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"The City of Gracious Living"
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" MEETING OF THE CITY COUNCIL
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Bill Velto,Mayor
Rudy Zuniga, Mayor Pro Tern-District 4 Michael Blay,City Manager James Breitling,Councilmember-District 2 Stephen P. Deitsch, City Attorney Carlos A. Garcia,Councilmember -District 3 Keri Johnson, City Clerk Shannan Maust, Councilmember-District 1
Monday, December 8, 2025
Open session begins at 6:00 p.m.
Council Chamber
JOINT MEETING OF THE UPLAND CITY COUNCIL, CITY OF UPLAND FINANCING AUTHORITY, AND THE
CITY OF UPLAND PARKING AUTHORITY
City Hall, 460 N Euclid Avenue
Residents may observe the City Council meetings remotely via livestream on the City website, Spectrum Cable TV Channel 3, or Frontier Cable TV Channel 26.
City of Upland Mission Statement
The City of Upland is committed to delivering superior services that meet community needs with transparency and integrity.
City of Upland Vision Statement
Upland is a safe community with historic character where residents enjoy a high quality of life.
Pages
1. CALL TO ORDER AND ROLL CALL
2. ADDITIONS-DELETIONS TO AGENDA
3. ORAL COMMUNICATIONS
This is a time for any citizen to comment on item listed on the closed session agenda only. Anyone wishing to address the legislative body is requested to submit a speaker card to the City Clerk at or prior to speaking. The speakers are requested to keep their comments to no more than three (3) minutes. The use of visual aids will be included in the time limit.
CLOSED SESSION BEGINS AT 4:30 p.m.
4. CLOSED SESSION
a. CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL - EXISTING
LITIGATION
(Paragraph (1) of subdivision (d) of California Government Code Section 54956.9)
Case Name: Solorzano v. City of Upland
San Bernardino County Superior Court of California Case No. CIVSB2207375
b. CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL - EXISTING
LITIGATION
(Paragraph (1) of subdivision (d) of California Government Code Section 54956.9)
Case Name: Camilleri, Linda v. City of Upland
San Bernardino County Superior Court of California Case No. CIVRS2400123 c. CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL - EXISTING
LITIGATION
(Paragraph (1) of subdivision (d) of California Government Code Section 54956.9)
Case Name: Cano, Ronnie Fred v. City of Upland
San Bernardino County Superior Court of California Case No. CIVRS2401301 d. CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL - EXISTING
LITIGATION
(Paragraph (1) of subdivision (d) of California Government Code Section 54956.9)
Case Name: Espinoza, Deanna v. City of Upland
San Bernardino County Superior Court of California Case No. CIVRS2506382 e. CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL - EXISTING
LITIGATION
(Paragraph (1) of subdivision (d) of California Government Code Section 54956.9)
Case Name: Guerrero, Priscilla v. City of Upland
San Bernardino County Superior Court of California Case No. CIVRS2501001 f. CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL - EXISTING
LITIGATION
(Paragraph (1) of subdivision (d) of California Government Code Section 54956.9)
Case Name: Laureano, Benny v. City of Upland
San Bernardino County Superior Court of California Case No. CIVSB2317284 g. CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL - EXISTING
LITIGATION
(Paragraph (1) of subdivision (d) of California Government Code Section 54956.9)
Case Name: Lopez, Ignacio v. City of Upland
San Bernardino County Superior Court of California Case No. CIVRS2400981
h. CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL - EXISTING
LITIGATION
(Paragraph (1) of subdivision (d) of California Government Code Section 54956.9)
Case Name: Teixeira, Carlos v. City of Upland
San Bernardino County Superior Court of California Case No. CIVRS2505576 i. CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL - EXISTING
LITIGATION
(Paragraph (1) of subdivision (d) of California Government Code Section 54956.9)
Case Name: Kaufman Jr., William Paul v. City of Upland
San Bernardino County Superior Court of California Case No. CIVSB2405182 j. CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED
LITIGATION
Significant exposure to litigation pursuant to California Government Code Section 54956.9 (d)(2) - 1 or more potential cases
5. INVOCATION
Deacon Richard Simpson, St. Anthony's Catholic Church
6. PLEDGE OF ALLEGIANCE
7. PRESENTATIONS
Proclamation Recognizing Sylvia Kiel upon her Retirement with 24 years of Service to the City.
Presentation of Upland Lemon Festival Sponsorship Check to Upland Community Emergency Response Team (CERT)
8. CITY ATTORNEY
9. ORAL COMMUNICATIONS
This is a time for any citizen to comment on any item listed or not listed on the agenda.
Anyone wishing to address the legislative body is requested to submit a speaker card to the City Clerk at or prior to speaking. The speakers are requested to keep their comments to no more than three (3) minutes. Speakers will be given five (5) minutes during public hearings. The use of visual aids will be included in the time limit. Public comments and questions for the purpose of hearing current matters of concern in our community and to provide citizens a method for the public to hear those concerns in an open venue is encouraged. However, under the provisions of the Brown Act, the City Council is prohibited from discussion of items not listed on the agenda, and therefore, the City Council, City Manager, or City Attorney will take communications under advisement for consideration and appropriate response or discussion at a later time.
Individuals who demonstrate disruptive conduct during City Council meetings that prevent the City Council from conducting its meeting in an orderly manner are guilty of a
misdemeanor as stated in PC403, disrupting a public meeting, and are subject to removal from the chamber or arrest.
CAMPAIGN CONTRIBUTION DISCLOSURE: Pursuant Gov. Code § 84308, any party to a permit, license, contract, or other entitlement before the Council is required to disclose on the record any contribution, including aggregated contributions, of more than $500 made by the party or the party's agents within the preceding 12 months to any City official. Participants and agents are requested to make this disclosure as well. The disclosure must include the name of the party, participant, or agent, and any other person making the contribution; the name of the recipient, the amount of the contribution, and the date the contribution was made.
10. CONSENT CALENDAR
All matters listed under the Consent Calendar are considered to be routine and will be enacted by one vote. There will be no separate discussion of these items unless members of the legislative body request specific items be removed from the Consent Calendar for separate action.
Recommended Action:
Approve the Consent Calendar
a. APPROVAL OF MINUTES 10
Recommended Action:
Approve the Regular Meeting Minutes of November 24, 2025. (Staff Person: Keri Johnson)
b. ADOPTION OF ORDINANCE NO. 2005 APPROVING 4TH QUARTER 15
GENERAL PLAN AMENDMENTS AND ZONE CHANGES
Recommended Action:
Adopt Ordinance No. 2005 approving Zone Change No. 24-0003 to change the zoning designation of 460 S. Campus Avenue from Residential Multi-Family Low (RM-20) to Neighborhood Commercial (NC), and approving Zone Change No. 24- 0002 to change the zoning designation of 852 Alpine Street from Public/Institutional (PB/I) to Residential Multi-Family Medium (RM-30). (Staff Person: Robert Dalquest)
c. SCHEDULED VACANCIES FOR COMMISSIONS, COMMITTEES, AND 29 BOARDS FOR CALENDAR YEAR 2026
CEQA: Not a Project.
Recommended Action:
Accept and file the Local Appointments List for all City commissions, committees, and boards for calendar year 2026, and direct the City Clerk to post the list. (Staff Person: Keri Johnson)
d. CONSIDER RATIFYING THE APPOINTMENT OF MAYOR PRO TEM 33 CEQA: Not a Project.
Recommended Action:
Ratify the appointment of Councilmember Maust as Mayor Pro Tem, term to expire in December 2026. (Staff Person: Keri Johnson)
e. CONSIDER ADOPTING A RESOLUTION UPDATING THE CITYWIDE 36
RECORDS RETENTION SCHEDULE AND AUTHORIZING THE DESTRUCTION
OF CERTAIN RECORDS
CEQA: Not a Project.
Recommended Action:
Approve a Resolution adopting a citywide records retention schedule, authorizing the destruction of certain City records, and rescinding Resolution No. 6280. (Staff Person: Keri Johnson)
f. CITY OF UPLAND PARKING AUTHORITY 2025 ANNUAL REPORT 133 CEQA: Not a Project
Recommended Action:
City of Upland Parking Authority Board of Directors receive and file the annual report of the 2025 activities of the Parking Authority. (Staff Person: Stephen Parker)
g. CITY OF UPLAND FINANCING AUTHORITY 2025 ANNUAL REPORT 134 CEQA: Not a Project.
Recommended Action:
City of Upland Financing Authority Board of Directors receive and file the annual report for the 2025 activities of the Financing Authority. (Staff Person: Stephen Parker)
h. CONSIDER APPROVAL OF A PURCHASE ORDER IN THE AMOUNT OF 135 $45,904.17 WITH G/M BUSINESS INTERIORS FOR THE RECONFIGURATION
OF FINANCE WORKSTATIONS
CEQA: Not a Project.
Recommended Action:
Approve a Purchase Order with G/M Business Interiors in the amount of $45,904.17 for the reconfiguration of Finance workstations. (Staff Person:
Stephen Parker)
i. CONSIDER APPROVAL OF A PROFESSIONAL SERVICES AGREEMENT 176 WITH WATRY DESIGN, INC.
CEQA: Determined to be Exempt.
Recommended Action:
Approve the Professional Services Agreement with Watry Design, Inc. for a not- to-exceed amount of $540,000 to prepare construction documents for the Downtown Parking Structure located on City-owned property at the southeast corner of C Street and First Avenue, and authorize the City Manager to execute the Agreement. (Staff Person: Robert Dalquest)
j. CONSIDER ADOPTING A RESOLUTION ESTABLISHING A POLICY FOR BY- 208
RIGHT PROCESSING OF CERTAIN RESIDENTIAL DEVELOPMENT
PROJECTS PURSUANT TO GOVERNMENT CODE
CEQA: Determine to be Exempt.
Recommended Action:
Adopt a Resolution establishing a policy for the processing of specific residential development projects consistent with Government Code Section 65583.2, Subdivisions (c), (h), and (i). (Staff Person: Robert Dalquest) k. CONSIDER APPROVAL OF AN AGREEMENT FOR WEED ABATEMENT 212
INSPECTION PROGRAM CONSULTANT SERVICES
CEQA: Not a Project.
Recommended Action:
Approve an agreement with Julie Hernandez doing business as "Your Property Solutions" for Weed Abatement Inspection Program Consultant Services for the Fiscal Year 2026 cycle in an amount not-to-exceed $70,000 and authorize the City Manager to execute the agreement. (Staff Person: Robert Dalquest) I. CONSIDER APPROVAL OF A GRANT OF EASEMENT TO SOUTHERN 233
CALIFORNIA EDISON FOR THE INSTALLATION OF ELECTRIC VEHICLE
CHARGING STATIONS
CEQA: Not a Project.
Recommended Action:
Approve a Grant of Easement to Southern California Edison for electrical infrastructure necessary for the installation of electric vehicle charging stations and authorize the City Manager to execute documents related to the Grant of Easement, including any future amendments within the City Manager's authority. (Staff Person: Damien Arrula)
m. APPOINTMENT OF THE CITY'S POMONA VALLEY PROTECTIVE 243
ASSOCIATION BOARD MEMBER AND AUTHORIZATION OF PROXY
REPRESENTATIVE
CEQA: Not a Project.
Recommended Action:
Appoint Richard Gonzales, Deputy Director of Public Works-Utilities as the City's designated Board Member to the Pomona Valley Protective Association and authorize the City's Utilities Manager to serve as the City's proxy representative, empowered to vote all city-owned shares at the PVPA Annual Shareholders' Meeting. (Staff Person: Damien Arrula)
n. CONSIDER APPROVAL OF FIRST AMENDMENT TO THE PROFESSIONAL 246
SERVICES AGREEMENT FOR THE PREPARATION OF THE WATER AND
RECYCLED WATER RATE STUDY
CEQA: Not a Project.
Recommended Action:
Approve the First Amendment to the Agreement with Raftelis Financial Consultants, Inc. extending the timeline for completion of the Water and Recycled Water Rate Study to June 30, 2026, and authorize the City Manager to execute the amendment. (Staff Person: Damien Arrula)
o. CONSIDER APPROVAL OF FIRST AMENDMENT TO THE PROFESSIONAL 276
SERVICES AGREEMENT FOR THE PREPARATION OF THE WASTEWATER
RATE STUDY
CEQA: Not a Project.
Recommended Action:
Approve the First Amendment to the Agreement with Raftelis Financial Consultants, Inc. extending the timeline for completion of the Wastewater Rate Study to June 30, 2026, and authorize the City Manager to execute the amendment. (Staff Person: Damien Arrula)
p. CONSIDER APPROVAL OF CONSTRUCTION CONTRACT FOR CABRILLO 306
PARK FIELD NETTING PROJECT
CEQA: Not a Project.
Recommended Action:
Approve the Cabrillo Park Safety Netting Project and award the project to West Coast Netting, in the amount of $54,500 for the design and installation of soccer field backstop nets, approve a construction contingency amount of $5,450, for a total project cost of $59,950; and authorize the City Manager to execute the contract. (Staff Person: Damien Arrula)
11. PUBLIC HEARINGS
a. CONTINUED PUBLIC HEARING TO CONSIDER APPROVAL OF PLANS AND 339
ENTITLEMENTS FOR CONSTRUCTION OF NEW SAN ANTONIO WATER
COMPANY HEADQUARTERS
CEQA: Mitigated Negative Declaration and Mitigation Monitoring Program.
Recommended Action:
The City Council will conduct a public hearing to consider approval of plans and entitlements for construction of the San Antonio Water Company Headquarters. (Staff Person: Robert Dalquest)
1. Staff Presentation
2. Hold Public Hearing
3. Close Public Hearing
4. Approve a Resolution to adopt the Mitigated Negative Declaration and Mitigation Monitoring Program for the project (State Clearinghouse No. 2025080639)
5. Approve a Resolution for General Plan Amendment No. 24-0004 to modify the General Plan Land Use designation from Single-Family Low (SFR-L) to Public Utilities (PU)
6. Hold first reading by title only, waive further reading and introduce an Ordinance approving Zone Change No. 24-0004 to modify the current zoning designation from Residential Single-Family Low (RS-10) District to Public/Institutional (PB/I) District
7. Approve a Resolution for Development Plan Review No. 24-0008 for the construction of a new 3,698 square-foot SAWCO Headquarters and associated improvements including a 4,066 square-foot maintenance
building located at the southeast corner of east 20th Street and Flower Court
b. CONSIDER APPROVING THE DEVELOPMENT IMPACT FEE SCHEDULE (DIF) 1289 AND RECEIVE THE FISCAL YEAR 2024-25 DIF AND QUIMBY ANNUAL
REPORTS
CEQA: Not a Project.
Recommended Action:
The City Council will conduct a public hearing to consider approving an update to the Public Facilities Development Impact Fee Schedule and the amending the City's Fee Schedule. (Staff Person: Stephen Parker)
1. Staff Presentation
2. Hold Public Hearing
3. Close Public Hearing
4. Adopt a Resolution approving an update to the Public Facilities Development Impact Fee Schedule and amending the City's Fee Schedule
5. Receive and file the Fiscal Year 2024-25 Development Impact Fee and Quimby annual reports
12. COUNCIL COMMITTEE REPORTS
a. COUNCIL REPORTS ON REGIONAL COMMITTEE MEETING, TRAINING, OR
CONFERENCE ATTENDANCE
Councilmembers will provide oral reports on any meetings, trainings, or conferences they attended on behalf of the City. This item is for information only.
13. BUSINESS ITEMS
a. PRESENTATION OF THE FINAL DRAFT WATER AND RECYCLED WATER 1306
SYSTEMS MASTER PLAN AND THE FINAL DRAFT WASTEWATER
COLLECTIONS SYSTEM MASTER PLAN
CEQA: Not a Project.
Recommended Action:
Receive and file the presentation on the final draft Water and Recycled Water Systems Master Plan and the Wastewater Collection System Master Plan. (Staff Person: Damien Arrula)
14. COUNCIL COMMUNICATIONS
15. CITY MANAGER
16. ADJOURNMENT
The next regularly scheduled City Council meeting is Monday, January 12, 2026.
NOTE: If you challenge the public hearing(s) or the related environmental determinations in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City of Upland, at, or prior to, the public hearing.
All Agenda items and back-up materials are available for public review at the Upland Public Library, at 450 North Euclid Avenue, the City Clerk's Office at 460 North Euclid Avenue and the City website at www.uplandca.gov .
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk's Office, 909-931-4120.
Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102-35.104 ADA Title II].
To access written transcription during the meeting, please click this link:
https://attend.wordly.ai/join/LVGO-0906 . Then choose language and click attend to read the transcript on your device.
On December 3, 2025 a true and correct copy of this agenda was posted on the bulletin boards at 450 N. Euclid Avenue (Upland Public Library) and 460 N. Euclid Avenue (Upland City Hall), and the City website at www.uplandca.gov
MINUTES OF THE REGULAR MEETING OF THE UPLAND CITY COUNCIL November 24, 2025
6:00 p.m.
City Council Chamber
460 N. Euclid Avenue, Upland, CA 91786
and Kaiser Permanente, 13000 Peyton Dr. Chino Hills CA, 91709 (Room 2201) Members Present: Mayor Bill Velto, Councilmember James Breitling, Councilmember Carlos A. Garcia, Councilmember Shannan Maust, Councilmember Rudy Zuniga (remote location)
Staff Present: Assistant City Manager Stephen Parker, City Attorney Stephen P.
Deitsch, City Clerk Keri Johnson
1. CALL TO ORDER AND ROLL CALL
The regular meeting of the Upland City Council was called to order by Mayor Bill Velto at 5:00 p.m. in the Council Chamber of the Upland City Hall.
2. ADDITIONS-DELETIONS TO AGENDA
None.
3. ORAL COMMUNICATIONS
None.
CLOSED SESSION - 5:00 p.m.
4. CLOSED SESSION
At 5:01 p.m. Mayor Velto announced that the City Council would recess to Closed Session pursuant to Government Code
a. CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL- EXISTING
LITIGATION
(Paragraph (1) of subdivision (d) of Section 54956.9)
Case Name: In re:Aqueous Film-Forming Foams Products Liability Litigation United States District Court for the District of South Carolina. Case No. 2:18-mn- 2873-RMG
The City Council reconvened in open session at 6:02 p.m.
5. INVOCATION
Jim Thomas, Church of Jesus Christ of Latter Day Saints.
6. PLEDGE OF ALLEGIANCE
Led by Assistant City Manager Arrula
1
7. PRESENTATIONS
8. CITY ATTORNEY
City Attorney Deitsch announced the City Council received reports and there was no reportable action during Closed Session.
9. ORAL COMMUNICATIONS
None.
10. CONSENT CALENDAR
Councilmember Garcia removed Consent Calendar Item 10d for separate action.
Moved by: Councilmember Breitling
Seconded by: Councilmember Garcia
Approve the Consent Calendar
Motion: Carried Unanimously
a. APPROVAL OF MINUTES
Approve the Regular Meeting Minutes of November 10, 2025. b. CONSIDER APPROVAL OF OCTOBER WARRANT AND PAYROLL
REGISTERS
Approve the October warrant registers totaling $13,455,554.46 (check numbers 54577 - 55042 and direct disbursements) and payroll registers totaling $3,115,485.68 (check numbers 164406 — 164423 and electronic fund transfers 58017 — 58903).
c. TREASURER'S REPORT OCTOBER 2025
Receive and file the October 2025 Treasurer's Report.
e. CONSIDER APPROVING THE NOTICE OF COMPLETION FOR THE
OLIVEDALE PARK PLAYGROUND EQUIPMENT INSTALLATION PROJECT Approve the work, authorize the City Manager or designee to record the Notice of Completion; and reduce the Faithful Performance Bond to 10%. f. CONSIDER APPROVAL OF PURCHASE OF A SECOND UTILITIES VALVE TRUCK
Authorize the purchase of a new valve truck and associated valve operating equipment which includes a new Ford truck, hydraulic skid, and custom service body at a total cost of $205,683.70.
g. CONSIDER APPROVAL OF MILLS ACT CONTRACTS FOR THREE HISTORIC PROPERTIES, LOCATED AT 757 N. THIRD AVENUE, 1891 N. EUCLID AVENUE, & 475 E. 9TH STREET
2
Approve the Mills Act contracts for three (3) historic properties located at 757 N.
Third Avenue, 1891 N. Euclid Avenue, and 475 E. 9th Street, and authorize the City Manager to execute the documents.
d. CONSIDER APPROVAL OF AGREEMENT WITH SDI PRESENCE FOR
DEVELOPMENT OF AN IT MASTER PLAN
IT Manager Jeganathan answered questions from the Council regarding the IT Master Plan.
Moved by: Councilmember Garcia
Seconded by: Councilmember Breitling
Approve a Professional Services Agreement with SDI Presence to develop a five- year Information Technology Master Plan and authorize the City Manager to execute the agreement.
Motion: Carried Unanimously
11. PUBLIC HEARINGS
a. CONSIDERATION OF AN ORDINANCE ADOPTING BY REFERENCE THE 2025 EDITION OF THE CALIFORNIA BUILDING STANDARDS CODES Development Services Director Dalquest presented the staff report along with a PowerPoint presentation and answered questions from the Council regarding the Building Standards Codes.
Mayor Velto opened the public hearing and hearing no testimony, closed the public hearing.
Moved by: Councilmember Breitling
Seconded by: Councilmember Garcia
Hold second reading by number and title only and adopt Ordinance No. 2004 adopting by reference the 2025 California Building Standards Codes (Parts 1, 2,
2.5, 3, 4, 5, 6, 7, 8, 9, 10, 11, and 12, California Code of Regulations, Title 24) Motion: Carried Unanimously
b. CONSIDER APPROVAL OF PLANS AND ENTITLEMENTS FOR
CONSTRUCTION OF NEW SAN ANTONIO WATER COMPANY
HEADQUARTERS
Mayor Velto opened the public hearing. Hearing to testimony, Mayor Velto called for a motion to continue the public hearing.
Moved by: Councilmember Maust
Seconded by: Councilmember Breitling
Continue the Public Hearing to Monday, December 8, 2025 at 6 p.m.
Motion: Carried Unanimously
3
c. CONSIDER APPROVAL OF 2025 4TH QUARTER GENERAL PLAN
AMENDMENTS AND ZONE CHANGES
Development Services Director Dalquest introduced Planning Manager Farris who presented the staff report along with a PowerPoint presentation and answered questions from the Council regarding the proposed zone changes.
At 6:32 p.m. Councilmember Maust announced that she would abstain from item 11c. since her husband sits on the board of Pacific Community Center which is within 500 feet of the property on Alpine Street. Councilmember Maust then left the Council Chamber.
Mayor Velto opened the public hearing.
Applicant Nick Hankins addressed the Council regarding the proposed senior housing for the property on Alpine Street.
Hearing no further testimony, Mayor Velto closed the public hearing.
Moved by: Councilmember Garcia
Seconded by: Councilmember Breitling
Adopt Resolution No. 6853 for the 2025 Fourth Quarter General Plan Amendments approving General Plan Amendment No. 24-0003 and General Plan Amendment No. 25-0001 to modify the General Plan land use designations of 460 S. Campus Avenue from the Multi-Family Low (MFR-L) General Plan designation to the Neighborhood Commercial (NC) General Plan designation, and change the land use designation of 852 Alpine Street from the Institutional (I) General Plan land use designation to the Multi-Family Residential Medium (MFR- M) General Plan designation.
