves, hydrants and wells
08-08-00 Sewer Records
08-08-01 General Information General information for Sewer Records. All Depts MX AR AR Files maintained by Selma Kingsburg Fowler County Sanitation District.
08-09-00 Water Records
08-09-01 General Information General information for Water Records. All Depts MX AR AR Files maintained by California Water Service Company.

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
08-10-00 Air Quality Records
08-10-01 General Information General information for Air Quality. All Depts MX AR AR Administrative Review: Review annually for relevance to a project,
inclusion in an associated record series, or creation of a new record series. Keep while current.
08-10-02 Air Quality Reports Reports required by San Joaquin Valley Air Pollution Control District (SJVAPCD). Includes Best Available
Control Measures reports (BACM), Reasonably Available
Control Measures reports (RACM), and the biannual report required for mileage of unpaved roadways.

Engineering MX CY+2 5 CY+7 GC 34090: 2 year minimum
CCP 388(k): 3 year statute of limitations for action
State of CA Guidelines: Current year plus 7 years for air quality management district reports.
08-11-00 Assessment District Records
08-11-01 General Information General information for Assessments Districts. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
08-11-02 Landscape & Lighting Maintenance
Districts
Includes engineers report for formation of the district and the
annual reports.

Engineering MX CY+2 P P GC 34090(a): Permanent for land and property records CCP 338: 3 year statute of limitations State of CA
Guidelines: Permanent
08-11-03 Underground Utility Districts Includes engineers report for formation of the district and the annual reports.

Engineering MX CY+2 P P GC 34090(a): Permanent for land and property records CCP 338: 3 year statute of limitations
State of CA Guidelines: Permanent
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital City of Selma Records Retention Schedule
08 Engineering
March 18, 2024 Council Packet Page 58
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
09-01-00 Public Works Administration
09-01-01 General Information General information for Public Works Administration. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
09-02-00 Streets Records
09-02-01 General Information General information for Streets. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
09-02-02 Employee Daily Activity Logs Used to determine project time and used for budgeting purposes.

PW MX CY+2 CY+2 GC 34090: 2 year minimum
09-02-03 Signage (Engineering) Inventory lists, records of traffic signs. PW MX LOS 3 LOS+3 GC 34090: 2 year minimum CCP 337: 3 year statute of limitations
State of CA Guidelines: Life of system plus 2 years.
09-02-04 Striping & Stenciling Does not include engineering drawings of traffic control plans. Striping provide by an outside service. Stenciling completed inhouse.

PW MX AC+2 AC+2 GC 34090: 2 year minimum
State of CA Guidelines: Current Year plus 2 years for
maintenance projects.
09-02-05 Graffiti Removal Work orders for maintenance. Format may be oral, phone call, e- mail or paper requests. May be from a citizen or internally noticed and requested. Abatement personnel
related to a grant for graffiti
removal.

PW MX CY+2 CY+2 GC 34090: 2 year minimum
State of CA Guidelines: Current year plus 2 years for graffiti abatement on municipal buildings.
09-02-06 CalTrans Communications Correspondence and communications with CalTrans.

Includes requests for maintenance and repairs.

PW MX CY+2, AR CY+2, AR GC 34090: 2 year minimum
State of CA Guidelines: Administrative Record
09-02-07 Fresno County Communications Correspondence and communications with the County.

Includes requests for maintenance and repairs.

PW MX CY+2, AR CY+2, AR GC 34090: 2 year minimum
State of CA Guidelines: Administrative Record
09-02-08 Traffic Signals & Street Light Equipment Includes files on equipment, maintenance and systems, and traffic control device inventory and maintenance logs.

PW MX LOS 3 LOS+3 GC 34090: 2 year minimum
CCP 337: 3 year statute of limitations
State of CA Guidelines: Life of system plus 2 years.

City of Selma Records Retention Schedule
09 Public Works
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 59
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
9/2/209 Pavement Maintenance Projects Includes repairs and overlay projects. PW MX AC+2 AC+2 GC 34090: 2 year minimum State of CA Guidelines: Current Year plus 2 years for
maintenance projects.
09-02-10 Concrete Infrastructure Maintenance Includes curbs, gutters, sidewalks and other concrete systems.

PW MX AC+2 AC+2 GC 34090: 2 year minimum
State of CA Guidelines: Current Year plus 2 years for
maintenance projects.
09-02-14 Pesticide Usage Reports PW MX CY+3 CY+3 GC 34090: 2 year minimum F&AC 14011.5 - 12: Maintain and submit Pesticide Use
Reports F&AC 14007: Restricted Materials Permits issued for 1 to 3 years.