Motion: Carried Unanimously with Councilmember Maust abstaining Moved by: Councilmember Breitling
Seconded by: Councilmember Garcia
Hold first reading by title only, waive further reading, and introduce Ordinance No. 2005 approving Zone Change No. 24-0003 to change the zoning designation of 460 S. Campus Avenue from Residential Multi-Family Low (RM-20) to Neighborhood Commercial (NC), and approving Zone Change No. 24-0002 to change the zoning designation of 852 Alpine Street from Public/Institutional (PB/I) to Residential Multi-Family Medium (RM-30)
Motion: Carried Unanimously with Councilmember Maust abstaining Councilmember Maust returned to the Council Chamber at 6:37 p.m. and took her seat at the dais.
12. COUNCIL COMMITTEE REPORTS
a. COUNCIL REPORTS ON REGIONAL COMMITTEE MEETING, TRAINING, OR
CONFERENCE ATTENDANCE
4
Councilmember Breitling reported on his attendance of the Upland Library Board meeting.
Mayor Velto reported on his attendance of Inland Empire Utilities Agency, San Antonio Water Company, and Chino Basin Water Master board meetings and commented on the increasing costs of water delivery.
13. BUSINESS ITEMS
14. COUNCIL COMMUNICATIONS
Councilmembers announced various activities and events throughout the community.
15. CITY MANAGER
16. ADJOURNMENT
Mayor Velto adjourned the meeting at 6:51 p.m. The next regularly scheduled City Council meeting is Monday, December 8, 2025.
Keri Johnson, City Clerk
5
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DATE: November 24,2025 Ord No. oR ADI NI G TO: MAYOR AND CITY COUNCIL Dato ?ND q D
FROM: MICHAEL BLAY,CITY MANAGER 2; It
OPTION
PREPARED BY:ROBERT D.DALQUEST,DEVELOPMENT SERVICES DIRECTOR m Np,�C� LORALEE FARRIS,PLANNING MANAGER 6
ANDREW ARELLANO,ASSISTANT PLANNER
SUBJECT: CONSIDER APPROVAL OF 2025 4TH QUARTER GENERAL PLAN AMENDMENTS AND
ZONE CHANGES
RECOMMENDED ACTION:
It is recommended that the City Council: 1)Adopt a Resolution(Attachment A)for the 2025 Fourth Quarter General Plan Amendments approving General Plan Amendment No. 24-0003 and General Plan Amendment No. 25-0001 to modify the General Plan land use designations of 460 S. Campus Avenue from the Multi-Family Low (MFR-L) General Plan designation to the Neighborhood Commercial(NC) General Plan designation, and change the land use designation of 852 Alpine Street from the Institutional (I) General Plan land use designation to the Multi-Family Residential Medium(MFR-M)General Plan designation;and,2)Hold first reading by title only,waive further reading, and introduce an Ordinance approving Zone Change No.24-0003 to change the zoning designation of 460 S.Campus Avenue from Residential Multi-Family Low (RM-20) to Neighborhood Commercial (NC), and approving Zone Change No. 24-0002 to change the zoning designation of 852 Alpine Street from Public/Institutional (PB/I) to Residential Multi-Family Medium(RM-30).
GOAL STATEMENT
The proposed action supports the City's goals of retaining land uses that generate revenue to the City, provide employment for residents while balancing other community needs,such as housing in a range of types,densities,and unit sizes that meet the housing needs of residents of all income levels; and balancing commercial and residential development within the City to provide services for residents and a supportive local clientele for businesses.
BACKGROUND
The property owners of 460 S. Campus Avenue and 852 Alpine Street have submitted applications to amend the General Plan and Zoning designations of their properties in order to remove the legal non-conforming status of their existing land uses and allow the property to comply with the current provisions of the Upland Municipal Code.
State Law
California Government Code Section 65358(b)
Pursuant to California Government Code Section 65358(b),the City can amend any mandatory element of the General Plan up to four(4)times a year, and that several amendments may be grouped and processed together which would count as one general plan amendment. Given the two previous general plan amendments in 2025,which included the Housing Element Rezoning Program, and the Villa Serena Specific Plan General Plan Amendment, the number of applicant-driven General Plan Amendment applications received this year has necessitated the need to group two requests together into the Fourth Quarter action.
Senate Bill 330— "No Net Loss"
Senate Bill 330, also known as the Housing Crisis Act of 2019,became effective on January 1,2020,and expanded and/or amended State legislation with broad goals of facilitating increased production of housing. The bill added Section 66300(b)(1)to the California Government Code,which prohibits a city from changing the general plan land use designation or zoning designation of parcels that results in a reduction in density,or development standards that would apply to residential development(i.e.height,floor area ratio,open space or lot size requirements, setbacks,lot coverage) that would lessen the density of housing. These regulations ensure that there will be "no net loss" of residential capacity within the City,unless this loss is replaced concurrently on property elsewhere in the City.
Amending the designation of 460 S. Campus Avenue,which contains an existing convenience store,from the Multi- Family Low (MFR-L) General Plan designation to the Neighborhood Commercial(NC) General Plan designation, and rezoning from Residential Multi-Family Low(RM-20) district to the Neighborhood Commercial(NC) district, would result in the loss of residential density of 10 potential units allowed under the current zoning. It is unlikely that these 10 residential units would ever be constructed on this parcel. The property changed ownership in 2024,and the new owner intends to continue the use of the property as a convenience store. Additionally, the property is approximately 75 feet from the Interstate-10 Freeway,where the area is subjected to high ambient noise levels from traffic.
To offset this loss,this amendment is processed concurrently with General Plan Amendment No. 25-0001 and Zone Change No.24-0002,to amend 1.47 acres at 852 Alpine Street,from the Institutional(I)General Plan designation to the Multi-Family Residential Medium (MFR-M) General Plan designation and rezoning from Public/Institutional (PB/I)district to Residential Multi-Family Medium(RM-30)district. This residential upzoning will add a residential capacity of 44 units,where the existing zoning designation does not allow residential uses.
This property contains an existing 8-unit multi-family residential building, which was originally constructed as a residential dormitory associated with the Upland College,and an 851 square foot single family residence constructed in 1918. Today, without its institutional association, it remains a legal non-conforming residential use within the Public/Institutional(PB/I)zoning district. With the rezoning of this parcel to RM-30,the residential capacity within the City will not be lost as a result of the rezoning of 460 S. Campus Avenue. Additionally, the upzoning of 852 Alpine Street will allow enough residential capacity to offset the rezoning associated with the separately proposed San Antonio Water Company headquarters project (GPA-24-0004, ZC-24-0004, DPR-24-0008), which has also been scheduled for City Council review.
As summarized in Table 3 below, the concurrent zone changes will result in a net increase in residential capacity, thereby ensuring compliance with the requirements of SB 330.
Table 3—No Net Loss Table
Current Current
Site Zone Residential Proposed Zone Capacity After Zone Change Capacity
852 Alpine Street PB/I 0 RM-30 36 (total capacity is 44,but the site currently has 9 units)
460 S. Campus RM-20 10 Neighborhood 0
Avenue Commercial
(NC)
(Separate Agenda RS-10 20 PB/I 0
Item)
SAWCO
Headquarters
(GPA-24-
0004/ZC-24-
0004/DPR-24-
0008)
Planning Commission Recommendation
On October 22,2025,the Planning Commission held a noticed public hearing and recommended that the City Council approve the 2025 4th Quarter General Plan Amendments and Zone Changes.
ISSUES AND ANALYSIS
GENERAL PLAN/ZONE CHANGE REQUESTS
A. General Plan Amendment No.24-0003 and Zone Change No.24-0003—460 S.Campus Avenue
BACKGROUND
San Bernardino County Assessor Records indicate that the property was developed in 1967 through the approval of Site Plan No.SP-4-66-(211),which approved the construction of a Circle K Market on the southeast corner of Campus Avenue and Sycamore Court. The business on-site was operated as a"Circle K"convenience store until ownership
changed to "Beverage House Liquor" in 2024. The business operates with an existing Type 21 (Off-Sale General) Alcoholic Beverage Control license, for the sales of beer,wine, and distilled spirits,with no history of disciplinary action.At the time the property was originally constructed,the property was located within the C-1 Commercial Zone.
Over time,the zoning designation of the property was changed to Neighborhood Commercial Stores (CN)S zoning district. The property was changed to Multi-Family Low in the general plan and rezoned to Residential Multi-Family- 20 (RM-20) in 2015, when the City processed a City-wide comprehensive General Plan Update and Zoning Code Update. The zone change to RM-20 resulted in the convenience store becoming a legal,non-conforming use. The Applicant's request for the general plan amendment and zone change is to eliminate the non-conforming status of the existing convenience store and allow this use to continue into the future consistent with the proposed Neighborhood Commercial(NC)Zoning designation.
ANALYSIS
General Plan Amendment
The project site is located within the Multi-Family Low(MFR-L) General Plan designation. Per the City's General Plan Land Use Element, the Multi-Family Residential Low designation is for supporting vertically attached multi- family development(i.e.,townhomes),between 10 to 20 dwelling units per adjusted gross acre.
The Applicant, Upland BHL Property LLC,proposes to change the General Plan land use designation from Multi- Family Low to Neighborhood Commercial (NC) (See Exhibit A to Resolution). This Neighborhood Commercial designation supports supermarkets,drug stores,and a variety of smaller shops.The designation is for shopping centers for daily shopping needs with a service radius of approximately one mile.
The request to amend the General Plan and Zoning Designations of the property are consistent with the General Plan goals and/or policies in Table 4,below.
Table 4—General Plan Consistency
General Plan Goal/Policy Consistency
Land Use Policy LU-3.5 The project will remove the nonconforming status of the Commercial Revitalization. Encourage the existing business allowing for future uses and expansion revitalization of aging commercial centers to improve for new businesses to provide more services to the the tax base and provide improved commercial services community. for the community.
Land Use Policy LU-4.2 The existing convenience store will continue to service Balance Commercial and Residential Development. the surrounding residences providing a local Strive to balance commercial and residential convenience for the neighboring residences. development within the City to provide services for
residents and a supportive local clientele for business.
Land Use Policy LU-5.1 The existing convenience store will provide a Complementary Uses. Encourage the development of convenient location for the surrounding homes and complementary land uses such as grocery stores,basic community located directly across the street. commercial services,parks and recreational fields, and
schools in close proximity of residential uses.
Zone Change
The subject property is located within the Residential Multi-Family Low(RM-20)zoning district.The purpose of the RM-20 zone is to allow for vertically attached multi-family developments(i.e.,townhomes.)that are meant to support the growth of the City supporting ten units to the acre to twenty units to the acre.
The Applicant proposes to change the zoning from Residential Multi-Family Low to Neighborhood Commercial(NC) (See Exhibit A to Ordinance).The NC zone is intended to reduce the need to drive by providing everyday goods and services close to where people live and work,and by allowing for centers of neighborhood activity that support small businesses. As previously mentioned, the site contributes to the area as a convenience store providing a local retail service that supports the surrounding residences.
Under the existing RM-20 zone,the existing use of a convenience store with off-site alcohol sales is not permitted,as indicated in Table 17.04-1 (Permitted Land Uses in the Residential Zone).
Key
P Permitted Use
CUP Conditional Use Permit Req.
AUP Admin.Use Permit Req.
—Use Not Allowed RM-2o
-- x»ems x
Alcohol Sales,off-site
However,pursuant to Table 17.06-1 (Permitted Land Uses in the Commercial Zones)under the proposed NC zone, the use would be permitted, and is not closer than 1,000 feet from another market. The existing convenience store does not have a conditional use permit for alcohol sales as when it was established the Zoning Code at the time did not require a conditional use permit. Although the proposed rezoning would cure the non-conforming issue with the properties zoning, alcohol sales currently requires a conditional use permit which will need to be remedied in the future when the applicant makes any changes or improvements to the property. Under the NC zone, any future expansions of alcohol sales use would require a submittal of a conditional use permit application and approval by the Planning Commission.
Key
P Permitted Use
CUP Conditional Use Permit Req.
AUP Admin.Use Permit Req.
—Use Not Allowed Neighborhood Commercial(NC) Gene !/z'r Ccn.e e ce SorGS cz:.ry S:c.-e ea.:re „co s P[3] Alcohol Sales.offsite CUP
C37 Markets may not be located less than+,000 feet from another market Lastly, as no development is proposed as part of this General Plan amendment and Zone Change,there would be no anticipated impact generated on the surrounding area as part of this land use change,as the use exists and will continue as-is.
B. General Plan Amendment No.25-0001 and Zone Change No.24-0002—852 Alpine Street
BACKGROUND
San Bernardino County Assessor Records indicate that the property was developed with an 851 square foot single family dwelling in 1918 and a residential dormitory with 8 units in 1964 that is currently used as multi-family residences.The Applicant,Nick Hankins,wishes to complete tenant improvements within the building to convert the existing multi-family residences to senior citizen apartments.In accordance with Table 17.08-1 (Permitted Land Uses in Special Purpose Zones) of the Upland Municipal Code, the existing multi-family apartments, as well as the Applicant's desired use for senior citizen housing, are neither permitted nor conditionally permitted use allowed in the Public/Institutional(PB/I)zoning district.
The Applicant's request for the general plan amendment and zone change applications is to eliminate the nonconformity of the existing use and allow for the opportunity to develop additional senior citizen housing,which will require a future entitlement.Senior citizen housing is a"Permitted Use"in the proposed Residential Multi-Family Medium Zoning District(RM-30).
The immediate area adjacent to the subject site is mostly owned by the Pacific Conference—Brethren Christ organization. The surrounding uses are an event center building,the Pacific Lifeline housing complex,single family residences,the Pacific Community Center,the Pacific Electric Trail,light industrial uses,and open space/recreational uses. Additionally, on September 8, 2025, the City Council adopted a Resolution approving the Housing Element Rezoning Program,which amended the General Plan designation of approximately 9.4 acres immediately to the south of the subject property from Business/Residential Mixed Use to Multi-Family Residential High (MFR-H), and subsequently on September 22,2025,the City Council adopted the rezoning of the same site from Business/Residential —Mixed Use(B/R-MU)to Multi-Family Residential High(RM-40).
ANALYSIS
General Plan Amendment
The subject 1.47-acre site is located within the Institutional(I)General Plan designation.Per the City's General Plan Land Use Element,the Institutional designation is for large private institutions,including a hospital and churches.
The Applicant proposal is to change the General Plan land use designation from Institutional to Multi-Family
Residential Medium (MFR-M) (See Exhibit A to Resolution). This Multi-Family Medium designation supports a variety of residential development types including vertical and horizontal attached units (i.e., stacked flats, etc.), as well as detached products.This designation is typically located in major corridors,near major commercial areas,and near transit stations and opportunities (i.e., bus lines). The purpose of this land use designation is to provide for a relatively high-density residential environment.The permitted density range is from 20-to-30 dwelling units per acre.
The request to amend the general plan and zoning designations of the property are consistent with the General Plan goals and/or policies in Table 5,below.
Table 5—General Plan Consistency
Goal/Policy Consistency
Land Use Element Policy LU-1.5 The project amendment will facilitate the Applicant's Range of Housing Types and Densities. Provide high- ability to conduct tenant improvements within the quality housing in a range of types, densities, and unit existing building to provide additional housing needs for sizes that meets the housing needs of residents of all senior citizens. The proposed amendment would create income levels. additional residential lands within the City, and the proposed General Plan language change would remove
a potential restriction on the production of housing and affordable housing within the City at the project site.
Land Use Policy LU-2.3
Living Environment. Provide healthy, affordable and The project will provide development of senior citizen desirable living environments consistent with adopted housing that offers easy access to needed services. code requirements that set forth the acceptable health
and safety standards for the occupancy of housing.
Housing Policy HE-3.3
Special Needs. Address the special housing needs of Future affordable housing units for senior citizens will seniors, families with children, disabled people, contribute towards meeting the City's affordable homeless people,and others with special needs through housing goals as contained in proactive strategies aimed at housing production and the City's General Plan Housing Element. assistance.
Zone Change
The subject property is located within the Public/Institutional(PB/I)zoning district.The purpose of the PB/I zone is to allow for public and quasi-public facilities that serve Upland residents and visitors and enhance the quality of life within the City. Permitted uses in the PB/I zone include public schools;parks and playgrounds; community centers; museums, cultural, and interpretive facilities; public libraries; governmental offices; police and fire stations; and hospitals. Public uses permitted with the approval of a Conditional Use Permit include large-scale facilities such as cemeteries, correctional institutions, major utilities, and other similar public works projects. Quasi-public uses permitted in the PB/I zone with the approval of a Conditional or Administrative Use Permit include religious facilities, private hospitals,private schools, day care facilities,and private institutions.The maximum FAR in the PB/I zone is
0.5. The PB/I zone implements the Institutional (I), Civic/Schools (C-S), and Public Utilities (PU) land use designations in the General Plan.
The Applicant proposes to change the zoning designation from Public/Institutional(PB/I)to Residential Multi-Family Medium(RM-30)(See Exhibit A to Ordinance).The RM-30 zone is intended to provide areas for a variety of medium- density multi-family residential developments at densities up to 30 units per net acre exclusive of City and state density bonuses.Housing types include three-to four-story multi-family housing projects, duplexes and triplexes.These lots are typically characterized by shared open spaces with lush landscaping;medium front,side,and rear yards;and shared driveways and parking. The RM-30 zone implements the Multi-Family Residential Medium (MFR-M) land use designation in the General Plan.
As mentioned previously,the Applicant intends to construct tenant improvements to prepare the existing multi-tenant residential building to be marketed as senior housing and would like the option to construct senior citizen housing apartments,in the future on the subject site,with a subsequent application for development plan review.
Pursuant to Table 17.08-1 (Permitted Land Uses in Special Purpose Zones),under the current PB/I zoning,the existing multi-family residential(apartments)nor senior citizen housing are permitted uses,making the existing use legal non- conforming.
Key
P Permitted Use
CUP Conditional Use Permit Req.
AUP Admin.Use Permit Req.
—Use Not Allowed Public/Institutional(PB/l) _. _ Keside--- =rarmer ,3 or r'rre a-zc _.
Zen F{ous r'
However,pursuant to Table 17.04-1 (Permitted Land Uses in the Residential Zones),under the RM-30 Zoning,these uses are permitted. While Multi-family Residential(Apartments)require an Administrative Use Permit,as of the date of this staff report,Ordinance No. 2001,adopted by the City Council on September 22, 2025,will go into effect on October 23, 2025, making Multi-family Residential (Apartments) a use permitted by right in the RM-30 Zoning District,as well.
Ordinance No.2001 Exhibit(Excerpt)
Key Residential Zones
Y Permitted Use -
CUP Conditional Use Permit Req.
AUP Admin.Use Permit Req.
—Use Not Allowed RS-10 RS-15 RS-10 RS-7.5 RS 4 RS-MII RM 10 RM 10 RM-30 RMS 4O Applicable Regulations Multi-family Residential(Apartments)
(3 or more attached) —
SmiarCitizmHnm9iag — — — — P P Y P Clt 17.38
ENVIRONMENTAL DETERMINATION
The 2025 Fourth Quarter General Plan Amendments and Zone Changes is exempt from the requirements of the California Environmental Quality Act's guidelines pursuant to Section 15061(b)(3). Section 15061(b)(3),referred to as the "General Rule", applies to those projects where it is seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.The project consists of map changes only, amending the General Plan and Zoning designation of two parcels, where no development or change of use is proposed.
FISCAL IMPACTS
There is no fiscal impact associated with this action.
ALTERNATIVES
Provide alternative direction to staff.
CEQA: Determine to be Exempt
ORDINANCE NO. 2005
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UPLAND, CALIFORNIA APPROVING ZONE CHANGE NO. 24-0003
TO CHANGE THE ZONING DESIGNATION OF 460 S. CAMPUS
AVENUE FROM RESIDENTIAL MULTI-FAMILY LOW (RM-20) TO
NEIGHBORHOOD COMMERCIAL (NC), AND APPROVING ZONE
CHANGE NO. 24-0002 TO CHANGE THE ZONING DESIGNATION
OF 852 ALPINE STREET FROM PUBLIC/INSTITUTIONAL (PB/I)
TO RESIDENTIAL MULTI-FAMILY MEDIUM (RM-30)
WHEREAS, Steve Rawlings, for Upland BHL Property LLC (Applicant) has filed applications requesting approval of General Plan Amendment No. GPA-24-0003 and Zone Change No. ZC-24-0003 for 460 S. Campus Avenue ("Zone Change A"); and WHEREAS, Nick Hankins, Connect Senior Services (Applicant) has filed applications requesting approval of General Plan Amendment No. GPA-25-0001 and Zone Change No. ZC-24-0002 for 852 Alpine Street ("Zone Change B"); and WHEREAS, both applications being processed together and are referred to as the 2025 Fourth Quarter General Plan Amendments and Zone Changes ("the Project"); and
WHEREAS, the site of Zone Change A, located at 460 S. Campus Avenue, has a General Plan Land Use Designation of Multi-Family Low (MFR-L) and is within a Zoning District of Multi-Family Low (RM-20); and
WHEREAS, the Applicant of Zone Change A has submitted applications to amend the General Plan Land Use Designation of the subject parcel to Neighborhood Commercial (NC) and to the Neighborhood Commercial (NC) Zoning District; and WHEREAS, the site of Zone Change B, located at 852 Alpine Street, has a General Plan Land Use Designation of Institutional (I) and is within a Zoning District of Public/Institutional (PB/I); and
WHEREAS, the Applicant of Zone Change B has submitted applications to amend the General Plan Land Use Designation of the subject parcel to Multi-Family Residential Medium (MFR-M) and to the Residential Multi-Family Medium (RM-30) Zoning District; and
WHEREAS, Upland Municipal Code Section 17.49 requires that the City Council take action on General Plan Amendments, Zone Changes, Zone Code Text Modifications and UMC Section 17.49.040 requires that the Planning Commission make a recommendation to the City Council on such amendments; and WHEREAS, on October 22, 2025 at 6:30 p.m. the Planning Commission conducted a public hearing for the project and heard and considered both oral and written evidence and recommended that the City Council adopt a resolution and an ordinance approving the 2025 4th Quarter General Plan Amendments and Zone Changes; and
Ordinance No. 2005
WHEREAS, the City of Upland City Council conducted a duly noticed public hearing on November 24, 2025, at which time it solicited public testimony concerning the 2025 4th Quarter General Plan Amendments and Zone Changes; and WHEREAS, the City Council, before it may approve of the Zone Changes, must make findings, as hereinafter provided, that the evidence presented shows that all of the findings referenced in Section 1 of this Ordinance can be made; and WHEREAS, the project is considered a project as defined by the California Environmental Quality Act (CEQA), Public Resources Code Section 21000 et seq.; and WHEREAS, the project qualifies for a Categorical Exemption from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (General Rule), of the California Environmental Quality Act Guidelines. The "general rule" applies to the project as it is seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, as the project involves a mapping change of single parcel; and WHEREAS, the City of Upland City Clerk, on November 14, 2025, published legal notices in the Inland Valley Daily Bulletin, a local paper of general circulation, indicating the date and time of the public hearing in compliance with state law concerning the Project; and
WHEREAS, the City of Upland Planning Division on November 12, 2025, mailed the public hearing notices to each property owner within a 300-foot radius of the sites where Zone Change A and Zone Change B are proposed, indicating the date and time of the public hearing in compliance with state law concerning the Project; and
WHEREAS, the City of Upland City Clerk on November 10, 2025, posted the public hearing notice on the city website; and
WHEREAS, the City of Upland City Council conducted a duly noticed public hearing on November 24, 2025, at which time it received public testimony and considered the California Environmental Quality Act (CEQA) for the Project; and WHEREAS, all legal prerequisites for the adoption of this Ordinance have occurred.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF UPLAND DOES ORDAIN AS FOLLOWS:
Section 1. The above recitals are true and correct and are hereby incorporated herein by this reference.
Section 2. Ordinance: Amending the Zoning Map
Ordinance No. 2005
1. Based on the findings set forth in Section 3, the City Council hereby amends the Zoning Designations of the parcels shown in Exhibit A, attached hereto and incorporated herein by reference.
Section 3. Findings. The City Council hereby makes the following findings and determinations in connection with the approval of the Ordinance:
A. The above Recitals are true and correct and are incorporated herein by this reference.
B. Upland Municipal Code Section 17.48.060 provides that the City Council, before it may approve a Zoning Map Amendment, shall make a determination to allow the activity based upon the following findings:
Zone Change A - Zone Change No. ZC-24-0003 - 460 S. Campus Avenue
1. Finding: The proposed amendment is consistent with the General Plan and any applicable community or specific plan as provided by Government Code Section 65860.
Evidence: The project would rezone Assessor's Parcel Number 1047- 192-61 to Neighborhood Commercial (NC) to be consistent with the proposed land use designation. The proposed General Plan land use designation for the project site is Neighborhood Commercial (NC).
According to the General Plan, Neighborhood Commercial (NC) land use designation supports supermarkets, drug stores, and a variety of smaller shops. The designation is for shopping centers for daily shopping needs with a service radius of approximately one mile. No changes to the business are proposed. No history of detriment of the surrounding area have directly resulted from the existing business.
2. Finding: The proposed amendment will not be detrimental to the public interest, health, safety, or welfare of the City
Evidence: In general, the proposed amendment would change a zoning classification that is already located within the City and provide conforming status to the site that is serving the surrounding community.
The City would still retain review procedures and can still accept or reject applications. In addition, this change would allow a variety of future businesses to be introduced to serve the community that would otherwise not even be possible.
3. Finding: The affected site is physically suitable in terms of design, location, shape, size, and other characteristics to ensure that the proposed uses and development will not endanger, jeopardize, or
Ordinance No. 2005
otherwise constitute a hazard to the property, surrounding properties, and the community at large.
Evidence: There are no proposed changes to the site as the site is physically suitable in design, location, shape, size and the current characteristics will not be detrimental to public health, safety or welfare to the surrounding properties and the community at large. That the Site is physically suitable for the Neighborhood Commercial (NC) zoning designation, in that the site does not contain significant areas of slopes or sensitive environmental resources, which cannot be avoided through appropriate site planning. The site has adequate access to an adequately maintained road and subsequently will continue to be suitable for the existing and future businesses' needs.
Zone Change B - Zone Change No. ZC-24-0002 - 852 Alpine Street
1. Finding: The proposed amendment is consistent with the General Plan and any applicable community or specific plan as provided by Government Code Section 65860.
Evidence: The project would rezone Assessor's Parcel Number 1046- 332-13 to Residential Multi-Family Medium (RM-30) to be consistent with the proposed land use designation. The City of Upland General Plan provides a list of compatible "Implementing Zones" for each land use designation which establishes what zoning designations are considered compatible with the applicable General Plan land use designation. The proposed General Plan land use designation for the project site is Multi- Family Residential Medium (MFR-M). The proposed Residential Multi- Family Medium (RM-30) zone is listed as an implementing zone.
According to the General Plan, the Multi-Family Residential Medium (MFR-M) land use designation supports a variety of residential development types including vertical and horizontal attached units (i.e., stacked flats, etc.) as well as detached products. The purpose of this land use designation is to provide for a relatively high-density residential environment. The permitted density range is from 20 to 30 dwelling units per acre. The proposed amendment would allow for up to 44 multi- family units, with a maximum density of 30 units per gross developable acre, which is consistent with the Multi-Family Residential Medium (MFR- M). land use designation.
2. Finding: The proposed amendment will not be detrimental to the public interest, health, safety, or welfare of the City.
Evidence: In general, the proposed amendment would change a zoning classification that is already located within the City and near other multi- family residential uses. The City would still retain review procedures and can still accept or reject applications. In addition, this change would
Ordinance No. 2005
allow multi-family residential projects that would otherwise not even be possible, potentially providing increased housing opportunities to residents of the City.
Any future development on the property will be required to comply with all City zoning codes, and to be compliant with the regulations of outside agencies including, but not limited to the San Bernardino County Fire Department, to further ensure that the project does not result in impacts detrimental to the public' s health, safety or welfare.
3. Finding: The affected site is physically suitable in terms of design, location, shape, size, and other characteristics to ensure that the proposed uses and development will not endanger, jeopardize, or otherwise constitute a hazard to the property, surrounding properties, and the community at large.
Evidence: The Site is physically suitable for the Residential Multi-Family Medium (RM-30) zoning designation, in that the site does not contain significant areas of slopes or sensitive environmental resources, which cannot be avoided through appropriate site planning. The site has adequate access to a adequately maintained road and subsequently will accommodate the anticipated development of potential new multi-family housing up to 30 units per acre.
Section 4. Compliance with California Environmental Quality Act. The project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (General Rule of the California Environmental Quality Act Guidelines. The "general rule" applies to those projects where it is seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, as the project involves a mapping change of single parcel.
Section 5. Severability. If any section, subsection, subdivision, sentence, or clause or phrase in this Ordinance or any part thereof is for any reason held to be unconstitutional, invalid or ineffective by any court of competent jurisdiction, such decision shall not affect the validity or effectiveness of the remaining portions of this Ordinance or any part thereof. The City Council hereby declares that it would have adopted each section irrespective of the fact that any one or more subsections, subdivisions, sentences, clauses, or phrases are declared unconstitutional, invalid, or ineffective.
Section 6. Effective Date. This Ordinance shall become effective thirty (30) days from its adoption.
Section 7. Publication. The City Clerk shall certify to the adoption of this Ordinance and cause it, or a summary of it, to be published in a newspaper of general circulation printed and published within the City of Upland, pursuant to all legal requirements.
Ordinance No. 2005
PASSED, APPROVED, AND ADOPTED this 8th day of December, 2025.
Bill Velto, Mayor
I, Keri Johnson, City Clerk of the City of Upland, California, do hereby certify that the foregoing Ordinance was introduced at a regular meeting of the City Council of the City of Upland held on the 24th of November, 2025, and was adopted at a regular meeting of the City Council of the City of Upland on the 8th day of December, 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAINED:
ATTEST:
Keri Johnson, City Clerk
Ordinance No. 2005
EXHIBIT A
Zone Change A - Zone Change No. ZC-24-0003 for 460 S. Campus Avenue Proposed Zone Change — 460 S. Campus Avenue
Existing: Residential Multi-Family Low (RM-20)
E7lI I E71n51
RS 7,500
RM2
. ,._ n R5 7S90
RS 7.500
4S•7,So0 Sycamore Cl �p.arnw.
RM2
RM-2
RM•2
FRirhlgnd Sr
1-12 FxPress
Lanes
Sa F`?'rhland SI
SrS Bernardi no Flay, 1'10FVre55�,,es rdln0x"Y
Se 1' San i p.
n 8ernartlnd express Lanes 1-7f1;
Amended to: Neighborhood Commercial (NC)
E 7lh 51
RS. 500
IRO
>
PS 7500
M•2 R5.7.500
R5500 Sycemo re CI
RM.2
CN
RM3
fltrylene5r
1•70 Express Canes
E R«hland
San Bernardino Pivy 1 1Q Eepre�Lanes
San 8ernardine F
wy
Sat'&erner tlr•1-10Eepr San6
noF essLanes 1.10r
Ordinance No. 2005
Zone Change B - Zone Change No. 24-0002 - 852 Alpine Street Proposed Zoning Amendment - 852 Alpine Street
Existing: Public/Institutional (PB/I)
RS./
W Arrow Hwy W Arro,
1n
FP
0 wp me Sr
PB rli
W Verdun Ur
r au+cne
r iU-l.1U
w
HN1.2
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Amended to: Residential Multi-Family Medium (RM-30)
PU
JV Arrow Hwy W Arraw Hwy
V1
a
U
a
rl lt' PM Alpine St
-%
PS
-2 RM•2
W Vei uuu cA W Vernon U r
Pacific ELectric Trail Pacific Me
LI
W SP ahoard Cf
B R-MU N
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PM-2
o
����°� °p`q� CITY
�r. .__� ... ]��/�: J/L//1 y �/'� "The City of Gracious Living" ''' 5
oid
DATE: December 8,2025
TO: MAYOR AND CITY COUNCIL
FROM: MICHAEL BLAY,CITY MANAGER
PREPARED BY:KERI JOHNSON,CITY CLERK
JENNIFER RODRIGUEZ,DEPUTY CITY CLERK
SUBJECT: ACCEPT AND FILE SCHEDULED VACANCIES FOR COMMISSIONS,COMMITTEES, AND BOARDS FOR CALENDAR YEAR 2026
RECOMMENDED ACTION:
It is recommended that the City Council accept and file the Local Appointments List for all City commissions, committees,and boards for calendar year 2026,and direct the City Clerk to post the list.
GOAL STATEMENT
The proposed action supports the City's goal to provide opportunities for the citizenry to participate in local government through service on various commissions,committees,and boards.
BACKGROUND
The Legislature established Government Code Section 54970, also known as "The Maddy Act", for the purpose of increasing public awareness of appointments to be made by any local governments. The purpose was to take into consideration a vast and largely untapped reservoir of talent which exists among the citizenry that all too frequently is not aware of the opportunities for participation on local boards and commissions.
According to Government Code Section 54972, on or before December 31 of every year, each legislative body is required to prepare an Appointments List of all regular and ongoing boards, commissions and committees which are appointed by the legislative body of the local agency. The list must contain which terms will expire during the next calendar year,with the name of the incumbent appointee,the date of appointment,the date the term expires,and the necessary qualifications for the position. Section 54973 requires that the legislative bodies designate the public library with the largest service population within the jurisdiction to receive a copy of the list.
Pursuant to Maddy Act and Resolution No. 6840,the City Clerk is required to announce all scheduled vacancies for commissions, committees, and boards expected during the next calendar year. This action must be taken prior to December 31St of each year.
ISSUES AND ANALYSIS
The Local Appointments List has been prepared and is attached.Following approval,and prior to December 31,2025, the City Clerk will post the list on the bulletin board outside City Hall,at the Upland Public Library,and on the City website.
In addition,information will be published in the Upland Today,and the City Clerk will utilize social media platforms to recruit applications for all boards,commission,and committees.
ENVIRONMENTAL DETERMINATION
The proposed action is not subject to the California Environmental Quality Act(CEQA). Section 15378 of the CEQA Guidelines defines a project subject to CEQA. The proposed action is not included within the definition of a"project" and thus is exempt.
FISCAL IMPACTS
There is no fiscal impact associated with this action.
ALTERNATIVES
Provide alternative direction to staff.
CEQA:Not a Project.
OFtlUpL City Clerk Division
Oti, �jr Telephone (909) 931-4120
Facsimile (909) 931-4123
/\
LIFOR1
LOCAL APPOINTMENTS LIST
Pursuant to Government Code Section 54972, the following terms will expire during the 2026 calendar year. Upland has boards, committees, and commissions, which advise and assist the Council in dealing with specific issues. Appointments are made by the Mayor with approval by the full Council. Each Councilmember may nominate an individual to the Building Appeals Board, and the City Council Advisory Committee. Additionally, the Finance Committee, and Public Works Committee are legislative committees which have five citizen advisory members appointed by Councilmembers.
Qualifications for service are Upland residency, a strong interest in the community, and the ability to give of one's time when serving. Terms of office are for up to four years. The following list shows current members, the date appointed, and the date each term expires. Applications may be obtained from the City Clerk, by calling (909) 931-4120 or on the City website: www.uplandca.gov .
Date of Appointment Term Expires
BUILDING APPEALS BOARD
Rob Clark 07/28/25 12/2026
VACANT 12/2026
VACANT 12/2026
The Building Board of Appeals determines the suitability of alternate materials and methods of construction and to provide reasonable interpretations of the Uniform Building Code, Uniform Mechanical Code, Uniform Plumbing Code, the Uniform Housing Code, Uniform Code for the Abatement of Dangerous Buildings, National Electric Code, and the Seismic Hazards Reduction Ordinance. Members of this board must be an architect, engineer, attorney, or contractor(electrical, mechanical, plumbing, or general.
CITY COUNCIL ADVISORY COMMITTEE
Sarah Lee 02/10/20 12/2026
Monica Marroquin 02/13/23 12/2026
Gregorio Pulido 02/13/23 12/2026
The City Council Advisory Committee reviews any matters which may be referred to the Committee from time to time. If so directed, the City Council Advisory Committee will be responsible for performing an analysis and present recommendations to the City Council.
LIBRARY BOARD
Wendy Slatkin 05/22/23 06/2026
Jessica Tancredi 01/27/25 06/2026
The Upland Public Library Board serves the community by providing materials and staff assistance for meeting the informal and educational needs of the library users.
PLANNING COMMISSION
Robin Aspinall 06/13/22 06/2026
Brian Staton 06/13/22 06/2026
The role of the Planning Commission is the administration of the Zoning Ordinance and includes serving as the review authority on permit and approval applications, reviewing appeals filed from the Development Services Director or designee on permit applications, providing recommendations to the City Council on legislative actions, and providing an annual review of the capital improvement program for consistency with the General Plan.
PUBLIC WORKS COMMITTEE
Garrett Damrath 02/13/23 12/2026
Michael Miller 01/27/25 12/2026
John Ickis 02/13/23 12/2026
The Public Works Committee provides an opportunity for review and fact finding relative to significant projects, programs, or activities in Public Works operations prior to consideration by the entire Council. Members appointed to this committee serve in an advisory capacity.
Keri Johnson, CMC, CPMC
City Clerk
Posted: December 9, 2025
����°� °p`q� CITY
UPLAND
�r. .__� ... ]��/�: J/L//1 y �/'� "The City of Gracious Living" ''' 5
oid
DATE: December 8,2025
TO: MAYOR AND CITY COUNCIL
FROM: MICHAEL BLAY,CITY MANAGER
PREPARED BY:KERI JOHNSON,CITY CLERK
SUBJECT: CONSIDER RATIFYING THE APPOINTMENT OF MAYOR PRO TEM RECOMMENDED ACTION:
It is recommended that the City Council ratify the appointment of Councilmember Maust as Mayor Pro Tem,term to expire in December 2026.
GOAL STATEMENT
The proposed action supports the City's goal to provide inclusive leadership opportunities for all Councilmembers.
BACKGROUND
In December 2016 the City Council adopted a rotational system to ensure that each Council Member would be able to serve a one-year term as Mayor Pro Tem.That system was set forth in Resolution No. 6376.
In January 2019,the Council adopted Resolution No. 6478 updating the rotation of Mayor Pro Tem to accommodate the change to district-based voting. The rotation began with District 3 and proceeded numerically through District 4, District 1,and District 2.
In December 2024 the Council ratified the appointment of Councilmember Zuniga,District 4,to serve as Mayor Pro Tern.
ISSUES AND ANALYSIS
In keeping with Resolution No.6478,Councilmember Maust will be appointed as Mayor Pro Tem with a term ending in December 2026.
ENVIRONMENTAL DETERMINATION
The proposed action is not subject to the California Environmental Quality Act(CEQA). Section 15378 of the CEQA Guidelines defines a project subject to CEQA. The proposed action is not included within the definition of a"project" and thus is exempt.
FISCAL IMPACTS
There is no fiscal impact associated with this action.
ALTERNATIVES
Provide alternative direction to staff.
CEQA:Not a Project.
RESOLUTION NO. 6478
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UPLAND
AMENDING PROCEDURES FOR SELECTING A MAYOR PRO TEM
PURSUANT TO THE PROVISIONS OF CALIFORNIA GOVERNMENT
CODE SECTION 36801 AND RESCINDING RESOLUTION NO.
6376
Intent of the Parties and Findings
(i) Government Code Section 36801 provides that the City Council shall meet at the meeting at which the declaration of election results is made pursuant to Sections 10262 and 10263 of the Elections Code and, following the declaration of the election results and the installation of elected officials, choose one of its members to serve as Mayor Pro tern; and (ii) The City Council is desirous of selecting a Mayor Pro Tern to serve a one-year term, beginning in December of each year;
NOW, THEREFORE, the City Council hereby finds, determines and resolves as follows:
Section 1. That the City Council shall reorganize by selecting one of its members for one year as Mayor Pro Tern in December of each year.
Section 2. The City Council shall make its annual selection based upon the rotation plan, so that each Council Member willing and able to serve will be given the opportunity serve as Mayor Pro Tern during his or her four-year term of office.
In the event one of the current incumbents is no longer on the Council at the time of reorganization, the successor in the district shall assume the same postion in the rotaion of Mayor Pro Tern subject to the provisions of Section 4 hereof.
Section 3. (A) In December 2019, the Council shall select the Councilmember for District 3 for a one-year term as Mayor Pro Tern
(B) In December 2020, the Council shall select the Councilmember for District 4 for a one-year term as Mayor Pro Tern
(C) In December 2021, the Council shall select the Councilmember for District 1 for a one-year term as Mayor Pro Tern
(D) In December 2022, the Council shall select the Councilmember for District 2 for a one-year term as Mayor Pro Tern
(E) In December of each succeeding year, the Council shall follow the rotation plan established by this Resolution.
Section 4. In the event that any current incumbent is not the holder of the office as established by this Resolution, at the time of reorganization, the Council may select his or her successor as Mayor Pro Tern or reassign the rotation so that a new Council Member is not selected early in his or her term.
Section 5. Resolution No. 6376 is hereby rescinded in its entirety.
Section 6. Certification. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions
Resolution No. 6478
PASSED, APPROVED and ADOPTED this 14th day of January 2019.
W6eMtiv
Debbie Stone, Mayor
I, Keri Johnson, City Clerk of the City of Upland, do hereby certify that the foregoing Resolution was adopted at a regular meeting of the City Council held on the 14th day of January, 2019, by the following vote:
AYES: Mayor Stone, Councilmembers Elliott, Felix, Zuniga NOES: None
ABSENT: None
ABSTAINED: None
ATTEST:
Keri Joh on, City er
���°v °p`q� CITY
.�, �. '� "The City of Gracious Living"
c�lrFOR�i� Z�v�/ `C`/ oid
DATE: December 8,2025
TO: MAYOR AND CITY COUNCIL
FROM: MICHAEL BLAY,CITY MANAGER
PREPARED BY:KERI JOHNSON,CITY CLERK
SUBJECT: CONSIDER ADOPTING A RESOLUTION UPDATING THE CITYWIDE RECORDS
RETENTION SCHEDULE AND AUTHORIZING THE DESTRUCTION OF CERTAIN
RECORDS
RECOMMENDED ACTION:
It is recommended that the City Council approve a Resolution adopting a citywide records retention schedule, authorizing the destruction of certain City records,and rescinding Resolution No.6280.
GOAL STATEMENT
The proposed action supports the City's goal of maintaining a comprehensive program to ensure the appropriate handling of City records.
BACKGROUND
An update to the existing program was necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency, and take advantage of current technology and changes in law. The City's last comprehensive retention schedule update occurred in 2015, and numerous laws have been revised since then.
These legal updates must be incorporated into the schedule to ensure continued compliance.
A Request for Proposals was posted on the City's website and on PlanetBids in July 2025.The City received four bids in response and selected Gladwell Governmental Services,Inc. (Consultant)as the lowest responsible bidder and the most qualified firm,with extensive experience assisting over 200 California cities in updating their records retention schedules.
ISSUES AND ANALYSIS
The update of the current records management systems is driven by many factors,including:
• Changes in law
• Very limited space in City facilities
• Many depattiiients filing and storing copies of the same records • The City produces and manages many permanent records • Technology advancements
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention,preservation,and disposal of all records managed by the City.
The retention periods are in compliance with all applicable laws and reflect standard business practices for California cities.
The new retention schedules were developed interactively with representatives from all departments participating in the project. They provide clear, specific record descriptions and retention periods, and apply current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record and by establishing clear retention periods for different categories of records, the City will realize significant savings in labor costs and storage costs, free filing cabinet and office space, and achieve meaningful operational efficiencies.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the written consent of the
Department Head, City Clerk, and City Attorney, as provided in the Resolution. This will reduce costs and improve efficiency for the City.
ENVIRONMENTAL DETERMINATION
The proposed action is not subject to the California Environmental Quality Act(CEQA). Section 15378 of the CEQA Guidelines defines a project subject to CEQA. The proposed action is not included within the definition of a"project" and thus is exempt.
FISCAL IMPACTS
There is no fiscal impact associated with this action.
ALTERNATIVES
Provide alternative direction to staff.
CEQA:Not a Project.
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
UPLAND, CALIFORNIA ADOPTING A CITYWIDE RECORDS
RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF
CERTAIN CITY RECORDS AND RESCINDING RESOLUTION
NO. 6280
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Upland; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of Upland previously adopted Resolution No. 6280, approving Records Retention Schedules; and
WHEREAS, the current Records Retention Schedule requires updating.
NOW, THEREFORE, the City Council hereby finds, determines and resolves, as follows:
Section 1. The above recitals are true and correct and are incorporated herein by this reference.
Section 2. Resolution No. 6280 is hereby repealed.
Section 3. The records of the City of Upland, as set forth in the Citywide Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk, and City Attorney, without further action by the City Council of the City of Upland.
Section 4. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.
Section 5. This Resolution shall prevail over any existing resolution in the event of a conflict.
Section 6. Compliance with California Environmental Quality Act. The City Council finds that this Resolution is not subject to the California Environmental Quality Act ("CEQA") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the State CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or
Resolution No.
indirectly. Further, if the activity is deemed a project this City Council finds that this Resolution is exempt pursuant to Section 15061(b)(3) of the State CEQA Guidelines.
Section 7. Certification. The City Clerk shall certify to the passage and adoption of this Resolution and enter it into the book of original resolutions.
Section 8. Severability. If any section, subsection, subdivision, sentence, or clause or phrase in this Resolution or any part thereof is for any reason held to be unconstitutional, invalid or ineffective by any court of competent jurisdiction, such decision shall not affect the validity or effectiveness of the remaining portions of this Resolution or any part thereof. The City Council hereby declares that it would have adopted each section irrespective of the fact that any one or more subsections, subdivisions, sentences, clauses, or phrases are declared unconstitutional, invalid, or ineffective.
Section 9. Effective Date. This Resolution shall become effective immediately.
PASSED, APPROVED AND ADOPTED this 8th day of December, 2025.
Bill Velto, Mayor
I, Keri Johnson, City Clerk of the City of Upland, do hereby certify that the foregoing Resolution was adopted at a regular meeting of the City Council held on the 8th day of December, 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAINED:
ATTEST:
Keri Johnson, City Clerk
HOW TO USE RETENTION SCHEDULES
©1995-2026 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.
The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained.
Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.
The term "records" shall include all records as defined by the California Public Records Act.
STRUCTURE: CITY-WIDE. DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.
Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage—paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):
Destruction or deletion of an official (original) record that has exceeded its retention period (and has SUBSTANTIVE CONTENT) must be authorized prior to destruction or deletion. • If there is a minimum retention ("Minimum 2 years"), the destruction /deletion must be authorized before it is destroyed, as it is an official (original) record.
Copies, drafts, notes and non-records (or originals that do NOT SUBSTANTIVE CONTENT) do NOT require authorization, and can be destroyed "When No Longer Required." If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive.
On every page of the schedules (near the top,just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution)."
RECORDS RETENTION SCHEDULE LEGEND
©1995—2025 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or"record copy") record for its retention period, then authorizes destruction.
Usually, it is the department that originates the record. The official (original) record may be the paper/hard copy version of the record; however the electronic record may be the official (original) record. See the "Destroy Paper after Imaged & QC'd" below for the Legal Requirements for the electronic record to be the official (original) record.
Records Description: The record series (a group of like records).
Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P= Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated and certain data may require minimum retention.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline)terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr= Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr= Paper, Mylar, Linen, "Hard Copy"
OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record was microfilmed
Destroy Paper after Imaged & QC'd (quality checked)/Trustworthy Electronic Record: "Yes" means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed)which is stored in a safe &separate location.
Employees are required to Quality Check("QC'd") both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.
Legend for legal citations (§: Section) B&P: Business& Professions Code(CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations(CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code(CA) EVC: Evidence Code(CA) FA: Food&Agriculture Code FC: Family Code(CA) FTB: Franchise Tax Board (CA) GC: Government Code(CA) H&S: Health&Safety Code(CA) HUD: Housing &Urban Develop. (US) LC: Labor Code(CA) Ops. Cal.Atty. Gen..: Attorney General Opinions(CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue&Taxation Code(CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code(CA) W&I: Welfare& Institutions Code (CA) Page 41 of 2128
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 (Used by ALL Departments)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Brown Act challenges must be filed within
Affidavits of Publications/Affidavits of Posting Mag, Yes: After 30 or 90 days of action; Statute of Lead Dept. CW-001 Notices/ Legal Advertising/Notices/Proofs of 2 years Mfr, OD, S/I Limitations on Municipal Government Publications/Public Hearing Notices Ppr QC&OD actions is 3-6 months; GC§§34090, 54960.1(c)(1)
Agreements/Contracts: NOT APPROVED BY
THE CITY COUNCIL or CITY MANAGER
Department preference; Statute of
Limitations for Errors&Omissions is 10
Lead Dept. Agreement/Contract includes all contractual Mag, years; Statute of Limitations: Contracts& (Managing the obligations(e.g. Scope of Work/all Completion + Yes: Before Yes: After Agreement/ CW 002 attachments/exhibits) 10 years Completion Mfr, OD, S/I QC&OD Spec's=4 years, Developers=comp. + 10 Ppr years; CCP§337 et. seq., 2 CFR 200.334;
Contract)
The City Clerk is the Office of Record for all 24 CFR 91.105(h), 92.505, &570.502(b), GC§34090
agreements approved by the City Council or
City Manager
Agreements/Contracts: ADMINISTRATION
(WITH Grant Funding) Completion + Department preference; Some grant 10 years or funding agencies require audits; Statute of Lead Dept. (Project Administration, Insurance Certificates, Limitations for Errors&Omissions is 10 After Funding Mag,
(Managing the Certified Payrolls, Project Schedules, RFP- Yes: Before Yes: After years; Statute of Limitations: Contracts& Agreement/ CW-003 Request for Proposal/Successful Proposal, Agency Audit, Completion Mfr, OD, S/I QC&OD Spec's=4 years, Developers=comp. + 10 Contract) etc.) if required, Ppr years; CCP§337 et. seq., 2 CFR 200.334; whichever is 24 CFR 91.105(h), 92.505, &570.502(b), City Clerk retains originals only if the City longer GC§34090 Council or City Manager approved it
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 (Used by ALL Departments)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Agreements/Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
Lead Dept. Department preference; Covers E&O p (Project Administration, Insurance Certificates, Mag, Statute of Limitations; Statute of (Managing the Certified Payrolls, Project Schedules, RFP- Completion + Yes: Before Yes: After CW-004 Mfr, OD, S/I Limitations: Contracts&Spec's=4 years, Agreement/ Request for Proposal/Successful Proposal, 10 years Completion Ppr QC&OD Developers=comp. + 10 years; CCP§337 Contract) etc.) et. seq., GC§34090 City Clerk retains originals only if the City
Council or City Manager approved it
Agreements/Contracts:
Lead Dept. UNSUCCESSFUL BIDS, PROPOSALS/ Mag, Finance/Purchasing retains the originals (Managing the Yes: After
CW-005 RESPONSES to RFPs(Request for Proposals) 2 years Mfr, OD, S/I of Formal procurements; Includes Agreement/ /RFQs (Request for Qualifications)that don't Ppr QC&OD unopened bids; GC§34090 Contract)
result in a contract
Boards, Commissions,/Committees: External
Organizations/Regional Boards/ When No
Lead Dept. CW-006 Commissions -Agendas, Minutes, Longer Ppr' Non-records Resolutions,/other documents Required
(e.g. County Board of Supervisors)
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City Minimum 2 Mag, Yes: After Staffing Dept. CW-007 Council years Mfrr,,pr OD, S/I QC&OD Department preference; GC§34090
AGENDAS I STAFF REPORTS
Boards, Committees, Commissions,Advisory 30 days, or Bodies: Citizen Advisory Created by the City After Minutes Department preference;Audio Required Staffing Dept. CW-008 Council are Approved, Mag Recordings-AUDIO RECORDINGS of whichever is for 30 days; GC§54953.5(b) Meetings/Audio Tapes Laster
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 (Used by ALL Departments)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City Mag, Staffing Dept. CW-009 Council P Mfr, OD, S/I Yes: After GC§34090(e) MINUTES Ppr QC&OD
Department maintains originals
Cash Receipts/Detail Backup of Revenue in Not forwarded to Finance; Department Lead Dept. CW-010 Departments/Petty Cash Backup/Credit Card 5 years Pag'r preference; meets municipal government Payment Receipts p auditing standards; GC§34090 Committees: Employee Committees,
Employee Staff Meetings/Department Staff Mag, Yes: After Staffing Dept. CW-011 Meetings 2 years Mfr, OD, S/I QC&OD GC§34090 et seq.
AGENDAS/MINUTES(If agendas or minutes Ppr
are created)
Committees: Subcommittees of the City Mag,
Staffing Dept. CW-012 Council (Ad-Hoc/Standing Committees) 2 years Mfr, OD, S/I Yes: After All actions are made by the City Council; AGENDAS/MINUTES Ppr QC&OD GC§34090
Lead Complaints/Concerns Database/CRM Mag, City preference; Claims must be filed in 6 CW-013 Database/Neighborhood Connections Minimum 2 Mfr, OD, S/I Yes: After months; CCP 338 et se 340 et seq., (Responding) g years QC&OD §§ q'' Dept. (Excludes Police Officers) Ppr 342, GC§34090 Copies-
Lead Dept. CW-014 Copies/duplicates of any record When No Mag Ppr GC§34090.7 Longer
Required
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 (Used by ALL Departments)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Correspondence-ROUTINE
Dept. that (IF CONTENT relates in a SUBSTANTIVE way Authors to the conduct of the public's business) ONLY IF the Content relates in a Document Mag, substantive way to the conduct of the or CW-015 (e.g. e-mail/email with SUBSTANTIVE content, 2 years Mfr, OD, S/I Yes: After public's business; City of San Jose vs.
Receives the Letters, Memorandums,Administrative Files, Ppr QC&OD Superior Court, 5 Cal. 5th 608 (2017). GC City's Original Press Releases, Media Releases, etc.) §34090 Document
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 (Used by ALL Departments)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
I �
Correspondence-TRANSITORY/
PRELIMINARY DRAFTS, Interagency/ Electronic and paper records are lntraagency Memoranda NOT retained in the categorized,filed and retained based ordinary course of business upon the CONTENT of the record.
Records where either the CONTENT
Content NOT Substantive,/NOT made/ relates in a SUBSTANTIVE way to the retained for the purpose of preserving the conduct of the public's business, or Dept. that informational content for future reference ARE made or retained for the purpose of Authors preserving the informational content for (e.g. calendars, checklists, e-mail /email,
Document When No future reference are SAVED by placing or CW-016 social media posting, employee directories, Longer Mag, them in an electronic or paper(project) Receives the flyers, invitations, instant messaging, Required Ppr inventories, logs, mailing lists, meeting room q file folder and retained for the City's Original applicable retention period. If not Document registrations, PowerPoint presentations, speaker cards, speech notes, Teams mentioned here, consult the City Attorney videoconference chats, notes/recordings, to determine if a record is considered supply inventories,telephone messages, text transitory/preliminary draft. GC messages,transmittal letters,thank yous, §§34090, 7927.500, 7928.705.; 64 Ops. requests from other cities, preliminary notices Cal.Atty. Gen. 317(1981)); City of San for construction projects, undeliverable Jose vs. Superior Court, 5 Cal. 5th 608 envelopes/returned mail,visitors logs,voice (2017). mails,webpages, etc.)
As long as the drafts and notes are not
When No retained in the"Regular Course of
Lead Dept. CW-017 Drafts/Notes: Drafts that are revised (retain Longer Mag, Business". Consult the City Attorney to final version) Required Ppr determine if a record is considered a draft.
GC§§34090, 7927.500, 7928.705
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 (Used by ALL Departments)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
The Lead Department should print out
When No historical documents (or save source data) Lead Dept. CW 018 GIS Database/Data/Layers(both City-wide/ Longer Yes Mag prior to replacing the data, if they require Specialized) Required the data or output for historical purposes; Department preference (Preliminary
documents); GC§34090 et seq.
(ManagingLead D the CW 019 Grants (UNSUCCESSFUL Applications, 2 years Mfr, OD, S/I Yes: After GC§34090 grant) Correspondence) Ppr QC&OD
Grants Administration/CDBG Administration
(Community Development Block Grant)/ Meets auditing standards; Grants covered Reimbursable Claims/FEMA Reimbursements by a Consolidated Action Plan are /OES Reimbursements (SUCCESSFUL After Funding required for 5 years; Uniform Admin.
Reports, other records required to pass the Requirements for Grants to Local Lead Dept. Agency Audit, Mag,
(Managing the CW-020 funding agency's audit, if required) if required Mfr, OD, S/I Yes: After Governments is 3 years from expenditure grant) Minimum 5 Ppr QC&OD report or final payment of grantee or Applications (successful), copy of grant subgrantee; 2 CFR 200.334; 24 CFR agreement, copies of invoices, program rules, years 91.105(h), 92.505, 570.490, & regulations/procedures, reports to grant 570.502(a)(7), 24 CFR 570.506; GC funding agencies, correspondence, audit §34090 records, completion records
When No Mag, Yes: After Non-records-may be obtained from the Lead Dept. CW-021 Newspaper Clippings Longer Mfr, OD, S/I QC&OD newspaper company; GC§34090 Required Ppr
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 (Used by ALL Departments)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Copies-
Personnel Files(Department Copies) Before Mag, Human When No Yes: After Originals are retained by Human Resources CW-022 Send all originals to Human Resources; may Longer Annual Mfr, OD, S/I QC&OD Resources; GC§34090.7 exclude some Police records Required Evaluation Ppr Shred After
Incorporation Notes maintained in a separate folder to into Before Mag, Yes: After be incorporated into performance Lead Dept. CW-023 Personnel Files(Supervisor's Notes) Performance Annual Mfr, OD, S/I QC&OD evaluation, or to document progressive Evaluation or Evaluation Ppr
Documented discipline; GC§34090 et seq.
Discipline
When No Preliminary Drafts(retention is placed on Lead Dept. CW-024 Photographs Longer Mag, the final record in which the photograph is Required Ppr published in, if any); destroy unnecessary photographs. GC§§34090, 7927.500
Lead Dept. Pre-Trip Inspections/Vehicle Safety Checks/ (Who Uses the CW-025 Daily Vehicle Inspections/Daily Equipment 2 years Ppr GC§34090; 13 CCR 1234(c) Vehicle) Checks
Lead Dept. Real Estate Appraisal Reports: Property NOT Mag' Yes: After Not accessible to the public; GC§§34090, (Who Ordered CW-026 purchased, Loans not funded, etc. 2 years Mfr, OD, S/I QC&OD 7928.705 the Appraisal) Ppr
Not accessible to the public until purchase
Lead Dept. Real Estate Appraisal Reports: Purchased Minimum 5 Yes: Before Mag' Yes: After has been completed; meets grant auditing (Who Ordered CW-027 Property, Funded Loans years Purchase Mfr, OD, S/I QC&OD requirements; 2 CFR 200.334; 24 CFR the Appraisal) Ppr 91.105(h), &570.502(b); 29 CFR 97.42, GC§34090
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 (Used by ALL Departments)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). ag,
Lead Dept. CW-028 Records Destruction Authorization Forms/ 10 years Mfr, OD, S/I Yes: After Department preference; GC§34090 Certifications(All Departments) Ppr QC'd &OD
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals/O&M
Manuals, Newsletters, Plans/Strategic Plans,
Plans(if not provided in the schedule), When No
Lead Dept. CW-029 Standard Operating Procedures (SOPs), Longer Ppr' Non-Records Studies, Reports (if not provided in the Required schedule.): etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California Cities,
Chamber of Commerce, etc.)
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals/O&M Manuals, Newsletters, Plans/
Strategic Plans, Plans(if not provided in the Minimum 2 Mag, Yes: After Lead Dept. CW-030 schedule), Standard Operating Procedures years MfrPpOD, S/I QC&OD Department preference; GC§34090 (SOPs), Studies, Reports(if not provided in the
schedule.): etc.: Produced by YOUR
Department
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals/O&M
Manuals, Newsletters, Administrative Policies,
ag,
Lead Dept. CW 031 Plans/Strategic Plans, Plans(if not provided in When Mf�, OD, S/I Yes: After Copies; GC§34090.7 the schedule), Standard Operating Procedures Superseded P r QC&OD (SOPs), Studies, Reports(if not provided in the p
schedule.): etc.: Produced by OTHER
Departments
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 (Used by ALL Departments)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Reports, Studies (Historically significant- Mag, Yes: After Administratively and Historically Lead Dept. CW-032 e.g., Zoning Studies) P Mfr, OD, S/I QC&OD significant,therefore retained Ppr permanently; GC§34090
Department preference; Information is
Reports, Studies (other than Historically Mag, Yes: After outdated after 10 years; If historically Lead Dept. CW 033 S/I
significant -e.g.Annual Reports) 10 years Mfrr, OD, QC&OD significant, retain permanently; GC Ppr
§34090
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
Safety Data Sheet(SDS)/Material Safety Data as a record of the chemical/substance/ Sheet(MSDS)/Chemical Use Report Form/ Mag, Yes-After agent,where&when it was used is Lead Dept. CW-034 30 years Mfr, OD, S maintained for 30 years;Applies to records of the chemical/substance/agent, Ppr QC&OD qualified employers; Claims can be made where/when it was used
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and 3),
29 CFR 1910.1020(d)(1)(i), GC§34090
Lead Dept. CW 035 Special Event Permits ag, Expiration +2 Mfr, OD, S/I Yes: After Department preference; GC§34090 et years Ppr QC&OD seq.
ag,
Lead Dept. CW-036 Special Projects/Subject Files/Issue Files Minimum 2 Mfr, OD, S/I Yes: After Department preference; GC§34090 et years Ppr QC&OD seq.
Mag, Yes: After Department preference; GC§34090 et
Lead Dept. CW-037 Subpoenas (appearance/duces tecum) 2 years Mfr, OD, S/I QC&OD seq.
Ppr
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 (Used by ALL Departments)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Surveys/Questionnaires(that the City issues).
If a summary of the data is compiled, the survey Mag, Yes: After Lead Dept. CW-038 forms are considered a draft/transitory record, 2 years Mfr, OD, S/I QC&OD GC§34090 /can be destroyed as drafts(When No Longer Ppr Required)
Department preference; Meets OSHA
requirements; Ethics, Fiscal&Financial,
Training Database (Target Solutions/Vector Harassment&Workplace Violence Solutions) Indefinite- Training is 5 years; EEOC/FLSA/ADEA Minimum Mag, (Age)requires 3 years for promotion, Yes: After
Lead Dept. CW-039 Separation of Mfr, OD, S/I demotion,transfer, selection, or (Ethics Training, Harassment Prevention QC and OD Employee + 5 Ppr discharge; State Law requires 4 years for Training, Safety Training,Tailgates, Workplace years personnel actions; 8 CCR§3203 et seq., Violence Training, etc.) 29 CFR 1627.3(b)(ii), LC§6429(c); GC §§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b), LC§6401.9(f)
• Department preference; Meets OSHA
Training Presented by Staff-ALL COURSE requirements; Ethics, Fiscal&Financial, RECORDS Harassment&Workplace Violence
Training is 5 years; EEOC/FLSA/ADEA
(Attendance Rosters, Sign-in Sheets, Outlines Mag, Yes: After (Age)requires 3 years for promotion, Lead Dept. CW-040 and Materials; 5 years Mfr, OD, S/I demotion,transfer, selection, or Ppr QC&OD discharge; State Law requires 4 years for
(Ethics Training, Fiscal & Financial, Harassment personnel actions; 8 CCR§3203 et seq., Prevention Training, Safety Training, Tailgates, 29 CFR 1627.3(b)(ii), LC§6429(c); GC Workplace Violence Training, etc.) §§12946, 12960, 34090, 53235.2(b), 53237.2(b); 53238.3(b), LC§6401.9(f)
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 (Elections)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
CITY CLERK
Agenda Packets: City Council, Parking
Authority, Public Financing Authority,former
Redevelopment Agency, Successor Agency,
Oversight Board, Planning Commission, Mag, Mfr, Yes: After City Clerk CC-001 Parks,Arts, Recreation, and Community P OD, Ppr S/I QC&OD Department preference; GC§34090 Services(PARCS)Advisory Committee
Includes Appeals, Budgets,Annual Financial
Reports (CAFR,ACFR), General Plan, etc.
Agenda Packets: City Council Advisory Minimum 2 Mag, Mfr, Yes: After City Clerk CC-002 Committee, Legislative Bodies and Advisory years OD, Ppr S/I QC&OD Department preference; GC§34090 Boards that have Sunset/Ceased
Agreements/Contracts, Amendments-
APPROVED BY THE CITY COUNCIL or CITY
MANAGER:AFTER SCANNED or IMAGED,
INFRASTRUCTURE,JPAs, MOUs
Agreement/Contract includes all contractual Department preference;All infrastructure obligations (e.g. Scope of Work/all contracts should be permanent for attachments/exhibits) Yes: Before Mag, Mfr, Yes: After emergency response; Statute of Limitations City Clerk CC-003 P Completion OD, Ppr S/I QC&OD is 10 years for Errors&Omissions; 4 years Examples of Infrastructure: Architects, for all contracts; CCP§§337. 337.1(a), 337.15, 343; GC§34090, Contractor has
Buildings, bridges, covenants, development, retention requirements in 48 CFR 4.703(a) environmental, Joint Powers, MOUs, park
improvements, property/property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street/alley improvements, settlement,
subdivisions, utilities,water, etc.
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 (Elections)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Agreements&Contracts-APPROVED BY
THE CITY COUNCIL or CITY MANAGER:
NON-INFRASTRUCTURE, Housing Loans,
Professional Services Agreements -NOT
SCANNED or IMAGED
Department preference; Statute of
Agreement or Contract includes all contractual Limitations is 4 years; 10 years for Errors& obligations(e.g. Specifications and Completion + Yes: Before Mag, Mfr, Yes: After Omissions; land records are permanent by City Clerk CC-004 S/I
Successful Proposal or Scope of Work) 10 years Completion OD, Ppr QC&OD law; CCP§§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention
Examples of Non-Infrastructure: requirements in 48 CFR 4.703(a) Consultants, Franchises, Landscaping,
Painting, Slurry Seals (Paving),Tree
Trimming, Leases, Personnel, Professional
Services, etc.
Mag, Mfr, Yes: After Final Determination is provided to the Lead City Clerk CC-005 Appeal Hearing Process(Animals, Trees, etc.) 2 years OD, Ppr S/I QC&OD Department,who retains the final decision; GC§34090
Board/Commission/Committee Recruitment Minimum 3 Mag, Mfr, Yes: After City Clerk CC-006 /Applications (All,whether appointed/not) years OD, Ppr S/I QC&OD GC§34090 City Clerk CC 007 Board/Commission/Committee Maddy Act 2 years Mag, Mfr, S/I Yes: After GC§34090 Lists/Vacancy Notices OD, Ppr QC&OD
Bonds for Agreements or Contracts approved Release of by Council: Labor/Materials, Performance Mag, Mfr, Yes: After City Clerk CC 008 Bonds, Letters of Credit, Encroachment Bond/Letter OD, Ppr S/I QC&OD Security; GC§34090 Permits, Monitoring Bonds, Housing Bonds of Credit
City Clerk CC-009 City Articles of Incorporation P Mag, Mfr, S/I Yes: After Department preference; GC§34090 OD, Ppr QC&OD
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 (Elections)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards. _ Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Human Copies-
Resources/ When No Mag, Mfr, Yes: After Risk Management is the Office of Record for Risk CC 010 Claim Forms Longer OD, Ppr S/I QC&OD Claim Files; GC§34090 Manage. Required
FPPC Economic Interest Filings(FPPC 700
Series Forms-Statement of Economic
City Clerk CC-011 Interests): DESIGNATED EMPLOYEES/ 7 years Mag, Mfr, S/I Yes: After City maintains original statements; GC CONSULTANTS(specified in the City's OD, Ppr QC §81009(e)&(g) Conflict of Interest code)
FPPC Economic Interest Filings(FPPC 700
Series Forms-Statement of Economic Mag, Mfr, Yes: After Department preference; Only Campaign City Clerk CC-012 Interests): ELECTRONICALLY FILED/ 10 years OD, Ppr S/ I QC Statements filed electronically are required DATABASE(NetFile) for 10 years; GC§81009(f)(g); GC§84615 FPPC Economic Interest Filings(FPPC 700
Series Forms-Statement of Economic Standard municipal government practice; Interests): PUBLIC OFFICIALS/87200 Filers Mag, Mfr, Yes: After City maintains copies only; original City Clerk CC 013 (elected/not elected. Includes City Council 7 years OD, Ppr S/ I QC statements are filed with FPPC; GC Members, Planning Commission Members, §81009(f)&(g) City Manager, City Treasurer/City Attorney)
CityClerk CC-014 FPPC Form 801 (Gift to Agency Report) 7years Ppr S/I Yes:After Mustpost on website; GC 81009 e 9 Y p ) Mag, p QC § ( ) City Clerk CC 015 FPPC Form 802 (Event Ticket /Pass 7 years Mag, Ppr S/I Yes: After Should post on website for 4 years; GC Distributions Agency Report) QC §81009(e) CityClerk CC-016 FPPC Form 803 (Behested Payment Report) 7years Ppr S/I Yes:After GC 81009 e Y P ) Mag, p QC § ( )
FPPC Form 806 (Agency Report of Public Yes:After Must post on website; 2 CCR 18705.5; 2 City Clerk CC-017 Official Appointments) 7 years Mag, Ppr S/I QC CCR 18702.5(b)(3); GC§34090; GC §81009(e)
CITY CLERK/ELECTIONS
Campaign Filings(FPPC 400 Series Forms/
City Clerk/ Mag, Mfr, Yes:After
Elections CC-018 Form 501): SUCCESSFUL CANDIDATES P OD, Ppr S/I QC GC§81009(b)&(g) (Elected Officials)
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 (Elections)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Candidates without committees are not
Campaign Filings (FPPC 400 Series Forms, required to file their statements, reports or City Clerk/ Mag, Mfr, Yes:After
Elections CC-019 501 Form): UNSUCCESSFUL 5 years OD, Ppr S/I QC copies online or electronically; Paper must CANDIDATES be retained for at least 2 years; GC §81009(b)&(g)
Campaign Filings (FPPC 400 Series Forms, Campaign statements must be posted on the City Clerk/ 501 Form): UNSUCCESSFUL Mag, Mfr, Yes: After City's website within 72 hours and remain on CC-020 10 years S/I line for 4 years; Statements filed Elections CANDIDATES, ELECTRONICALLY FILED- OD, Ppr QC electronically are required for 10 years; GC WITH /WITHOUT Committees
§81009(b)&(g); GC§84615
Campaign Filings(FPPC 400 Series Forms):
City Clerk/ Mag, Mfr, Yes: After Elections CC-021 THOSE NOT REQUIRED TO FILE ORIGINAL 4 years OD, Ppr S/I 2 years GC§81009(f)&(g) WITH CITY CLERK(copies)
Campaign Filings(FPPC 400 Series Forms):
City Clerk/ OTHER COMMITTEES (PACS/General Mag, Mfr, Yes: After Elections CC 022 Purpose Committees-not candidate- 7 years OD, Ppr S/I 2 years GC§81009(c)&(g) controlled)
Candidate File: Nomination Papers, Candidate Department preference; CA law states term City Clerk/ Term of Office Mag, Mfr, Yes: After of office and 4 years after the expiration of Elections CC-023 Statement Forms, Ballot Designation Forms, +4 years OD, Ppr S/I QC&OD term and does not delineate between the etc. -SUCCESSFUL CANDIDATES
two; EC§17100
Candidate File: Nomination Papers, Candidate CA law states term of office and 4 years after City Clerk/ Election +4 Mag, Mfr, Yes: After Elections CC-024 Statement Forms, Ballot Designation Forms, years OD, Ppr S/I QC&OD the expiration of term and does not delineate etc. -UNSUCCESSFUL CANDIDATES between the two; EC§17100 Elections-GENERAL,WORKING/
ADMINISTRATION Files(Correspondence,
Applications to fill a Vacancy on the City
City Clerk/ Council, Precinct Maps, County Election Minimum 2 Mag, Mfr, Yes: After Elections CC-025 Services, Candidate Statements to be printed years OD, Ppr S/I QC&OD GC§34090 in the Sample Ballot, Polling Locations/
Precinct Board Members, Notices, Postings,
etc.)