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
10-01-00 Property Management
10-01-01 General Information General information for Property Management. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
10-01-02 Leases Includes background and supporting information for the leases.

Original agreements are maintained in the City Clerk's
Office.

GS PA AT+2 3 AT+5 CCP 337.2: Statutes of limitations, leases 4 years CCP 343: Statutes of limitations, general 4 years
48 CFR 4.601: 5 years for procurements exceeding $25,000 Administrative Decision: Maintain for 5 years after
termination to coincide with other general city agreements. 10-01-03 City Owned Property Includes supporting documentation for acquisition and disposition of City-owned property. Original agreements are maintained in the City Clerk's Office.

GS PA AC+2 P P GC 34090(a): Permanent for land and property records State of CA Guidelines: 10 years after completion for
property acquisition and disposition supporting documents. 10-01-04 Appraisals GS PA AC+2 AC+2 GC 34090: 2 year minimum requirement GC 6254(h): PRA, confidential record designation until
acquisition complete.
10-02-00 Property Maintenance
10-02-01 General Information General information for Property Maintenance. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
10-02-02 Property Maintenance Includes work orders, inspection, repairs, cleaning, reports and complaints.

GS MX CY+2 CY+2 GC 34090: 2 year minimum requirement
State of CA Guidelines: 2 years plus the current year for maintenance and operations records.
10-02-03 Contract Services Includes janitorial and other contract services. Includes original contracts and agreements for smaller services.

GS MX AC+2 3 AC+5 CCP 337.2: Statutes of limitations CCP 343: Statutes of limitations
48 CFR 4: 5 years for procurements exceeding $25,000
State of CA Guidelines: 2 years plus the current year for maintenance and operations records.

Administrative Decision: Follow retention life of the
associated contract for the maintenance services to meet 10-02-04 Permits Includes elevator, vehicle, underground storage tank and other permits required for operation of City property.

GS EL AE+2 AE+2 GC 34090: 2 year minimum requirement
State of CA Guidelines: Current year plus 2 years for
municipal facility rental / use permits
10-02-05 Pesticide & Chemical Use & Training Includes Safety Training CS PA CY+2 5 CY+7 GC 34090: 2 year minimum 10-02-06 Pesticide Usage Reports CS PA P P P F&AC 14011.5 - 12: maintain and submit Pesticide Use Reports
10-02-07 Park Standards Maintenance information for irrigation, landscaping, and

CS PA AC+2 AC+2 GC 34090: 2 year minimum
10-02-08 Playground Equipment Inspections CS PA AC+3 AC+3 GC 34090: 2 year minimum CCP 338: 3 years for action
State of CA Guidelines: Completion plus 2 years for
inspection records in Parks, and 2 years after audit for equipment inventories 10-02-09 Landscape Maintenance Assessment Districts: PW
Includes correspondence, inspections, agreements, and
certified payroll.

CS PA P P P GC 34090: 2 year minimum
Administrative Decision: maintain permanently
10-03-00 Fleet Maintenance
10-03-01 General Information General information for Fleet Maintenance. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.

City of Selma Records Retention Schedule
10 Property Management
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 61
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention Citations & Legal Basis
10-03-02 Vehicle & Equipment Tracking System Tracks the inventory and service history of vehicles owned by the City.
*Vehicles including history of maintenance can be
removed from the system to coincide with 10 03 03
GS EL LOV 4 LOV+4 GC 34090: 2 year minimum requirement
CCP 343: 4 years for action
State of CA Guidelines: Life of the vehicle plus 2 years for fuel maintenance and repair records of vehicles State does 10-03-03 Maintenance Records Paper history of equipment and vehicles. Includes maintenance, registration, smog tests and other specific

GS MX LOV 4 LOV+4 GC 34090: 2 year minimum requirement
CCP 343: 4 years for action
10-03-04 CARB Vehicle Inspections California Air Resources Board. Maintained for 2 years, superseded every year. Maintained with the vehicle.

GS MX AC+2 AC+2 GC 34090: 2 year minimum requirement.

State of CA Guidelines: 2 years plus the current year for permits; may depend upon the agency.

Administrative Decision: Maintain inspection records for 2 years after completion to follow State retention for the CARB 10-03-05 Fuel System Reports Backup reports for the fuel management system utilized by the City. Duplicate of what Finance and IT produce.