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 (Elections)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards. _ Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Final Not accessible to the public;1 year after City Clerk/ Elections- Petitions (Initiative, Recall/ Examination + examination if the proponents choose to Elections CC-026 Referendum)-IF INSUFFICIENT-IF 1 year after Ppr examine the petitions, unless there is a legal Examined by Proponents petition or FPPC proceeding. EC§§17200(b)(3), examination 17400
Determination Not accessible to the public; The 8 month Elections- Petitions(Initiative, Recall/ retention applies after the City Clerk makes City Clerk/ CC-027 Referendum)-IF INSUFFICIENT-NOT of Ppr the determination of insufficiency/examines Elections Insufficiency+
Examined by Proponents 8 months the petitions. unless there is a legal or FPPC proceeding. EC§§17200(b)(3), 17400
Not accessible to the public; The 8 month
City Clerk/ Elections- Petitions(Initiative, Recall/ Results+8 retention applies after election results, or Elections CC-028 Referendum) IF SUFFICIENT months Ppr final examination if no election, unless there is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
Elections- Prop. 218 (Property-based fees-
Improvement Districts: Protest Letters/
City Clerk/ Mag, Mfr, Yes: After Elections CC-029 Ballots,Tabulation 2 years OD, Ppr S/I QC&OD GC§53753(e)(2) (Notices/Mailing lists are retained in the Lead
Dept.)
(End of Elections Section)
Ethics Training Certificates, Fiscal and
Financial Training Certificates, Harassment Mag, Mfr, Yes: After GC§§3105, 12946, 12960, 34090, City Clerk CC-030 Prevention Training Certificates for City 5 years OD, Ppr S QC&OD 53235.2(b), 53237.2(b), 53238.3(b) Council, Board/Commission Members
Historical Records/Archives, Photographs,/ City Clerk determines historical significance; Historical Projects(e.g. City Anniversaries, Mag, Mfr, Yes: After records can address a variety of subjects and City Clerk CC 031 Incorporation, City Seal,Awards of significant P OD, Ppr S/I QC'd&OD media. Some media(e.g. audio and video historical interest, Grand Openings, etc.) tape)may be limited because of the media's life expectancy; GC§34090
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 (Elections)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Minutes: City Council, Parking Authority,
City Clerk CC 032 Public Financing Authority,former P Mag, Mfr, S/I GC§34090(e) Redevelopment Agency, Successor Agency, OD, Ppr Oversight Board, Planning Commission
Minutes: City Council Advisory Committee,
Board of Library Trustees/Library Board,
City Clerk CC 033 Legislative Bodies and Advisory Boards that P Mag, Mfr, S/I Yes: After GC§34090(e) have Sunset/Ceased (Parks,Arts, OD, Ppr QC'd&OD Recreation, and Community Services
(PARCS)Advisory Committee, etc.)
Oaths of Office/Disaster Service Worker Department preference; Statute of Separation +4 Mag, Mfr, Yes: After Limitations: Public official misconduct is City Clerk CC-034 Oaths City Council Board/Commission S/I years OD, Ppr QC&OD discovery of offense+4 years, GC§§36507, Members
26202; PC§§801.5, 803(c); 29 USC 1113
I
City Clerk CC-035 Ordinances P Mag, Mfr, S/ I No GC§34090(e) OD, Ppr
Petitions (submitted to Council on any subject-
City Clerk CC-036 Dog Parks, Parking, Traffic Calming, etc.) 1 year Mag, Ppr Law requires 1 year for petitions; GC§50115 See Elections for Initiative, Recall/
Referendum Petitions
City Clerk CC 037 Public Records Requests/Subpoenas Duces 2 years Mag, Mfr, S/I Yes: After GC§34090 Tecum/Summons OD, Ppr QC&OD
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full Mag, Mfr, Yes: After City Clerk CC-038 Reconveyance, Liens, Lot Mergers, Lot Line P OD, Ppr S/I QC&OD GC§34090(a) Adjustments, Notice of Completion, Rights of
Way,Abandonments/Vacations, etc.
City Clerk CC-039 Records Destruction Authorization Forms& 10 years Mag, Mfr, S/I Yes: After Department preference; GC§34090 Certifications(All Departments) OD, Ppr QC'd&OD City Clerk CC-040 Records Retention Schedules and P Mag, Mfr, S I I Yes: After Department preference; GC§34090 1 Authorizations for Updates (All Departments) OD, Ppr QC'd&OD UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 (Elections)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards. _ Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Redistricting Web Page/Council District
City Clerk CC-041 Boundary Web Page(Map, Redistricting 10 years Mag, Ppr EC§21160(i); GC§34090 Process,Agendas, Calendars, Notice, etc.)
Resolutions: City Council, Parking Authority,
City Clerk CC-042 Public Financing Authority,former P Mag, Mfr, S/I No GC§34090(e) Redevelopment Agency, Successor Agency, OD, Ppr Oversight Board, Planning Commission
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 1.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 ( Communications, Former Redevelopment Agency)
Destroy
Image: Paper
Office of Total Media I=Import Record (OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments/Reference S=Scan Imaged
&QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
CITY MANAGER
Legislative Advocacies, Support/ Minimum 2 Mag, Yes:
City Manager CM-001 Opposition to proposed Federal/State Mfr, OD, S/ I After QC Department preference; GC§34090 Legislation years Ppr &OD
Mag, Yes:
City Manager CM-002 Proclamations/Certificates 2 years Mfr, OD, S/I After QC GC§34090 Ppr &OD
Project Files/Subject Files (Subject will Mag, Yes:
change over time) Minimum 2
City Manager CM-003 Mfr, OD, S/I After QC Department preference; GC§34090 et seq.
If Content relates in a SUBSTANTIVE way years Ppr &OD to the conduct of the public's business
Copies Mag, Yes:
Finance CM-004 Travel Records/Expense Reports When No Mfr, OD, S/I After QC GC§34090.7 Longer Ppr &OD
Required
CITY MANAGER/COMMUNICATIONS
City Publications/Completed Graphic Mag, Yes: Department preference; The Customer(Lead Lead Dept. CM-005 Design Projects-WITH SIGNIFICANT P Mfr, OD, S/I After QC Department) is responsible for retaining the final HISTORICAL VALUE Ppr &OD record for it's retention period; GC§34090 When No Mag, Yes: Department preference; The Customer(Lead Lead Dept. CM-006 City Publications/Graphic Design Projects Longer Mfr, OD, S/I After QC Department) is responsible for retaining the final Required Ppr &OD record for it's retention period; GC§34090 City Manager/ Media Releases/Photograph Releases/ Mag, Yes:
CM-007 2 years Mfr, OD, S/I After QC GC§34090 Communic. Waivers Ppr &OD
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 1.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 ( Communications, Former Redevelopment Agency)
Destroy
Image: Paper
Office of Total Media I=Import Record (OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments/Reference S=Scan Imaged
&QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
City Manager/ Minimum 2 Mag, Yes:
CM-008 Newsletters/Employee Newsletters Mfr, OD, S/I After QC Department preference; GC§34090 Communic. years Ppr &OD
When No Mag, Yes:
City Manager/ Non-records- may be obtained from the CM-009 Newspaper Clippings/Media Clippings Longer Mfr, OD, S/I After QC Communic. newspaper company; GC§34090 Required Ppr &OD
PEG Channel Programming (Public, Only recordings of "regular and ongoing City Manager/ Educational,/Government Access When No Mag, Yes: operations"or those that are considered Communic. CM-010 Television)Channel 23,24, 25 Longer Mfr, OD, S/I After QC "duplicate records" (e.g. public meetings)can be Programming/Community Programming/ Required Ppr &OD destroyed after 100 days or 90 days; GC Government Access Channel Programming §§34090 et seq., 34090.6 and 34090.7 When No Mag, Yes: Preliminary Drafts(retention is placed on the final Lead Dept. CM-011 Photographs Longer Mfr, OD, S/I After QC record in which the photograph is published in, if Required Ppr &OD any); destroy unnecessary photographs. GC §34090
Public Relations/Press Releases/News Mag, Yes:
City Manager/ Releases/Articles written by the City Minimum 2 CM-012 Mfr, OD, S/I After QC GC§34090 Communic. (excludes Police/Fire,which can issue years Ppr &OD their own)
When No Mag, Yes: Department preference; The Customer(Lead Lead Dept. CM-013 Videos-Educational, Promotional Longer Mfr, OD, S/I After QC Department) is responsible for retaining the final Required Ppr &OD record for it's retention period; GC§34090
CITY MANAGER/FORMER REDEVELOPMENT AGENCY
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 1.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3 ( Communications, Former Redevelopment Agency)
Destroy
Image: Paper
Office of Total Media I=Import Record (OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments/Reference S=Scan Imaged
&QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards.
Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Redevelopment Projects/Project Areas
City Manager/ (Ensure Planning has all Environmental Mag, Yes:
Former Completion
CM-014 Documents, Engineering has all CIP Mfr, OD, S/I After QC Department preference; GC§34090 Redevelopmen Projects,/City Clerk has all Real + 10 years Ppr &OD t
Property records for Permanent
retention)
Redevelopment Projects/Project Areas Mag, Yes:
Public Works/ Send to
CM-015 CIP Projects built by Redevelopment Mfr, OD, S/I After QC Department preference; GC§34090 Engineering Agency, if any Engineering Ppr &OD Redevelopment Projects/Project Areas
Community Mag, Yes:
Environmental Documents/CEQA Send to
Development/ CM-016 Mfr, OD, S/I After QC Department preference; GC§34090 Planning Permits, EIRs, Categorical Exemptions, Planning Ppr &OD Negative Declarations, etc.
Redevelopment Projects/Project Areas Mag, Yes:
City Clerk CM-017 Real Property: Deeds, Easements, Send to City Mfr, OD, S/I After QC Department preference; GC§34090 Rights of Way Clerk Ppr &OD
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-1 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media I=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
DEVELOPMENT SERVICES/BUILDING
Department Preference-Data is
Mag, interrelated; CBC§§ 1.8.4.3.1, 104.7, and
Lead Dept. DS-001 Permit Database(Tyler EnerGov/Permits Plus Indefinite Yes(all) Mfr, OD, S/I Yes: After 107.5 Building Permits are required to be is Legacy) (Perm) QC&OD
Ppr retained Permanently, or Life of the
Structure; GC§34090, H&S§19850
Development Building Appeals Board -AGENDAS/STAFF Mag' Yes: After Department Preference; GC§34090 et Services/ DS-002 REPORTS P Mfr, OD, S/I QC&OD seq.
Building Ppr
Development Mag, Yes: After
Services/ DS-003 Building Appeals Board -MINUTES P Mfr, OD, S/I QC&OD GC§34090(e) Building Ppr
Development Mag, Yes: After
Services/ DS-004 Building Permits/Final Permits P Yes(all) Mfr, OD, S/I QC&OD GC§34090, CBC§104.7, H&S§19850 Building Ppr
Development Mag,
Services/ DS-005 Building Permits/Incomplete or Expired Minimum 2 Yes(all) Mfr, OD, S/I Yes: After Department preference; GC§34090, Building Applications years Ppr QC&OD CBC§104.7, H&S§19850 Development Mag, Department preference; Preliminary Services/ DS-006 Building Plans-Cancelled/Withdrawn AFTER P Mfr, OD, S/I Yes: After drafts not retained in the ordinary course Building Building Permit Issuance Ppr QC&OD of business; CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S§19850, GC§34090
Upon Department preference; Preliminary
Development Mag,
Services/ DS-007 Building Plans-Cancelled/Withdrawn PRIOR Cancellation Mfr, OD, S/I Yes: After drafts not retained in the ordinary course Building to Building Permit Issuance or Ppr QC&OD of business; CBC §§ 1.8.4.3.1, 104.7 Withdrawal and 107.5; H&S§19850, GC§34090
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-2 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media I=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Development Mag, Yes: After Department preference; CBC§§ Services/ DS-008 Building Plans- Expired P Mfr, OD, S/I 1.8.4.3.1, 104.7 and 107.5; H&S§19850, Building Ppr QC&OD GC§34090
Building Plans-Finalled- INDUSTRIAL, Department Preference; Law requires for Development Mag, the life of the building for commercial and Services/ DS-009 COMMERCIAL, MULTI-FAMILY DWELLINGS, P Yes(all) Mfr, OD, S/I Yes: After common interest dwellings only; CBC§§ Building PLACES OF PUBLIC ACCOMMODATION, Ppr QC&OD 1.8.4.3.1, 104.7& 107.5, H&S§19850, TENANT IMPROVEMENTS GC§34090
Department preference; State law
requires plans need not be filed for
Development Mag, dwellings less than 2 stories, garages& Building Plans- Finalled-SINGLE FAMILY Yes: After appurtenances,farms/ranches, 1-story Services/ DS-010 S/I
RESIDENTIAL(All Finalled) P Yes(all) Mfr, OD, QC&OD with bearing walls less than 25'; CBC Building Ppr
requires 180 days from completion date;
CBC§§ 1.8.4.3.1, 104.7& 107.5,
H&S§19850, GC§34090
Minimum
Development Mag,
California Building Codes/Uniform Building While Yes: After Services/ DS-011 Codes Ordinance is Mfr, OD, S/I QC&OD GC§50022.6 Building in Force Ppr
Development Mag, Yes: After
Services/ DS-012 Certificate of Inspection (Cofl) 2 years Yes(all) Mfr, OD, S/ I QC&OD GC§34090 Building Ppr
Development Mag, Yes: After
Services/ DS-013 Certificate of Occupancy(CofO) P Yes(all) Mfr, OD, S/I QC&OD Department Preference; GC§34090 Building Ppr
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-3 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media I=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Development Copyright Release Forms/Requests/ Mag, Yes: After Services/ DS-014 Permissions to Receive Copies of Plans(to/from 2 years Mfr, OD, S/I QC&OD GC§34090 Building Architects) Ppr
Development Minimum Mag, Yes: After Department Preference (Preliminary Services/ DS-015 Correction Notices-Building When Permit Mfr, OD, S/I QC&OD Drafts); GC§34090 Building is Finalled Ppr
Development Mag, Yes: After
Services/ DS-016 Energy Calculations P Mfr, OD, S/ I QC&OD Department Preference; GC§34090 Building Ppr
Development Minimum Mag, Yes: After Department Preference (Preliminary Services/ DS-017 Plan Check Comments When Permit Mfr, OD, S/I QC&OD Drafts); GC§34090 Building is Finalled Ppr
Development Minimum Mag, Yes: After Department Preference (Preliminary Services/ DS-018 Stop Work Notices/Red Tag Notices When Permit Mfr, OD, S/I QC&OD Drafts); GC§34090 Building is Finalled Ppr
Development Mag, Yes: After
Services/ DS-019 Structural Calculations P Mfr, OD, S/I QC&OD Department Preference; GC§34090 Building Ppr
DEVELOPMENT SERVICES/ ECONOMIC DEVELOPMENT(includes Former Redevelopment) Development Community and Stakeholder Engagement/Public Mag, Yes: After Services / Minimum 2
DS-020 Outreach and Engagement/Marketing and Mfr, OD, S/I QC and Department preference; GC§34090 Economic Promotion years Ppr OD
Develop
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-4 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media 1=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Development Downtown Parking and Business Improvement Services / Area (PBIA) /Historic Downtown Upland, When No Mag, Yes: After Economic DS-021 Inc.(HDU)-Separate Non-Profit Longer Mfr, OD, S/I QC and Not City Records or copies Develop Required Ppr OD
Agendas, Minutes, copies of checks,etc.
Downtown Parking and Business Improvement
Development Area (PBIA) /Historic Downtown Upland, Inc.
Services / (HDU) -Separate Non-Profit Minimum 2 Mag, Yes: After Economic DS-022 years Mfr, OD, S/I QC and Department preference; GC§34090 Develop Only City Liaison original records with Ppr OD SUBSTANTIVE Content
Economic Development Projects: Business
Development Recruitment, Expansion, or Retention, Small Mag, Yes: After Services / Business and Entrepreneur programs, Minimum 2 Economic DS 023 Commercial Project Proposals and Approvals, years Mfr, OD, S/I QC and Department preference; GC§34090 Develop Economic Reports and Market Analyses(e.g., Ppr OD retail studies, demographic reports)
Development Property Management/City Property Leased to Services / Others(Late Payment Notices, Maintenance, etc.) Minimum 2 Mag, Yes: After Economic DS 024 Only City Property Management records with years Mfr, OD, S/I QC and Department preference; GC§34090 Develop SUBSTANTIVE Content Ppr OD
Development Redevelopment/Successor Agency Reports to Services / the State: Recognized Obligation Payment Mag, Yes: After Department preference; Finance retains Economic DS-025 Schedule CROPS), Long-Range Property 10 years Mfr, Pp S/I OD, QC&OD originals; GC§34090.7
Develop Management Plan (LRPMP), etc.
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-5 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media I=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Redevelopment Projects/Project Areas
Development
Services / (Ensure Planning has all Environmental Completion + Mag, Yes: After Economic DS-026 Documents, Engineering has all CIP Projects,/ 10 years MfrPpOD, S/ I QC&OD Department preference; GC§34090 Develop City Clerk has all Real Property records for Permanent retention)
Development Redevelopment Projects/Project Areas Mag, Services / Send to Yes: After
Economic DS-027 CIP Projects built by Redevelopment Agency, Engineering Mfr, OD, S/I QC&OD Department preference; GC§34090 Develop if any Ppr
Development Redevelopment Projects/Project Areas Services / Environmental Documents/CEQA Permits, Send to Mag, Yes: After DS-028 Mfr, OD, S/I Department preference; GC§34090 Economic EIRs, Categorical Exemptions, Negative Planning Ppr QC&OD Develop Declarations, etc.
Development Redevelopment Projects/Project Areas Mag, Services / Send to City Yes: After
DS-029 Real Property: Deeds, Easements, Rights of Mfr, OD, S/I Department preference; GC§34090 Economic WayClerk Ppr QC&OD
Develop
Development Redevelopment-Owned Property/City-Owned Property Transfers,Sale, Disposal, Escrow Mag, Services / Completion + Yes: After Economic DS-030 10 years Mfr, OD, S/I QC&OD Department preference; GC§34090 Develop Send All original Deeds, Easements, and Title Ppr Insurance to the City Clerk
DEVELOPMENT SERVICES/ENGINEERING(Land Development)
Permit Database (Tyler EnerGov/Permits Plus Mag, Department Preference Data is Indefinite Yes: After interrelated; Building Permits are required Lead Dept. DS-031 is Legacy)-Temporary Encroachments, Parking (Perm) Yes(all) Mfr, OD, S/I QC&OD to be retained Permanently, or Life of the Permits,Temporary Transportation Permits, etc. Ppr Structure; GC§34090, H&S§19850 UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-6 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media I=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Development
ag,
Services/ DS-032 Benchmarks(Elevation&Survey) P Mfr, OD, S/I Yes: After Department Preference; GC§34090 Engineering Ppr QC&OD
(Land Develop.)
Development
Services/ Geotechnical Reports/Soils Reports/Hydrology Mag, Yes: After Engineering DS-033 Reports P Mfr,r,Ppr QC S/I QC&OD Department Preference; GC§34090 (Land Develop.)
Development
ag,
Services/ DS-034 Grading Plans P Mfr, OD, S/I Yes: After Department Preference; GC§34090 Engineering Ppr QC&OD
(Land Develop.)
Encroachment Permits: Temporary Permits
(Block Party Permit, Excavation Permit, Pool
Development Drain Permit, Street Permit,Temporary Services/ Construction, Sidewalk Repairs, Special Event Expiration + Yes: Until Mag' Yes: After Engineering DS 035 Permit, Street Cuts, Tree Removal Traffic Control, 2 years Completion Mfrr'pOD' S/I QC&OD GC§34090 (Land Develop.) Transportation Permit, Utility Cuts(Installation/ Patching), etc.)
Includes Insurance Certificates
Development Encroachment Permits: Permanent(Structures in Mag, Services/ DS-036 the City's Right of Way, Retaining Walls, etc.) P Yes: Until Mfr, OD, S/I Yes: After Department Preference; GC§34090 Engineering Completion QC&OD
(Land Develop.) Includes Insurance Certificates Ppr Development
Services/ Yes: Until Mag' Yes: After Engineering DS-037 Grading Permits P Completed Mfrr'Ppr OD' S/I QC&OD Department Preference; GC§34090 (Land Develop.)