GS EL ACT ACT GC 34090.7: Duplicates may be destroyed within the 2 year minimum period.

Administrative Record, State of CA Guidelines
10-03-06 BIT Vehicle Inspections Biennial Inspection of Terminals (BIT). Inspection of vehicles by the Department of Transportation
GS MX CY+2 CY+2 GC 34090: 2 year minimum requirement
VC 3450 12: maintain inspection reports for at least 2 years 10-03-07 BIT Audits Annual CHP audit of BIT records. Review drivers licenses, drug pull records, driver training and medical records for di
GS MX AA+2 AA+2 GC 34090: 2 year minimum requirement
VC 34501.12: maintain inspection reports for at least 2 25 h i i i d 10-03-09 Weekly Fuel Island Inspections Includes inspections of gas and diesel fuel tanks. GS MX CY LOS+2 LOS+2 GC 34090: 2 year minimum requirement 10-03-10 Underground Storage Tank Reports Includes underground storage tank reports and other fuel tax reports. Storage tank location, installation, removal, remediation and other compliance documents.

Maintenance and operations records
GS MX CY+2
CY+2
P P
CY+2
GC 34090: 2 year minimum requirement
State of CA Guidelines: Current year plus 2 years for
underground storage tank maintenance and operations;
Permanent for storage location, installation, removal,
remediation and other compliance documents.

AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital City of Selma Records Retention Schedule
10 Property Management
March 18, 2024 Council Packet Page 62
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention Citations & Legal Basis
11-01-00 Economic Development Records
11-01-01 General Information General information for Economic Development. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
11-01-02 Requests for Information From the County or a direct request from a consultant or broker.

Includes requests for information about available sites for new business.

CED MX AC+2 AC+2 GC 34090: 2 year minimum requirement
State of CA Guidelines: 2 years after completion
11-01-03 Project Files - Completed Includes e-mail and memo correspondence, fee estimates

CED C MX AC+2 3 AC+5 CCP 337.2: Statutes of limitations CCP 343: Statutes of 11-01-04 Project Files - Proposed/Not Completed May include e-mail and memo correspondence, fee estimates generate by city staff, site plans/maps, proposed incentives, EIRs copies, council staff reports, resolution copies proposals permit reports status reports and
CED C MX AT+2 AT+2 GC 34090: 2 year minimum requirement Administrative Decision: Maintain proposed and not
completed projects for 2 years after termination of the project 11-01-05 Development & Disposition Agreement
Supporting Documents
Original agreement maintained by the City Clerk. CED MX AC+2 P P GC 34090(a): Real property records, maintain CCP337, 337 1(a) 337 15: Statutes of limitations 48 CFR 4 703: 3 11-01-06 Proposed Purchase & Sale Agreements CED MX AC+2 8 AC+10 GC 34090(a): Real property records, maintain State of CA Guidelines: 10 years after completion for
i i i /di i i i d 11-01-07 Marketing Materials Includes advertisements, promotional brochures, property profile reports, community overview, broker materials and other marketing materials.

CED EL EY+2, AR 5 EY+7, AR GC 34090: 2 year minimum requirement State of CA Guidelines: Current year plus 7
Administrative Decision: Review before destruction for
potential historical content and reclassification to Historical Information/Events as a permanent record.
11-01-08 Workshops & Events Includes quarterly meetings for contractors, developers and architects, and County sponsored meetings and
events.

CED MX EY+2, AR 5 EY+7, AR GC 34090: 2 year minimum requirement State of CA Guidelines: Current year plus 7
Administrative Decision: Review before destruction for
potential historical content and reclassification to Historical 11-01-09 Strategic Plans Annual plan developed during budget sessions. CED MX S+2 S+2 GC 34090: 2 year minimum requirement 11-01-10 Quarterly Sales Tax Generator Reports Highly confidential. Prepared for the City Manager and Finance Director.

CED C MX CY+5 CY+5 GC 34090: 2 year minimum
State of CA Guidelines: 2 years for management reports
Administrative Decision: Maintain reports for the current year plus 5 years for trending and research 11-01-11 Property Link Program Reports Highly confidential. Includes property tax changes and property tax leader reports Requested by management
CED C MX CY+5 CY+5 GC 34090: 2 year minimum
State of CA Guidelines: 2 years for management reports 11-01-12 Fresno County Economic Development Corporation Meetings
Includes copies of agendas, minutes and other information provided by the corporation for reference.

CED MX ACT ACT GC 34090.7; Duplicates may be destroyed within the 2 year minimum period.

Ad i i i R d S f C lif i G id li 11-01-13 Enterprise Zone Includes boundary maps, incentives, marketing materials

CED EL ACT ACT GC 34090.7; Duplicates may be destroyed within the 2 year City of Selma Records Retention Schedule
11 Economic Development
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 63
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
12-01-00 Community Services Records
12-01-01 General Information General information for Community Services. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
12-01-02 Employee Daily Activity Daily activity of employees tracked in a database for management tracking and budgeting.

CS MX CY+2 CY+2 GC 34090: 2 year minimum requirement
CCP 335.1: 2 years for action on injuries caused by neglect.

State of CA Guidelines: 2 years plus the current year for general logs.
12-01-03 Volunteers Includes volunteens. Includes the application, contact

CS C MX AT+2 AT+2 GC 12946: 2 years after completion/position filled 29 CFR 12-01-04 Part-Time Employee Handbook Handbooks that provide direction and information to part time employees.

CS MX S+2 S+2 GC 34090: 2 year minimum
12-01-05 Part-Time Employee Job Descriptions Job descriptions of part time employees. CS MX S+2 S+2 GC 34090: 2 year minimum 12-01-06 Summary of Fees Daily record of deposits sent to Finance. CS MX CY+2 4 CY+6 GC 34090: 2 year minimum 12-01-07 Part-Time Employee Information Includes the application, contact information, fingerprint verification, correspondence and any general information about the part time employee.

Accepted applications: Denied/Non hired applications:

CS C MX AT+2
AC+2
AT+2
AC+2
GC 12946: 2 years after completion/position filled
29 CFR 1602.14: 1 year after position filled
29 CFR 1602.13: Maintain EEOC demographic information
29 CFR 1627 3: 1 year after position filled 12-02-00 Parks Records 12-02-01 General Information General information for Parks. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation f d i K hil t 12-02-02 Park Development Files CS PA P P P GC 34090(a): Permanent for land and real property records.

Administrative Decision: Maintain permanently to track
history of the parks.

City of Selma Records Retention Schedule
12 Community Services
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 64
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
12-03-00 Recreation Records
12-03-01 General Information General information for Recreation. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
12-03-02 Activity Guides Brochure listing events and schedules for programs. CS PA CY+2 CY+2 GC 34090: 2 year minimum State of CA Guidelines: Current year plus 2 years
12-03-03 Youth & Adult Programs Includes program rules, code of conduct, curriculum, contact information, sign-in sheets, evaluation forms and liability waivers
filed by program.

CS PA CY+2 CY+2 GC 34090: 2 year minimum
CCP 335.1: 2 years for action on injuries caused by neglect.

State of CA Guidelines: 2 years plus the current year.
12-03-04 Park Rental Agreements Includes park shelters and general use. Original agreement and working files for the facility.

CS PA AT+2 3 AT+5 GC 34090: 2 year minimum
CCP 337, 343: Statutes of Limitations are 4 years
State of CA Guidelines: Termination/expiration of agreement plus 5 years
12-03-05 Field Rental Agreements Original agreement and working files for the facility. CS PA AT+2 3 AT+5 GC 34090: 2 year minimum CCP 337, 343: Statutes of Limitations are 4 years
State of CA Guidelines: Termination/expiration of agreement plus 5 years
12-04-00 Senior Center Records
12-04-01 General Information General information for Senior Center. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record
series. Keep while current.
12-04-02 CARS System California Aging Reporting System. Started by the State to track meals and other services that seniors need, including Fresno Madera Area Agency on Aging programs.

CS EL IND IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
12-04-03 Senior Nutrition Program Files on each senior who visits the center including forms which contain name, address, phone number, birth date,
social security number (for older files), emergency contact information, physicians, nutritional assessments, financial abuse, elder abuse and neglect, and other information on seniors. Forms are completed annually for the
state/regional system.

CS C PA AT+2 AT+2 GC 34090: 2 year minimum
CCP 335.1: 2 years for action on injuries caused by neglect.

State of CA Guidelines: 2 years plus the current year.

Administrative Decision: Maintain while applicant is actively participating in programs plus 2 years.
12-04-04 Warming and Cooling Center CS PA CY+2 CY+2 GC 34090: 2 year minimum State of CA Guidelines: 2 years plus the current year for event records.
12-04-05 Other Senior Programs Includes Banfield Charitable Trust grants, transportation ticket grants, Meals On Wheels, Emergency Food and
Shelter Program and other senior programs.