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-7 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media l=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Development Statute of Limitations is 4 years; 10 years Land Development:Administrative Records Mag,
Services/ Completion + Yes: Until Yes: After for Errors&Omissions; land records are Engineering DS-038 Construction Inspections, Photos, Progress 10years Completed Mfr, OD, S/I QC&OD permanent bylaw; CCP 337. 337.1 a , Develop.) Meetings, Project Schedules, etc. p Ppr 337.15, 343; GC§34090 § ( ) (Land
Land Development: Permanent Records
Improvement Plans,Abandonments, Certificate of Department preference; retained for Development Acceptance/Approval (copy), Dedications, disaster preparedness purposes; Final Services/ Deeds(copies) Drainage, Driveway, Easements Yes: Until Mag, Yes: After environmental determinations are Engineering DS-039 Geotechnical/Soil Reports/Hydrology P Completed Mfr, OD, S/I QC&OD required to be kept a"reasonable period 9 9 (copies), P Y 9Y p Ppr
q p
(Land Develop.) Reports, Private Lab Verifications, Testing Lab of time"; 14 CCR§15095(c); CCP§337 Final Reports, Rights of Way(copies), Studies, et. seq., GC§34090 Reports,WQMP, SPPP, etc.
Development
ag,
Services/ DS 040 Parking Areas/Parking Zones: Establishment of P Mf OD, S/I Yes: After Department Preference; GC§34090 Engineering Parking Areas or Pacing Zone Ppr QC&OD (Land Develop.)
Development
ag,
Services/ DS 041 Parking Areas/Parking Zones: Notices/ 2 years Mf OD, S/I Yes: After GC§53753(e)(2) Engineering Mailing List, Protest Letters/Ballots Ppr QC&OD (Land Develop.)
Development Parking Permits/Downtown Parking Permits, Mag, Services/ Expiration + Yes: After
Engineering DS-042 Residential Parking Permits/Temporary Parking 2 years Mfr, OD, S/I QC&OD Department Preference; GC§34090 (Land Develop.) Permits Ppr
Development Prop. 218 (Property Based Fee Increases) - Mag, Services/ Yes: After
DS-043 Notices/Mailing lists 2 years Mfr, OD, S/I GC§53753(e)(2) Engineering QC&OD
(Land Develop.) (City Clerk maintains protest letters/tabulations) Ppr UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-8 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media I=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investisti ations normal retention periods(retention resumes after settlement or completion).
Recorded Documents/Real Property:
Easements, Right of Ways,Abandonments/ Mag, Yes: After City Clerk DS-044 P Mfr, GC§34090(a) Vacation, Liens/Lien Releases/Lot Merger/Lot PpOD, S/I QC&OD Line Adjustments Lot Merger/Street Vacations
Development
ag,
Services/ DS-045 Subdivision Maps/Parcel Maps P Yes(all) Mfr, OD, S/I Yes: After Department Preference; GC§34090 Engineering Ppr QC&OD
(Land Develop.)
Development Transportation Permits: Heavy Load Permits Mag, Services/ Expiration + Yes: After
Engineering DS-046 Lane Closure Permits, Traffic Control Permits, 2 years Mfr, OD, S/I QC&OD GC§53753(e)(2) (Land Develop.) Wide Load Permits, etc. Ppr DEVELOPMENT SERVICES/ENGINEERING(Transportation)
Development
Services/ Traffic Calming Requests(Speed Humps, Red Minimum 10 Mag, Yes: After Engineering DS 047 Curbs, Stop Signs, Signals, etc.) years MfrPpr OD, S/I QC&OD Department preference; GC§34090 (Transportation)
Copies-
Police or State of When No Mag, Yes: After California DS-048 Traffic Collision Reports/SWTRS Longer Mfr,r,Ppr QC S/I QC&OD copies; GC§34090.7 Required
Development
ag,
Services/ DS-049 Traffic Counts/Traffic Studies 10 years Mfr, OD, S/I Yes: After Department preference; GC§34090 Engineering Ppr QC&OD
(Transportation)
Development
ag,
Services/ DS-050 Traffic Speed Surveys 10 years Mfr, OD, S/I Yes: After Department preference; GC§34090 Engineering Ppr QC&OD
(Transportation)
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-9 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media 1=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Development
ag,
Services/ DS-051 Traffic Stop Sign Warrants 10 years Mfr, OD, S/I Yes: After Department preference; GC§34090 Engineering Ppr QC&OD
(Transportation)
Development
ag,
Services/ DS-052 Transportation Plans/Master Plans P Mfr, OD, S/I Yes: After Department preference; GC§34090 Engineering Ppr QC&OD
(Transportation)
DEVELOPMENT SERVICES/HOUSING/CDBG
City Owned Property and Liens
Development -Sunset Ridge (108 units)
Services / DS-053 -Magnolia Colony(76 units) P GC§34090(a) Housing -The Village (72 units)
-Sycamore (3 units)
Minimum 5
years after
the
Affordability
Development Period
Coy D. Estes Senior Housing Project Department preference to be consistent Services / DS-054 Affordability Covenants Terminates, with other funding sources; GC§34090 Housing or the Written
Agreement
Terminates,
Whichever is
Longer
•
Development Coy D. Estes Senior Housing Project
Services / DS-055 Real Property Transactions P GC§34090(a) Housing
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-10 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media 1=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). ! ____
Development Mag,
Housing Applications: Denied, Incomplete, Yes: After Services / DS-056 Unqualified, Exceeds Income Limits, etc. 2 years Mfr, OD, S/I QC&OD GC§34090 Housing Ppr
Housing Plans: Consolidated Annual Performance
and Evaluation Review(CAPER)/
Development Mag,
Comprehensive Housing Affordability Strategy Superseded Yes: After 24 CFR 91.105(h); 24 CFR 92.508(a); Services / DS-057 S/I
(CHAS)/Consolidated Action Plan/Analysis of +5 years Mfr, OD, QC&OD GC§34090 Housing Impediments to Fair Housing Choices/Citizen Ppr Participation Plan/Action Plans, etc.
No Recapture or Resale Restrictions;
HUD requires 5 years after the
State Housing and Community Development agreement terminates; Consistent with Department(HCD)/ HOME: Consolidated Plan Requirements; Development Homeownership Projects WITHOUT a Minimum Required for 3-4 years from expenditure Services / DS-058 Recapture/Resale Restriction/NO Project or performance report; State HCD Housing Affordability Restrictions Completion + guidelines requires 3 years after HCD 5 years closes with HUD; 2 CFR 200.334; 24
Trust Deeds are kept in file; Deeds to property CFR 92.508(a)&(c)&570.502(a)(7), GC owned by the City are sent to City Clerk §34090; California HCD (Housing and Community Development)Guidelines,
section 10.4 GC§34090
Minimum Department preference; meets municipal Development State Housing and Community Development Loan Payoff government auditing standards; State Services / DS-059 Department(HCD)/CalHome or HCD guidelines requires 3 years after Housing Homebuyer Loans Forgiveness HCD closes with HUD; California HCD +5 years (Housing and Community Development) Guidelines, section 10.4 GC§34090
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-11 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media I=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Minimum 5 Homeownership projects with Recapture years after or Resale Restrictions must be
State Housing and Community Development maintained 5 years after the Affordability Department(HCD)/HOME: the Period Terminates, or the Written Affordability
Homeownership Projects WITH a Recapture/ Agreement Terminates,Whichever is Development Period
Services / DS-060 Resale Restriction/WITH Affordability Terminates, Longer; State HCD guidelines requires 3 Housing Restrictions or the Written years after HCD closes with HUD; 2 CFR Agreement 200.334; 24 CFR 92.508(a)&(c)&
Trust Deeds are kept in file; Deeds to property Terminates, 570.502(a)(7), GC§34090; California owned by the City are sent to City Clerk HCD(Housing and Community Whichever is
Longer Development)Guidelines, section 10.4
GC§34090
State HCD guidelines requires 3 years
after HCD closes with HUD; Recapture or
Development State Housing and Community Development Resale Restrictions do not apply; 2 CFR Services / DS-061 Department(HCD)/HOME: Minimum 5 200.334; 24 CFR 570.490; 24 CFR Housing Rental Projects -Tenant Income Verification: years 92.508(c); 24 FR 982.158(f); California HCD(Housing and Community
Development)Guidelines, section 10.4
GC§34090
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-12 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media 1=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Minimum 5
years after
the
State Housing and Community Development Affordability
Development Period
Department(HCD)/Low Moderate income Department preference to be consistent Services / DS-062 Housing Asset Funds(LMIHAF) Projects Terminates, with other funding sources; GC§34090 Housing or the Written
Affordability Covenants Agreement
Terminates,
Whichever is
Longer
State Housing and Community Development Minimum
Development Loan Payoff Department preference; meets municipal Department(HCD)/Low Moderate income
Services / DS-063 Housing Asset Funds(LMIHAF) Projects or government auditing standards; GC Housing Forgiveness §34090
Homebuyer Loans/Rental Loans
+5 years
Development State Housing and Community Development Services / DS 064 Department(HCD)/Low Moderate income P GC§34090(a) Housing Housing Asset Funds(LMIHAF) Projects
Real Property Transactions
Required for 3 or 5 years after the
Development State Housing and Community Development Close Out close-out report is submitted to HCD; Services / DS-065 Department(HCD)/Permeant Local Housing Report to California HCD (Housing and Community Housing Allocation (PLHA) Projects HCD +5 Development)Guidelines for PLHA years Permanent Local Housing Allocation
Program, section 500; GC§34090
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-13 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media I=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Minimum 5
years after
the State HCD guidelines requires 3 years
State Housing and Community Development Affordability after HCD closes with HUD; Recapture or Development Department(HCD):/HOME: Period Resale Restrictions do not apply; 2 CFR Services / DS-066 Rental Projects (Excluding Tenant Income Terminates, 200.334; 24 CFR 570.490; 24 CFR Housing Verifications) or the Written 92.508(c); 24 FR 982.158(f); California Agreement HCD(Housing and Community
Terminates, Development)Guidelines, section 10.4 Whichever is GC§34090
Longer
Department preference; Meets auditing
U.S. Department Housing and Urban Final standards; Uniform Admin. Requirements Development Mag, for Grants to Local Governments is 3 Services / DS 067 Development(HUD)/Community Development Expenditure Mfr, OD, S/I Yes: After years from expenditure report or final Housing Block Grant(CDBG) Report+5 QC&OD Ppr payment of grantee or subgrantee; 2 CFR years 200.334; 24 CFR 570.502(a)(7); 24 CFR
570.506; GC§34090
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-14 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media I=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
DEVELOPMENT SERVICES/PLANNING
Department Preference-Data is
Lead Dept. DS-068 ag,
Permit Database (Tyler EnerGov/Permits Plus Indefinite Yes(all) Mf OD, S/ I Yes: After interrelated and contains Building Permits is Legacy) (Permanent Ppr QC&OD and other Permanent Records; GC §34090, H&S§19850
Planning Projects-Discretionary/Ministerial -
Approved Permanent Entitlements/Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, Uniform Development Application,
etc.)
Examples:
Administrative Determinations Department preference; Final Development Administrative Use Permits Mag, Yes: After environmental determinations are Services/ DS-069 Certificate of Appropriateness P Yes Mfr, OD, S/I QC&OD required to be kept a"reasonable period Planning Conditional Use Permits (CUPs) Ppr of time"; 14 OCR§15095(c); GC§34090, Development Plan Review 34090.7
General Plan/General Plan Amendments
Lot Line Adjustment
Mills Act
Sign Permits
Specific Plan/Specific Plan Amendments
Tentative Subdivision Maps/Parcels Maps
Variance
Wireless Facilities
Zone Changes
Zoning Code Amendments
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-15 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media l=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Minimum
Development Cancellation, Mag,
Services/ DS-070 Planning Project Files-Cancelled/Expired/ Expiration or Mfr, OD, S/ I Yes: After Department preference (project was not Planning Withdrawn withdrawal + Ppr QC&OD pursued by applicant); GC§34090 2 years
Development Mag,
Advanced Planning/Long Range Planning/ Yes: After Services/ DS-071 Project Implementation (Final Documents only) P Mfr, OD, S/ I QC&OD Department Preference; GC§34090 Planning Ppr
Development Annexations/Boundaries/Consolidations/ Mag' Yes: After Peanic s/ DS-072 LAFCO P Mfr,r,Ppr QC S/I QC&OD Department preference; GC§34090 ling
When No Mag, Yes: After
Census Bureau DS-073 Census, Demographics Longer Mfr, OD, S/I QC&OD (Non-Records-Census Bureau is OFR) Required Ppr
Not all internal communications and
Environmental Determinations: Environmental notes are required to be saved; "E-mails Impact Reports(EIRs), Negative Declarations, that do not provide insight into the project Project or the agency's CEQA compliance with
Development etc.) /CEQA-Where Planning is the Lead Mag, Approval or Yes: After respect to the project—are not within the Services/ DS-074 Mfr, OD, S/I
Denial QC&OD scope of section 21167.6, subdivision (e) Planning Correspondence/staff notes that provide +2 years Ppr and need not be retained."Golden Door insight into the project/the agency's CEQA Properties, LLC v. Superior Court of San compliance with respect to the project Diego County(2020)53 Cal.App.5th 733; PRC 21167,6; GC§34090
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-16 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media I=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Environmental Determinations: Environmental
Development Impact Reports(EIRs), Negative Declarations, Mag, Usually filed in the project file; Final Services/ DS-075 Notice of Exemption (NOE), etc.) /CEQA P Mfr, OD, S/ I Yes: After environmental determinations are Planning Inside City boundaries -Where Planning is the Ppr QC&OD required to be kept a"reasonable period Lead of time"; 14 CCR§15095(c); GC§34090 Development General Plan, Elements/Amendments/Master Mag, Yes: After Services/ DS-076 Plans, Specific Plans, Land Use Plans/ P Mfr, OD, S/I Department preference; GC§34090 Planning Amendments; General Plan Interpretations Ppr QC&OD Development Mag, Yes: After
Services/ DS-077 Historical Designations/Historical Landmarks P Mfr, OD, S/I QC&OD Department preference; GC§34090 Planning Ppr
Development When No Mag, Yes: After Preliminary drafts not retained in the Services/ DS-078 Materials Boards Longer Mfr, OD, S/I QC&OD ordinary course of business; GC§34090 Planning Required Ppr
Development Mag,
Planning Commission - Yes: After Department Preference; GC§34090 et Services/ DS-079 S/I
AGENDAS/STAFF REPORTS P Mfr, OD, QC&OD seq.
Planning Ppr
Development Mag,
Services/ DS-080 Planning Commission - P Mfr, OD, S/I Yes: After GC§34090(e) Planning MINUTES Ppr QC&OD
30 days, or
Development Planning Commission- Recordings: After Minutes Department preference;Audio Required are for 30 days; GC§54953.5(b);video
Services/ DS-081 AUDIO Recordings: City Council, others that the Approved, Mag recordings of meetings are required for Planning City Clerk staffs whichever is 90 days; GC§34090.7 Laster
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 10.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-17 (Building, Economic Develop., Engineering Land Develop. and Traffic, Housing, Planning, Redev., Weed Abatement ) Destroy
Image: Paper
Office of Record Retention No. Records Description Total Vital? Media I=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Development Yes: Mag,
Services/ DS-082 Special Event Permits Expiration + During Mfr, OD, S/I Yes: After Department preference; GC§34090 Planning 2 years Event Ppr QC&OD
Development Yes: Mag,
Services/ DS 083 Temporary Use Permits/Temporary Sign Permits Expiration + During Mfr, OD, S/ I Yes: After Department preference; GC§34090 Planning issued by Planning 2 years Event Ppr QC&OD Development Mag, Yes: After
Services/ DS-084 Zoning Maps (Historically Significant) P Yes(all) Mfr, OD, S/I QC&OD Department Preference; GC§34090 Planning Ppr
Development Mag, Yes: After Department Preference (copies); GC Services/ DS-085 Zoning Ordinance Amendments/Zone Changes P Yes Mfr, OD, S/I QC&OD §34090.7 Planning Ppr
Development Mag, Yes: After
Services/ DS-086 Zoning Verification Letters P Yes(all) Mfr, OD, S/I QC&OD Department Preference; GC§34090 Planning Ppr
DEVELOPMENT SERVICES/WEED ABATEMENT
Weed Abatement Inspections, Letters, Notices
Development (may be stored in Comcate Database) Minimum 2 Mag, Yes: After Services /Weed DS-087 years Mfr, OD, S/I QC&OD Department preference; GC§34090 Abatement Assessment are retained by the City Clerk in the Ppr City Council Agenda Packet
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 (Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
FINANCE/ADMINISTRATION AND TREASURER
Financial Services Database/ERP Database Indefinite Department preference; Meets auditing Lead Depart. FIN 001 (Tyler Enterprise ERP) Minimum 7 Yes Mag standards; GC§34090 years
Finance/ Audit Reports/Annual Comprehensive Mag, Mfr, Yes: After Department preference; GC§34090 et Admin. & FIN-002 Financial Report(ACFR) /related Audit P S/I OD, Ppr QC&OD seq.
Treasurer Opinions
Finance/ Drafts-
When No Mag, Mfr, Yes: After Department preference; (preliminary Admin. & FIN-003 Audit Work Papers Longer OD, Ppr S/I QC&OD drafts); GC§34090 Treasurer
Required
Finance/ Department preference (meets Audits-Single Audits/Transportation Audits/ Mag, Mfr, Yes: After Admin. & FIN-004 PERS Audit, FEMA/OES Audits, etc. 5 years OD, Ppr S/I QC&OD municipal government auditing Treasurer standards); GC§34090
Finance/ Finance Committee Minimum 2 Mag, Mfr, Yes: After Department preference (Minutes are Admin. & FIN-005 S/I
AGENDAS/STAFF REPORTS/MINUTES years OD, Ppr QC&OD retained by the City Clerk); GC§34090 Treasurer
Finance/ Mag, Mfr, Yes: After Department preference; Meets auditing Admin. & FIN-006 Investment Reports 5 years S/I OD, Ppr QC&OD standards; GC§34090
Treasurer
Finance/ Investments/Arbitrage/Bonds (Receipts/ Department preference; Meets auditing Yes: Until Mag, Mfr, Yes: After
Admin. & FIN-007 Advisor Reports/Trade Tickets/LAIF (Local 5 years Paid OD, Ppr S/I QC&OD standards; FTC Reg's rely on "self- Treasurer Agency Investment Fund)) enforcement; GC§§34090, 43900 Finance/ Sale or Given to Auction House/New Owner; Admin. & FIN-008 Vehicle Titles(Pink Slips) Disposal Ppr GC§34090 Treasurer
FINANCE/BUDGET
Yes:
Finance/ Mag, Mfr, Yes: After Department preference; GC§34090 et Budget FIN-007 Budgets-Adopted/Final and Amendments P Current OD, Ppr S/I QC&OD seq.
Fiscal Year
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 (Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Drafts-
Yes:
Finance/ When No Mag, Mfr Yes: After Preliminary Drafts/Content Not Budget FIN-008 Budgets Preliminary, Backup Documents Longer Current OD, Ppr, S/I QC&OD Substantive; GC§34090 et seq.
Required Fiscal Year
FINANCE/BUSINESS LICENSE
Finance/ Indefinite Department preference-Data is Business FIN-009 Business License/Database (HdL) Minimum 5 Yes(all) Mag interrelated; GC§34090 License years
Finance/ Department preference; Building, Mag, Mfr, Yes: After Planning and Fire all approve the Business FIN-010 Business License Applications 5 years OD, Ppr S/I QC&OD applications; 5 years meets auditing License
standards; GC§34090 et seq.
Finance/ Mag, Mfr, Yes: After Department preference; Meets auditing Business FIN-011 Business License Renewals 5 years OD, Ppr S/I QC&OD standards; GC§34090 et seq.
License
FINANCE/GENERAL ACCOUNTING
Department preference; IRS:4 years
Finance/ after tax is due or paid (longer for General FIN-012 1099's, 1096's, DE542(California Report of 5 years Mag, Mfr, S/I Yes: After auditing &contractor delinquency); Ca.
Accounting Independent Contractors) OD, Ppr QC&OD FTB: 3 years; IRS Reg§31.6001- 1(e)(2), R&T§19530, GC§34090; 29
USC 436
Accounts Payable/ Invoices/Backup
Finance/ Department preference; meets Yes: Until Mag, Mfr, Yes: After
General FIN-013 (Includes Invoices, Purchase Orders, Travel 5 years Paid OD, Ppr S/I QC&OD municipal government auditing Accounting Expense Reimbursements,Warrant Request, standards; GC§34090 Vouchers, etc.)
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 (Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Accounts Receivable/Revenue/Our Invoices
to Outside Entities: Insurance Companies,
Finance/ Franchise Fees, DUI Billing, Tax Return/ Department preference; (meets Yes: Until Mag, Mfr, Yes: After
General FIN-014 Application for Transient Occupancy Tax 5 years Paid OD, Ppr S/ I QC&OD municipal government auditing Accounting (TOT), Auctions of Surplus Property, Credit standards); GC§34090 Card Payment Receipts, Tenant Billing/Rent,
etc.
Bank Statements/Trustee Statements, Fiscal
Finance/ Agent Statements, Trustee Statements, Mag, Mfr, Yes: After Department preference; GC§§34090, General FIN-015 Investment Account Statements, Pars 5 years S/I OD, Ppr QC&OD 26 CFR 31.6001 1
Accounting Statements, Bank Reconciliations,Wire
Transfers
Department preference; Statute of
Limitations for bonds issued by local
Bonds/Bond Sales/Official Statements/ governments are 10 years; IRS bond Transcripts/Certificates of Participations auditing regulations state, "...material (COPs)/General Obligation Bonds/Revenue records should generally be kept for as Finance/ Fully
Bonds/Assessment District Bonds/CFD Yes: Until Mag, Mfr, Yes: After long as the bonds are outstanding, plus General FIN-016 Bonds- Includes Continuing Disclosure Defeased + Maturity OD, Ppr S/I QC&OD 3 years after the final redemption date Accounting Reports 10 years of the bonds; There are specific requirements for disposal of unused
See Bank Statements for statement retention. bonds; CCP§§336 et seq. 337.5(a); 26 CFR 1.6001-1(e): 26 CFR§ 1.148-
5(d)(6)(iii)(E); GC§43900 et seq.
Copies-
When No Mag, Mfr, Yes: After Included in City Council Agenda City Clerk FIN-017 Checks/Warrant Register Report(issued) S/I Longer OD, Ppr QC&OD Packet; GC§34090.7
Required
Finance/ Mag, Mfr, Yes: After Department preference; Meets auditing General FIN-018 Checks/Warrants(Cashed/Returned/NSF) 5 years S/I OD, Ppr QC&OD standards; GC§34090
Accounting
Finance/ Daily Cash Summaries, Bank Deposits, Bank Mag, Mfr, Yes: After Department preference; GC§§34090, General FIN-019 Transmittal Advice, Cashiers Reports 5 years OD, Ppr S/I QC&OD 26 CFR 31.6001-1 Accounting
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 (Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Assessment Districts, Community Facilities
Finance/ Districts(CFDs), Landscape Maintenance Mag, Mfr, Yes: After Department preference; Meets auditing General FIN-020 Districts(LMDs)Accounting,Assessor Tax 5 years OD, Ppr S/I QC&OD standards; GC§34090 Accounting Rolls
Department preference;All tangible
Finance/ property held by government agencies Escheat(Unclaimed money/uncashed Mag, Mfr, Yes: After escheats after 3 years; Statute of General FIN-021 checks) 5 years OD, Ppr S/I QC&OD Limitations is 1 year for seized Accounting
property; CCP§§340(d), 1519; GC
§34090
Finance/ Fixed Assets-Annual Listing (Source Mag, Mfr, Yes: After Department preference; Meets auditing General FIN-022 Documents) 5 years OD, Ppr S/ I QC&OD standards; GC§34090 Accounting
Department preference to match
Finance/ Accounts Payable; meets municipal Journal Entries/Journal Vouchers/Budget Mag, Mfr, Yes: After General FIN-023 Adjustments 5 years OD, Ppr S/I QC&OD government auditing standards; Statute Accounting of Limitations is 4 years; GC§34090, CCP§337
I
Finance/ Reports, Financial Reports: General Ledgers When No Department preference; Financial General FIN-024 Subsidiary Ledgers, Reconciliations, Registers, Longer Mag, Mfr, S/I Yes: After system can re-create reports Accounting Transaction Histories, Balance Sheets, etc. Required OD, Ppr QC&OD accurately; GC§34090 Reports: Annual State/Federal: State
Finance/ Controller's Report, Local Government
Compensation Report, Gas Tax, MOE Mag, Mfr, Yes: After Department preference; Meets auditing General FIN-025 (Maintenance of Effort) Report, Fixed Charge 5 years OD, Ppr S/I QC&OD standards; GC§34090 Accounting Special Assessment Report, Public Self Insurer Report(SIP Report), Street Report, etc.
Finance/ Vendor Mag, Mfr, Yes: After Meets IRS auditing standards; GC General FIN-026 W-9s Inactive+5 S/I
OD, Ppr QC&OD §34090
Accounting years
FINANCE/PAYROLL
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 (Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Indefinite-
Financial Services Database/ERP Database Mag, Mfr, Yes: After Department preference; Meets auditing Lead Depart. FIN-027 (Tyler Enterprise ERP) Minimum 7 Yes OD, Ppr S/ I QC&OD standards; GC§34090 years
CaIPERS Reports, PARS Reports, Annual Most recent records are stored on Finance/ Mag, Mfr, Yes: After CaIPERS website; Department Payroll FIN-028 Valuation Reports,Actuarial Valuation Reports, 5 years OD, Ppr S/I QC&OD preference; Retained to match other Annual Employer Statements
auditing periods; GC§34090
Finance/ Checks/Warrant Register Report- Payroll Mag, Mfr, Yes: After Payroll FIN-029 Only 5 years OD, Ppr S/I QC&OD Department preference; GC§34090 Finance/ Mag, Mfr, Yes: After Department preference; GC§34090, Payroll FIN-030 Checks/Warrants-Cancelled- Payroll Only 5 years OD, Ppr S/I QC&OD 26 CFR 31.6001-1 DE-6, DE-7, DE-9 DE-43,W-3, /DE-166, 941 Department preference; IRS:4 yrs after Forms, IRS 5500 Forms(Employee Benefit tax is due or paid; Ca. FTB: 3 years; Finance/ Yes: After
FIN-031 Plans), PERS/FICA/Medicare Adjustments- 5 years Mag, Mfr, S/I IRS Reg§31.6001-1(e)(2), R&T Payroll Quarterly Payroll Tax Returns/OASDI, Federal OD, Ppr QC&OD §19530; 29CFR 516.5-516.6, 29USC Tax Deposits,Adjustments, etc. 436, GC§34090 Department preference; IRS:4 yrs after
tax is due or paid; W-4s are required
four years after the due date of such
Finance/ Separation + Mag, Mfr, Yes: After tax for the return period to which the Payroll FIN-032 Employee Payroll File(may include W-4s) 4 years OD, Ppr S/I QC&OD records relate, or the date such tax is paid,whichever is the later; Ca. FTB:
3 years; IRS Reg§31.6001-1(e)(2),
R&T§19530; 29CFR 516.5-516.6,
29USC 436, GC§34090
Completion
Finance/ Garnishments, Child Support, Court Orders Mag, Mfr, Yes: After Payroll FIN-033 regarding Employee Wages or Expiration OD, Ppr S/I QC&OD Department preference; GC§34090 +7 years
Finance/ Payroll Reports(includes Leave Registers, Mag, Mfr, Yes: After Department preference; (meets Payroll FIN 034 time Transaction Reports, etc.) 5 years OD, Ppr S/I QC&OD municipal government auditing standards); GC§34090
Finance/ Mag, Mfr, Yes: After
Payroll FIN-035 PERS Statements 5 years OD, Ppr S/I QC&OD Department preference; GC§34090 UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 (Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards(audit+4
Finance/ Time Sheets/Time Cards/Overtime Sheets/ Mag, Mfr, Yes: After years); IRS requires 4 years; Ca.
Payroll FIN-036 Overtime Cards/Time Keeping Database 5 years OD, Ppr S/I QC&OD requires 2 yr min.; FTB keeps 3 years; IRS Reg§31.6001-1(e)(2), R&T
§19530; LC§ 1174(d); 29 CFR 516.5;
GC§34090; 8 CCR 11040.7(c); 29
CFR 516.5&516.6(c);
Department preference; IRS:4 yrs after
Finance/ Mag, Mfr, Yes: After tax is due or paid; Ca. FTB: 3 years; Payroll FIN-037 W-2's 5 years OD, Ppr S/I QC&OD IRS Reg§31.6001-1(e)(2), R&T §19530; 29CFR 516.5-516.6, 29USC
436, GC§34090
FINANCE/UTILITY BILLING
Indefinite-
Finance/ FIN-038 Utility Billing Database Minimum 5 Yes Mag, Mfr, S/ I Yes: After Data Fields/Records are interrelated; Utility Billing OD, Ppr QC&OD GC§34090 years
Checks deposited to Bank(City scans them for Follow Bank Mag, Mfr, Yes: After These are bank instruments, and not (Bank) FIN-039 the Bank, rather than physically taking the S/ I Instructions OD, Ppr QC&OD City records; per bank agreement. checks to the bank to deposit them.)
Department preference; Negative credit
information remains on credit reports
for 7- 10 years; Meets auditing
Finance/ Collection Agency Assignments/Unpaid Mag, Mfr, Yes: After standards; City does not Lien property Utility Billing FIN-040 Accounts/Statements 7 years OD, Ppr S/ I QC&OD (Liens are good for 10 years from recording date, and may be extended
by re-recording lien);WC 36729; GC
§34090
When No Preliminary Documents-payments can
Finance/ Payment Stubs/Water Receipts/Utility Mag, Mfr, Yes: After Utility Billing FIN-041 Receipts (when payment is submitted) Longer OD, Ppr S/I QC&OD be made without including the stub; GC Required §34090 et seq.
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 (Admin., / Treasurer, Budget, Business License, Acct., Payroll, Utility Billing) Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Final Mag, Documented or attached to Customer
Finance/ Water Billing: Appeals- Payment Delinquency Yes: After FIN-042 Decision +2 Ppr, Mfr, S/ I Record in database GC§34090; H&S Utility Billing / Impending Discontinuation years OD QC&OD §116908 Water Billing: Non-payment Notices/Notice of Mag, Documented or attached to Customer Finance/ Yes: After
FIN-043 Payment Delinquency/Impending 2 years Ppr, Mfr, S/ I Record in database GC§34090; H&S Utility Billing Discontinuation OD QC&OD §116908 When No Mag, Documented or attached to Customer Finance/ Water Billing: NSF Checks/Adjustments to Yes: After Utility Billing FIN-044 Customer accounts Longer Ppr, Mfr, S/I QC&OD Record in database GC§34090; H&S Required OD §116908
Expiration or Mag, Documented or attached to Customer Finance/ Water Billing: Payment Plans: Amortization, Completion Yes: After Utility Billing FIN-045 Alternative Payment Plans, Deferrals, etc. of Payment Ppr, Mfr, S/I QC&OD Record in database GC§34090; H&S Plan OD §116910
When
Finance/ Water Billing: Policy on Discontinuation of Superseded; Mag, Yes: After Must post to Website; H&S§116906; Utility Billing FIN-046 Residential Service for Nonpayment Minimum 2 PpOD rS/I fr, QC&OD GC§34090 years
Finance/ Water Billing: Report of Annual Minimum 2 Mag, Yes: After Must post to Website; H&S§116918; Utility Billing FIN-047 Discontinuations of Residential Service years PpODr S/I fr, QC&OD GC§34090 UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 (Risk Management)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
HUMAN RESOURCES
Data Fields/Records are interrelated;
Indefinite Contains original Personnel Action Lead Depart. HR-001 Human Resources Database/ERP Minimum 50 Yes Mag, Mfr, S/I Yes:After Entries; 26 CFR 31-6001-1; 29 CFR Database (Tyler Munis) OD, Ppr QC&OD 1602.31 & 1627.3(b)(1), GC§§ 3105, years 12946, 12960, 34090; 53237.2(b), LC
1198.5
Department preference; Instructions state
1095-C, 1094-C (Employer-Provided Health "Generally, keep copies of information Human Mag, Mfr Yes: After returns you filed with the IRS or have the Resources HR 001.5 Insurance Offer/Coverage)/Transmittal 5 years OD, Ppr, S/I QC&OD ability to reconstruct the data for at least 3 Form)
years,from the due date of the returns";
GC§34090
EEOC/ADEA(Age)requires 1 year after
benefit plan termination; Federal law
Duration of the Yes: For requires 6 years after filing date for Human Benefit Plan Documents (CaIPERS, Dental, Mag, Mfr, Yes: After HR-002 Contract+6 Duration of S/I retirement; State Law requires 4 years Resources Vision, etc.) years Contract OD, Ppr QC&OD after personnel actions; 29 CFR 1627.3(b)(2); 29 USC 1027; 28 CCR
1300.85.1; GC§34090
Department preference to match retention
California Civil Rights Department(CRD)/ for personnel files;All State and Federal Human Separation +6 Mag, Mfr Yes: After laws require retention until final disposition Resources HR-003 Department of Fair Employment/Housing years OD, Ppr, S/I QC&OD of formal complaint; State requires 4 years (DFEH/EEOC)Claims/Harassment Claims
after"fully and finally disposed"; 2 CCR
11013(c); GC§§12946, 12960, 34090
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 (Risk Management)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Department preference; Bureau of
Classification/Reorganization Studies(for National Affairs recommends 2 years for Human Minimum 3 Mag, Mfr, Yes:After all supplementary Personnel records; Resources HR-004 employee classifications/department years OD, Ppr S/I QC&OD Wage rate tables are 1 or 2 years; State structures) requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC§§12946, 12960, 34090
Department preference; Bureau of
National Affairs recommends 2 years for
Human Minimum 3 Mag, Mfr, Yes: After all supplementary Personnel records; Resources HR-005 Compensation Surveys/Studies years OD, Ppr S/I QC&OD Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC§§12946, 12960,
34090
Department preference; Statute of
Human Contracts for Investigators(Employees Only) Completion + Yes: Before Mag, Mfr, Yes: After Limitations for contractual obligations is 4 Resources HR-006 Excludes Police 5 years Completion OD, Ppr S/I QC&OD years; CCP§§337. 337.1(a), 337.15, 343; GC§34090
Department preference; Instructions state
"Generally, keep copies of information
Human DE-34 (California EDD Report of New Mag, Mfr, Yes: After returns you filed with the IRS or have the Resources HR-006.5 Employees) 5 years OD, Ppr S/I QC&OD ability to reconstruct the data for at least 3 years,from the due date of the returns";
GC§34090
Human HR-006.7 Deferred Compensation (City Statements) 5 years Mag, Mfr, S/I Yes: After Produced by Deferred Comp. Provider; Resources OD, Ppr QC&OD GC§304090, 26 CFR 31.6001.1 UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 (Risk Management)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
When Transitory or source records not retained Superseded in the ordinary course of business; CHP Human HR-007 DMV Pull Notices (Except for Police) or Mag, Mfr, S/I Yes:After audits every 2 years; Bureau of National Resources Upon OD, Ppr QC&OD Affairs recommends 2 years for all Separation supplementary Personnel records; GC §34090
Human EDD Claims/Forms (Employment Close+5 Mag, Mfr, Yes: After Department preference; meets municipal Resources HR-008 Development Department)/Unemployment years OD, Ppr S/I QC&OD government auditing standards; GC Claims §34090
Department preference to match retention
for personnel files; statute of limitations for
Human Separation +6 Mag, Mfr, Yes:After EEOC/FLSA/ADEA(Age)requires 3 years Resources HR-009 Employee Investigations years OD, Ppr S/I QC&OD for promotion, demotion,transfer, selection, or discharge; State Law requires
4 years; 29 CFR 1602.31 & 1627.3(b)(1),
GC§§12946, 12960, 34090;
Department preference to match retention
for personnel files; statute of limitations for
retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA(Age)requires
Human HR-010 Grievances Separation +6 Mag, Mfr, S/I Yes: After 3 years for promotion, demotion,transfer, Resources years OD, Ppr QC&OD selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1),
GC§§3105, 12946, 12960, 34090; LC
1198.5; 26 CFR 31-6001-1; 53235.2(b);
53237.2(b)
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 (Risk Management)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Required for 1 year from termination or 3
years from hiring,whichever is later;
Human Separation +3 Mag, Mfr, Yes:After EEOC/FLSA/ADEA(Age) requires 3 Resources HR-011 I-9s years OD, Ppr S/I QC&OD years for"any other forms of employment inquiry"; State Law requires 2-3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
Admin./ Minimum Department preference; State Law Job Descriptions/Job Classification/Job Mag, Mfr, Yes: After requires 4 years from any Personnel Board HR-012 Specifications Superseded + OD, Ppr S/I QC&OD Action; 29 CFR 1602.31 & 1627.3(b)(1), Secretary 4 years
GC§§12946, 12960, 34090;
Human HR 013 Labor Relations/Negotiation Notes 10 years Mag, Mfr, S/I Yes: After Department preference; GC§34090 et Resources OD, Ppr QC&OD seq.
Human Litigation Employee Related Mag, Mfr, Yes: After Department preference; GC§34090 et Resources HR-014 (Final Settlement, Records with Significant P OD, Ppr S/I QC&OD seq.
Historical Value)
Human Personnel Board of Review Minimum 2 Mag, Mfr, Yes: After Resources HR-014.5 AGENDAS,AGENDA PACKETS years OD, Ppr S/I QC&OD Department preference; GC§34090 Copies-
Human Personnel Board of Review When No Mag, Mfr, Yes: After Resources HR-014.7 MINUTES, BYLAWS Longer Yes OD, Ppr S/I QC&OD GC§34090.7 Required
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 (Risk Management)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Department preference; consistent with
Personnel Files; EEOC/FLSA/ADEA(Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
Personnel Files-Employee Background requires 4 years; W-4s are required four Human HR 015 File(excluding Police) Separation +6 Yes: Until Mag, Mfr, S/I Yes: After years after the due date of such tax for the Resources Background Files, including LiveScan years Separation OD, Ppr QC&OD return period to which the records relate, Clearance Logs, etc.) or the date such tax is paid,whichever is the later. 26 CFR 31-6001-1; 29 CFR
1602.31 & 1627.3(b)(1), GC§§ 3105,
12946, 12960, 34090; 53237.2(b), LC
1198.5
Department preference; statute of
limitations for retirement benefits is 6
years from last action; State Law requires
Personnel Files-Employee File(Official 4 years; EEOC/FLSA/ADEA(Age) Personnel File) requires 3 years for promotion, demotion, Human Includes Application, Discipline, Evaluations, Separation +6 Mag, Mfr, Yes: After transfer, selection, or discharge; W-4s Resources HR 016 Oaths of Office/Disaster Service Worker years OD, Ppr S/I QC&OD are required four years after the due date Oaths, Policy Acknowledgements„ PAF/ of such tax for the return period to which Personnel Action Forms, etc.) the records relate, or the date such tax is paid,whichever is the later. 26 CFR 31-
6001-1; 29 CFR 1602.31 & 1627.3(b)(1),
GC§§3105, 12946, 12960, 34090;
53237.2(b), LC 1198.5
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 (Risk Management)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Medical Files for all employees are
Separation + required to be maintained at least the Personnel Files-Medical File/Long Term/ 30 years; OR duration of employment plus thirty(30) Short Term Disability Claims Termination of years; Files maintained separately; Claims Human Yes: Until Mag, Mfr, Yes: After HR-017 Medical Records excluding Pre-Employment Benefits + 5 S/I can be made for 30 years for toxic Resources Medical Clearance;ADA Accommodations, years Separation OD, Ppr QC&OD substance exposure; 8 CCR§3204(d)(1) Fit for Duty, etc. (whichever is et seq., 8 CCR 5144, 8 CCR 15400.2; 29 longer) CFR 1910.1020(d)(1)(i), GC§§12946,
12960, 34090
Recruitment/Testing File/NeoGov
Recruitment State Law requires 4 years; EEOC/FLSA Includes Advertisements,Applications for Expiration of /ADEA(Age)requires 1-3 years; 29 CFR Human HR 018 Unsuccessful Candidates, Backgrounds for Eligibility List+ Mag, Mfr, S/I Yes:After 1627.3(b)(1), 29 CFR 1602.14 et seq.2 Resources unsuccessful candidates, Interview Notes, OD, Ppr QC&OD 4 years CCR 11013(c); GC§§12946, 12960,
Job Brochures, Test Data,Testing Analysis/ 34090 statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
Volunteer/Unpaid Intern Applications/ (Age)requires 3 years for promotion, Human Mag, Mfr, Yes: After demotion,transfer, selection, or discharge; Resources HR-019 Agreements Unsuccessful/Pending 3 years OD, Ppr S/I QC&OD State Law requires 2-3 years; 29 CFR Applicants 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1)et seq., GC§§12946, 12960,
34090
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 (Risk Management)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
(Age)requires 3 years for promotion,
Volunteer/Unpaid Intern Applications/ Inactive/ demotion,transfer, selection, or discharge; Human Mag, Mfr, Yes: After
Resources HR-020 Agreements (includes emergency contact Separation +3 OD, Ppr S/I QC&OD State Law requires 2-3 years; retirement information) -Successful Applicants years benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1)et seq., GC§§12946, 12960,
34090; 29 USC 1113
Human Workplace Violence—Hazard identification,
Resources/ Mag, Mfr, Yes: After
Risk HR-021 evaluation, correction, incident logs, 5 years OD, Ppr S/I QC&OD LC§6401.9(f), GC§34090 Management investigations, Training, etc.
HUMAN RESOURCES/RISK MANAGEMENT
Human Accident/Incident Reports(Accidents/
Resources/ Incidents)- MEMBERS OF THE PUBLIC Mag, Mfr, Yes: After Risk HR-022 Employees are Workers Compensation 2 years OD, Ppr S/I QC&OD GC§34090 Management Claims
Human Department preference; Retained to match Resources/ Mag, Mfr, Yes: After
Risk HR-023 Actuarial Reports 5 years OD, Ppr S/I QC&OD meets municipal government auditing Management standards; GC§34090
Human Department preference; Meets municipal Final
Resources/ Yes: Until Mag, Mfr, Yes: After government auditing standards; Statute of Risk HR-024 Claim for Damages/Claims Against the City Resolution +5 Resolution OD, Ppr S/I QC&OD Limitations is 4 years; CCP§§337 et seq., Management years 343; GC§34090, UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 (Risk Management)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Human Department preference; Covers longest Resources/ Insurance Policies- Yes: Until Mag, Mfr, Yes: After possible statute of limitations; CCP§337 Risk HR-025 General Liability,Workers Compensation P Paid OD, Ppr S/ I QC&OD et seq.; 8 CCR§3204(d)(1)et seq., 8 CCR Management 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i); GC§§911.2, 34090
Human Department preference; Covers statute of Resources/ Insurance Policies- Yes: Until Mag, Mfr, Yes: After Risk HR 026 Property, Fire,Theft,etc. P Paid OD, Ppr S/I QC&OD limitations for contracts; CCP§337 et Management seq.; GC§34090
Human OSHA requires 5 years; State law requires Resources/ Mag, Mfr, Yes: After
Risk HR-027 OSHA Citations/Inspections 5 years OD, Ppr S/I QC&OD 2 years; 8 CCR§3203(b)(1), OMB 1220- Management 0029; GC§34090; LC§6429c Human OSHA requires 5 years; State law requires Resources/ Mag, Mfr, Yes: After
Risk HR-028 OSHA Logs-200, 300, 301, 301A 5 years OD, Ppr S/I QC&OD 2 years; 8 CCR 14300.33(a), 8 CCR Management §3203(b)(1), GC§34090.7; LC§6429c Medical Files for all employees are
Separation + required to be maintained at least the Human 30 years; OR duration of employment plus thirty(30) Termination of years; Files maintained separately; Claims Resources/ Yes: Until Mag, Mfr, Yes: After Risk HR-029 Respiratory Fit Tests Benefits + 5 Separation OD, Ppr S/I QC&OD can be made for 30 years for toxic Management years substance exposure; 8 CCR§3204(d)(1) (whichever is et seq., 8 CCR 5144, 8 CCR 15400.2; 29 longer) CFR 1910.1020(d)(1)(i), GC§§12946,
12960, 34090
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 (Risk Management)
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Human
Resources/ Safety Committee/Safety Steering Mag, Mfr, Yes:After Department preference; GC§34090 et Risk HR-030 Committee 5 years OD, Ppr S/I QC&OD seq.
Management
Human OSHA requires 5 years; State law requires Resources/ Mag, Mfr, Yes: After 2 years; 8 CCR§3203(b)(1), 29 CFR Risk HR-031 Safety Investigations 5 years OD, Ppr S/I QC&OD 1904.33, OMB 1220-0029, 8 CCR Management 14300.33; GC§34090 et seq.; LC§6429c Human Subrogation Claims:/Property Damage Final
Resources/ Claims/Restitution/Recovery of Damages Mag, Mfr, Yes: After Risk HR 032 to City Property/City's Invoices to Insurance Resolution +2 OD, Ppr S/I QC&OD Department preference; GC§34090 Management Companies years
.
Separation +
30 years; OR Department preference; Files maintained Human separately; Claims can be made for 30 Workers Compensation Claims(Includes all Termination of Resources/ HR-033 Accident, Incident,/Injury Reports from Benefits + 5 Yes: Until Mag, Mfr, S/I Yes:After years for toxic substance exposure; 8 CCR Risk Employees) years Separation OD, Ppr QC&OD §3204(d)(1)et seq., 8 CCR 5144, 8 CCR Management 15400.2; 29 CFR 1910.1020(d)(1)(i), GC (whichever is §§12946, 12960, 34090
longer)
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
INFORMATION TECHNOLOGY
When No Used for Disaster Recovery Purposes
Information IT-001 Backups/Computer Disaster Recovery Longer Yes Mag. Only; Considered a copy and can be Technology Backups Required destroyed when no longer required; GC §34090 et seq.
Information Enterprise System Catalogue (Listing of When Technology IT-002 Enterprise-wide Software, posted on line- Superseded Mag. GC§34090 et seq.
SB 272)
Information When No Preliminary documents not retained in the Technology IT-003 Network Configuration Maps/Plans Longer Mag. ordinary course of business; GC§34090 Required et seq.
Recordings: AUDIO Recordings: All Public
Meetings -City Council, Parking Authority, 30 days, or Public Financing Authority,former After Minutes Department preference;Audio Required Redevelopment Agency, Successor Agency,
Information are for 30 days; GC§54953.5(b);video Technology IT-004 Oversight Board, City Council Advisory Approved, Mag recordings of meetings are required for 90 Committee, Building Appeals Board, Finance whichever is days; GC§34090.7 Committee, Library Board, Personnel Board Laster
of Review, Public Works Committee,
Planning Commission,
Recordings: VIDEO Recordings: All Public
Meetings -City Council, Parking Authority,
Public Financing Authority,former Department preference;Audio Required Information Redevelopment Agency, Successor Agency, Minimum 10 for 30 days; GC§54953.5(b);video Technology IT-005 Oversight Board, City Council Advisory Mag years recordings of meetings are required for 90 Committee, Building Appeals Board, Finance days; GC§34090.7 Committee, Personnel Board of Review,
Public Works Committee, Planning
Commission
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-2 Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
UNALTERABLE MEDIA/IMMUTABLE Follows For legal compliance for Trustworthy MEDIA(Cloud Immutable Backup)/ Electronic Records (when the electronic Retention of
Information IT-006 (WORM/DVD-r/CD-r/Blue Ray-R/ Official OD record serves as the official record); must Technology Optical Disk)/other unalterable media that Electronic be stored in a"safe and separate does not permit additions, deletions,/ Record location"; GC 34090, 12168.7, EVC 1550, changes 2 CCR 22620 et seq.
Recordings-Video Recordings -Regular/
Ongoing operations/Building Security
Information (e.g. Police Holding Cell/Evidence Room Records regular and ongoing operations Technology IT-007 recordings) 1 year Mag or Building Security; GC§34090.6 et seq, See City Clerk's schedule for City Council
Video Recordings
Recordings-Video Recordings-Public When No
Information IT-008 Areas/Public Activity(Does not record Longer Mag Does not record regular and ongoing Technology operations; GC§34090.6 et seq, regular/j ongoing operations) Required
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-1 Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? _
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
LIBRARY
Indefinite-
Library LIB-001 Library Systems: LIMS Database (Library Minimum 2 Yes Mag, Mfr, S I I Yes: After Data is interrelated; GC§34090 Information System) OD, Ppr QC&OD
years
Board of Library Trustees/Library Board Minimum 2 Mag, Mfr, Yes: After Library LIB-002 AGENDAS,AGENDA PACKETS years OD, Ppr S/ I QC&OD Department preference; GC§34090 Copies-
Board of Library Trustees /Library Board When No Mag, Mfr, Yes: After City Clerk LIB-003 MINUTES, BYLAWS Longer Yes OD, Ppr S/I QC&OD GC§34090.7 Required
Minimum 2 Mag, Mfr, Yes: After
Library LIB-004 Disruptive Patrons years OD, Ppr S/I QC&OD GC§34090 Library LIB-005 California State Reports for Libraries 2 years Mag, Mfr, S/I Yes: After GC§34090 OD, Ppr QC&OD
Library LIB-006 Complaints/Compliments 2 years Mag, Mfr, S/I Yes: After GC§34090 OD, Ppr QC&OD
Library LIB-007 Facility Rental/Use Applications/Permits 2 years Mag, Mfr, S/I Yes: After GC§34090 OD, Ppr QC&OD
When No Mag, Mfr, Yes: After Preliminary Drafts/Content Not Library LIB-008 Flyers for Library Programs Longer S/I OD, Ppr QC&OD Substantive; GC§34090
Required
Grants: LSCA(Library Services/Construction),
LSTA(Library Services/Technology), SLRC
(State Literacy Resource Centers), CLLS Final Per California State Library Records Library LIB-009 (California Library Literacy Services); CLSA Expenditure Mag, Mfr, S/I Yes: After Management Program Requirements (California Library Services Act)/PLF(Public + 5 years OD, Ppr QC&OD (April 27, 1998); GC§34090 Library Foundation), WIOA(Workforce
Innovation/Opportunity Act Title II:Adult
Education/Literacy).
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-2 Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? _
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
When No Mag, Mfr, Yes: After Department preference(the database is Library LIB 010 Library Card Applications Longer OD, Ppr S/I QC&OD the original record); GC§34090 Required
Library LIB-011 Photo Releases 2 years Mag, Mfr, S/I Yes: After Department preference; GC§34090 OD, Ppr QC&OD
Library LIB-012 Program Registrations(with Waivers) 2 years Mag, Mfr, S/I Yes: After GC§34090 OD, Ppr QC&OD
When No
Reports, Notices for Fines, Overdue Books Mag, Mfr, Yes: After Department preference(the database is Library LIB-013 (Created by Database) Longer OD, Ppr S/I QC&OD the original record); GC§34090 Required
Department preference(Courts treat
volunteers as employees);
Inactive/ EEOC/FLSA/ADEA(Age)requires 3
Volunteers/Waivers that are NOT retained in Mag, Mfr, Yes: After Library LIB-014 Human Resources Separation + OD, Ppr S/I QC&OD years for promotion, demotion,transfer, 3 years selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC§§12946,
34090
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Image: Destroy
Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
POLICE/ADMINISTRATION/OFFICE OF THE CHIEF OF POLICE
CCW Applications/Renewals (Carry
Police/Admin./ Mag, Mfr, Yes: After Department preference; GC§ 34090 et Chief PD-001 Concealed Weapon Applications/Permits)- 2 years OD, Ppr S/ I QC&OD seq.
UNSUCCESSFUL/DENIED
CCW Applications/Renewals (Carry
Police/Admin./ Expiration +2 Mag, Mfr, Yes: After Department preference; GC§34090 et Chief PD-002 Concealed Weapon Applications/Permits) years OD, Ppr S/I QC&OD seq.
SUCCESSFUL/APPROVED
When Transitory or source records not retained Superseded in the ordinary course of business; CHP Police/Admin./ Mag, Mfr, Yes:After audits every 2 years; Bureau of National Chief PD-003 DMV Pull Notices(Police Department Only) Uporon OD, Ppr S/I QC&OD Affairs recommends 2 years for all Separation supplementary Personnel records; GC §34090
Emergency Operations Plan (includes
Police/Admin./ When Mag, Mfr, Yes: After Chief PD-004 Office of Emergency Management/ Superseded Yes(all) OD, Ppr S/I QC&OD GC§34090 Homeland Security)
Police/Admin./ Mag, Mfr, Yes: After Department preference; meets Chief PD-005 False Alarm Billing 5 years Yes(all) OD, Ppr S I I QC&OD municipal government auditing standards; GC§34090
Overtime Sheets/Overtime Cards/Time
Police/Admin./ Keeping Database(ESS) Minimum 2 Mag, Mfr, Yes: After Payroll is the Office of Record for final Chief PD-006 years OD, Ppr S/ I QC&OD timecards; GC§34090.7 Police Department Only
Send to
Human Personnel Files: Includes original Oaths of Human Mag, Mfr, Yes: After Send to Human Resources after Resources PD-007 Office/Disaster Service Worker Oaths, Resources OD, Ppr S/I QC&OD Separation; GC§34090 copies of Performance Appraisals, etc. Upon
Separation
Policies/Procedures/Lexipol/Operation
Police/Admin./ Superseded +2 Mag, Mfr, Yes: After Department preference; GC§34090 et Chief PD-008 Directives/General Orders(Department years OD, Ppr S I I QC&OD seq.
Policies/Procedures)
Police/Admin./ Mag, Mfr, Yes: After
Chief PD-009 Press Releases- Police Only 2 years OD, Ppr S I I QC&OD GC§34090 UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Image: Destroy
Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Police/Admin./ Reports/Studies- Historical (e.g. Mag, Mfr, Yes: After Department preference; GC§ 34090 et Chief PD-010 Department Annual Reports) P OD, Ppr S/ I QC&OD seq.
Reports to State/Federal Agencies: Report
to POST Commission of peace officer
employment, compliant,finding, disposition,
Police/Admin./ Mag, Mfr, Yes: After
Chief PD-011 /judgement pursuant to§PC 13510.9, etc. 2 years OD, Ppr S/I QC&OD GC§34090 et seq.
Report of data regarding the number,type,/
disposition of complaints made against its
officers
POLICE/ADMINISTRATIVE SERVICES
Police/Admin. PD-012 Canine(Police Service Dogs) Program Separation +2 Mag, Mfr, S/I Yes: After Department preference; GC§34090 et Services Files: Service Animal Files years OD, Ppr QC&OD seq.
Department preference; State Law
Personnel Files/Background Files requires 4 years; EEOC/FLSA/ADEA Police/Admin. Successful Volunteer Applicants (Cadets, Separation +4 Yes: Until Mag, Mfr, Yes: After (Age)requires 3 years for promotion, Services PD-013 Explorers, CERT, Chaplains, Reserves, years Separation OD, Ppr S/I QC&OD demotion,transfer, selection, or etc.) discharge; ; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC§§12946, 12960,
34090; 29 USC 1113
Department preference; State Law
Personnel Files/Background Files requires 4 years; EEOC/FLSA/ADEA Police/Admin. Unsuccessful Volunteer Applicants Yes: Until Mag, Mfr, Yes: After (Age)requires 3 years for promotion, Services PD-014 4 years S/I demotion,transfer, selection, or (Cadets, Explorers, CERT, Chaplains, Separation OD, Ppr QC&OD discharge; ; 29 CFR 1627.3(b)(i), 29 Reserves, etc.) CFR 1602.14; GC§§12946, 12960, 34090; 29 USC 1113
Police/Admin. Mag, Mfr, Yes: After
Services PD-015 Public Information 2 years OD, Ppr S/ I QC&OD GC§34090
POLICE/ADMINISTRATIVE SERVICES/EVIDENCE AND PROPERTY
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Image: Destroy
Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? _
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Police/Admin. Indefinite-
Services/ PD-016 Property/Evidence Database Follows the Yes Mag, Mfr, S/I Yes: After Department preference (data is Evidence& Retention of the OD, Ppr QC&OD interrelated); GC§34090 Property Evidence
Police/Admin. Follows the
Services/ Yes: After
PD-017 Crime Report Photos Retention of the Mag, Mfr, S/I Department preference; GC§34090 Evidence& Evidence OD, Ppr QC&OD
Property
Police/Admin.
Services/ Gun/Narcotics Destruction Log Mag, Mfr, Yes: After Evidence& PD-018 (Documents related to) 2 years OD, Ppr S/I QC&OD GC§34090 Property
Police/Admin.
Services/ PD 019 Property/Evidence Logs/Destruction 2 years Mag, Mfr, S/I Yes: After GC§34090 Evidence& Authorizations OD, Ppr QC&OD Property
Police/Admin.
Services/ PD 020 Recordings:Video Recordings-Evidence 1 year Mag GC§34090.6 et seq, Evidence& Room
Property
Police/Admin. Recordings: Video Recordings- Department preference; Records regular Services/ PD-021 Temporary Holding Cell (Juveniles/ 2 years Mag and ongoing operations; GC§34090.6 et Evidence& Adults) seq,
Property
Police/Admin.
Services/ Safekeeping: Lost/Found Property Mag, Mfr, Yes: After Evidence& PD-022 (Documents related to) 2 years OD, Ppr S/ I QC&OD GC§34090 Property
dilll POLICE/ADMINISTRATIVE SERVICES/INVESTIGATIONS When No
State of Alcoholic Beverage Control Licenses/ Mag, Mfr, Yes: After California/ABC PD-023 Permits/ABC Permit Applications Longer OD, Ppr S/ I QC&OD Not a City record Re uired
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Image: Destroy
Office of Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? _
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Files contain criminal intelligence
information concerning an individual only
if there is reasonable suspicion that the
individual is involved in criminal conduct
Police/Admin. or activity and the information is relevant Services/ PD-024 Criminal Intelligence Files Last Entry+5 Mag, Mfr, S/I Yes: After to that criminal conduct or activity.
Investigations years OD, Ppr QC&OD Misleading, obsolete or unreliable information is required to be destroyed;
remaining records must not be retained
longer than 5 years; 28 CFR 23.20(h);
GC§34090
Police/Admin. Transferred into Mag, Mfr, Yes: After Transfer all Official Reports to Records Services/ PD-025 Detectives Investigation Files/Arrest Files Record's Crime OD, Ppr S/I QC&OD to be placed in the Crime Report Files.
Investigations Report Files
Police/Admin. Informant information; Does not contain Minimum 2 Mag, Mfr, Yes: After criminal intelligence information Services/ PD-026 Informant Files S/I years OD, Ppr QC&OD concerning individuals; Department Investigations
preference; GC§34090
Police/Admin. Expiration +2 Mag, Mfr, Yes: After Department preference; GC§34090 et Services/ PD-027 Licenses: Bicycle, Massage, etc. S/ I years OD, Ppr QC&OD seq.
Investigations
Police/Admin. Minimum 5 Mag, Mfr, Yes: After Department preference (registration Services/ PD-028 Registrants: Gang Adults S/I Investigations years OD, Ppr QC&OD pursuant to PC 186.30(a)); GC§34090 Police/Admin. Registrants: Gang Adults-Shared Gang 5 years After Mag, Mfr, Yes: After 11 CCR 773.8; 11 CCR 774.7; GC Services/ PD-029 S/ I
Databases/CalGang/Written Attestations Last Reset OD, Ppr QC&OD §34090 Investigations
Police/Admin. 3 years, or Department preference (registration Sealing Date+ Mag, Mfr, Yes: After pursuant to PC 186.30(a)); Records are Services/ PD-030 Registrants: Gang Juveniles S/ I 5 years, or OD, Ppr QC&OD destroyed pursuant to W&I §781;GC Investigations
Court Order §34090
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Image: Destroy
Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? _
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Police/Admin. Registrants: Gang Juveniles Shared 3 years After Mag, Mfr, Yes: After 11 CCR 774; 11 CCR 774.7; GC Services/ PD-031 Gang Databases/CalGang/Written S/ I Last Reset OD, Ppr QC&OD §34090
Investigations Attestations
Department preference;After 2021,
Police/Admin. P, Offenders can petition Court for removal Registrants: Sex Offender Registrations: Mag, Mfr, Yes: After Services/ PD-032 Adults or Death of OD, Ppr S/I QC&OD 10 or 20 years after offense, provided Investigations Registrant there are no subsequent offenses; Pursuant to PC§290 et seq.
P or Sealing Department preference;After 2021, Date+5 years
Police/Admin. Offenders can petition Court for removal Services/ PD 033 Registrants: Sex Offender Registrations: (or Court Mag, Mfr, S/I Yes: After 10 or 20 years after offense, provided Investigations Juveniles Order), or OD, Ppr QC&OD there are no subsequent offenses; Death of
Registrant Pursuant to PC§290 et seq.
POLICE/CODE ENFORCEMENT
Code Enforcement/Abatement Case Files
(Includes Citations, Notice of Violations,
Police/ Code Photos,/Code Enforcement Complaint Minimum 2 Yes: Until Mag, Mfr, Yes: After Enforcement PD 034 Letters) years Resolution OD, Ppr S/I QC&OD Department preference; GC§34090 Send any Liens to the City Clerks
Hearing Officer Determinations/Appeals of
Police/ Code Minimum 2 Mag, Mfr, Yes: After Enforcement PD-035 Code Enforcement Actions- Includes Audio years OD, Ppr S/I QC&OD Department preference; GC§34090 Recordings
Police/ Code Notice of Violations ./Code Enforcement Minimum 2 Mag, Mfr, Yes: After PD-036 Citations/Reminder Notices S/I Department preference; GC§34090 Enforcement years OD, Ppr QC&OD
POLICE/OPERATIONS/COMMUNICATIONS/CAD/DISPATCH
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Image: Destroy
Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Department preference; as of 2025, 911
recordings for domestic violence and
other specified crimes-if any-are
Police/ Recordings:Audio Recordings required to be provided to a victim or Operations/ (CAD/RMS) Recordings of Telephone/ representative for 5 years upon PD-037 2 years Yes Mag request. Commission on State Communi- Radio Communications Dispatch Tapes Mandates has not determined if this cations (CAD)/911 Recordings requirement is an unfunded state mandate; legally mandated for 100 days;
(civil suits may be filed up to 365 days);
GC§§34090, 34090.6; FC§6228
POLICE/OPERATIONSjPatrol,Traffic,etc.)
Police/ Minimum 2 Mag, Mfr, Yes: After Department preference; GC§34090 et Operations PD-038 Ops Plans (Fourth of July, etc.) years Yes OD, Ppr S/ I QC&OD seq.
Police/ Yes: After
PD-039 PAS Device Calibration Logs 2 years Mag, Mfr, S I I GC§34090 et seq.
Operations OD, Ppr QC&OD
When No Preliminary drafts(the timecard/
Police/ Yes: After
PD-040 Patrol Schedules Longer Mag, Mfr, S/I timesheet is the final); GC§34090 et Operations Required OD, Ppr QC&OD seq.
Police/ Recordings: Automated License Plate When No Does not record regular and ongoing Operations PD-041 Readers(ALPR) Longer Mag operations; GC§34090.6 et seq, CC Required §1798.90.53(b)(2)(G);
Police/ Recordings: Drone(Unmanned Aerial When No Does not record regular and ongoing Operations PD 042 Vehicle) Longer Mag operations; GC§34090.6 et seq, Required
Police/ Recordings:Video Recordings-Public When No Does not record regular and ongoing Operations PD 043 Areas/Public Activity Longer Mag operations; GC§34090.6 et seq, Required
Police/ Yes: After
PD-044 Ride-A-Long Waiver Form 2 years Mag, Mfr, S/I GC§34090 et seq.
Operations OD, Ppr QC&OD
Police/ Yes: After
PD-045 Speedometer Calibration Logs 2 years Mag, Mfr, S/I GC§34090 et seq.
Operations OD, Ppr QC&OD
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Image: Destroy
Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Police/ Life of the Mag, Mfr, Yes: After Department preference; GC§34090 et Operations PD-046 Traffic Control: Radar Calibration Records Equipment OD, Ppr S/ I QC&OD seq.
Police/ Minimum 2 Mag, Mfr, Yes: After Operations PD-047 Traffic Control: Radar Trailer Surveys, etc. years OD, Ppr S/I QC&OD GC§34090 et seq.
POLICE/SPECIAL SERVICES/ANIMAL SERVICES
Police/Special Indefinite Department preference-used for Services/ PD-048 Animal Services Databases (Chameleon) Minimum 3 Yes Mag, Mfr, S/l Yes:After locating animals; 3 years is required; FA Animal Services years OD, Ppr QC&OD §32003(e), PC§597.1(d); GC§34090 et seq.
Police/Special Mag, Mfr, Yes:After Department preference; GC§34090 et Services/ PD-049 Administrative Hearing Minutes/Decisions 10 years S/I OD, Ppr QC&OD seq.
Animal Services
Police/Special Animal Services Cases (Bite Reports, Minimum 3 Mag, Mfr, Yes:After 3 years is required; FA§32003(e), PC Services/ PD-050 S/I
Cruelty, etc.) years OD, Ppr QC&OD §597.1(d); GC§34090 et seq.
Animal Services
Police/Special Mag, Mfr, Yes:After
Services/ PD-051 Animal Trap Agreements 2 years OD, Ppr S/I QC&OD GC§34090 et seq.
Animal Services
Police/Special Department preference; may contain Services/ PD-052 Citations/Notice of Violations-Animals 2 years Mag, Mfr, S/I Yes:After felony charges(DA determines); GC Animal Services OD, Ppr QC&OD §34090 et seq.
Police/Special When No Transitory records not retained in the Services/ PD-053 Citizens Service Logs Longer Mag, Mfr, S/I Yes: After ordinary course of business; GC§34090 Animal Services Required OD, Ppr QC&OD et seq.
Police/Special Date of Mag, Mfr, Yes: After Required for 2 years after inventory or Services/ PD-054 Controlled Substance Inventory/Records Inventory+2 OD, Ppr S/I QC&OD transaction; 21 CFR§1304.04, 1310.04 Animal Services years
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Image: Destroy
Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Police/Special Mag, Mfr, Yes:After Department preference; GC§34090 et Services/ PD-055 Daily Activity Reports 3 years S/I OD, Ppr QC&OD seq.
Animal Services
Covers various statute of limitations; 3
Police/Special years is required; 1 year is required for Services/ PD-056 Impound Records/ Transportation Records 3 years Mag, Mfr, S/I Yes:After the transportation of dead animals; FA Animal Services OD, Ppr QC&OD §32003(e), PC§597.1(d); CCP§337 et. seq., 3 CCR 1180.15; GC§34090
Police/Special Minimum 3 Mag, Mfr, Yes: After Services/ PD-057 Public Nuisance Cases (barking dogs, etc.) years Yes OD, Ppr S/I QC&OD GC§34090 et seq.
Animal Services
Police/Special Record of All Efforts to Contact Owner Mag, Mfr, Yes:After FA§§31108.3 and 31752.1; GC§34090 Services/ PD-058 and/or Microchip's Primary Registrant 2 years OD, Ppr S/I QC&OD et seq.
Animal Services
Police/Special Mag, Mfr, Yes:After
Services/ PD-059 Return to Owner Records 2 years OD, Ppr S/I QC&OD GC§34090 et seq.
Animal Services
Prescriptions are required for 3 years;
drug inventories are required for 2 years
Police/Special after inventory or transaction; Suppliers Services/ PD-060 Veterinary Drugs/Prescriptions 3 years Mag, Mfr, S/I Yes:After of Hemodialysis drugs&devices are Animal Services OD, Ppr QC&OD required to keep their records 3 years; 16 CCR 1790; 21 CFR§1304.04,
1310.04; B&P 4199(b)
Police/Special Treatment Records(Vaccination records, Mag, Mfr, Yes:After 3 years is required; FA§32003(e), PC Services/ PD-061 medical treatments, etc.) 3 years Yes OD, Ppr S/I QC&OD §597.1(d); GC§34090 Animal Services
POLICE/SPECIAL SERVICES/PROFESSIONAL STANDARDS&TRAINING UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Image: Destroy
Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Department preference; State Law&
Police/ POST requires 4 years; EEOC/FLSA/ Background Files-Successful Employee ADEA(Age)requires 3 years for Professional Separation +4 Yes: Until Mag, Mfr, Yes: After Standards& PD-062 Applicants/Volunteers (Employees, years Separation OD, Ppr S/ I QC&OD promotion, demotion,transfer, selection, Training including Reserves) or discharge; ; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC§§12946, 12960,
34090; 29 USC 1113
State Law requires 4 years; EEOC/
Police/ FLSA/ADEA(Age)requires 3 years for Background Files-Unsuccessful
Professional Mag, Mfr, Yes: After promotion, demotion,transfer, selection, Standards& PD-063 Employee Applicants/Volunteers 4 years OD, Ppr S/I QC&OD or discharge; State Law requires 4 Training (Employees, including Reserves) years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC§§12946,12960, 34090
Complaints against Peace Officers- Internal
Affairs Investigations WITH Sustained
Finding of Misconduct based on the
following Penal Codes: Unreasonable or
Excessive Force (PC§832.7(b)(1)(A);
Police/ Failure to Intervene Against Excessive Final Professional Force(PC§832.7(b)(1)(B)); Sexual Assault Mag, Mfr, Yes: After Standards& PD-064 Involving a Member of the Public(PC§ Disposition + OD, Ppr S/I QC&OD PC§§832.5(b), 832.7; GC§34090 15 years
Training 832.7(b)(1)(D)); Dishonesty—Perjury, False
Statements, Falsifying Reports or Evidence
(PC§832.7(b)(1)(C); Discrimination or
Prejudice Based on Protected Status(PC§
832.7(b)(1)(F)); Unlawful Arrest or