CS PA CY+2 CY+2 GC 34090: 2 year minimum
State of CA Guidelines: 2 years plus the current year for event records.
12-04-06 Calendar of Events CS PA CY+2 CY+2 GC 34090: 2 year minimum State of CA Guidelines: 2 years plus the current year for event records.
12-04-07 Classes and Activities Schedule CS PA CY+2 CY+2 GC 34090: 2 year minimum State of CA Guidelines: Current year plus 2 years
12-04-08 Menus CS PA CY+2 CY+2 GC 34090: 2 year minimum City of Selma Records Retention Schedule
12 Community Services
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 65
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
12-04-09 Monthly Newsletter CS PA CY+2, AR CY+2, AR GC 34090: 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Current year plus 2 years, review annually for historical content
12-04-10 Photographs CS PA CY+2, AR CY+2, AR GC 34090: 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Current year plus 2 years, review annually for historical content
12-04-11 Senior Outreach Includes information on open enrollment, scams targeting seniors, and other outreach materials.

CS PA CY+2, AR CY+2, AR GC 34090: 2 year minimum
State of California Guidelines; Administrative Record
12-05-00
12-05-01 General Information General information for Parks & Recreation Commission. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
12-05-02 Agenda Packets Includes agenda and related documents. CS PA CY+10 CY+10 GC 34090: 2 year minimum State of CA Guidelines: Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for the current year plus 10 years for reference purposes 12-05-03 Minutes CS PA CY+10 P P GC 34090e: Minutes of governing bodies, Permanent State of CA Guidelines: Permanent
12-05-04 Meeting Recordings CS EL CY+2 CY+2 GC 54953.5: 30 days after recording GC 34090.7: Video recordings may be destroyed after 90
days. State of CA Guidelines: Current month plus 3 months.

Administrative Decision: Maintain meeting audio recordings for the current year plus 2 years to support the Action Minutes.

Parks & Recreation Commission Records
City of Selma Records Retention Schedule
12 Community Services
AA - After Audit; AC - After Completion; ACT - While Active; AE - After Expiration; AFP - After Final Payment; AP - After Approval; AR - Annual Review; AT - After Termination; C - Confidential; CM - Current Month; CY - Current Year; EL - Electronic Media; EY - Event Year; H - Historical; IND - Indefinite; LOB/LOV/LOS - Life of Board/Life of Vehicle/Life of System; MX - Mixed Media; P - Permanent; PA - Paper Media; S - After Supersede; V- Vital March 18, 2024 Council Packet Page 66
Legend:

Series Code Series Name Description
Office of Record Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Required
Retention
Citations & Legal Basis
13-01-00 Fire Administration Records
13-01-01 General Information General information for Fire Administration. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
13-01-02 FireRMS Software Used for incidents, inspection tracking and resident contact information. All training sessions and individuals are tracked through FireRMS.

Fire EL IND IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
13-01-03 Strike Team Activities Used to submit forms for reimbursement from the State.

Last 5 years are currently maintained.

Fire PA CY+2 2 CY+4 GC 34090: 2 year minimum
CCP 337: Statute of limitations of 4 years
Administrative Decision: Maintain information for the current year plus 4 years to follow Finance retention period for reimbursed revenue.
13-01-04 Ride Along Forms Maintained for 90 days. Basic form information is entered into RMS. Includes release waivers (currently maintained for 6 months).

Fire PA CY+3 CY+3 CCP 340.5 Healthcare providers is 3 years after occurrence or 1 year after the patient discovers the injury, whichever comes first. CCP 340.8: Exposure to hazardous
substances: 2 years after exposure, or 2 years after patient discovers injury, whichever is later.
8 CCR 3203(b)(1): Injury & Illness Prevention Program
inspection records, maintain at least 1 year.
13-01-05 Target Safety Training System Computerized training on general city and fire specific training session completed by the individual. After training is completed, individual enters training into FireRMS.

Fire EL IND IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
13-02-00 Fire Prevention Records
13-02-01 General Information General information for Fire Prevention. All Depts MX AR AR Administrative Review: Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record
series. Keep while current.
13-02-02 Pending Construction Includes projects that have not been completed or continued.

Fire PA AT+2 AT+2 GC 34090: 2 year minimum
13-02-03 Commercial Building Inspections Includes fire alarm plans, fire sprinkler plans and other inspection documents. Signed inspection forms maintained for 5 years in paper form. Filed by address. Inspection completed annually.

Fire PA AC+2 3 AC+5 UFC 103.34 New construction/alterations of buildings: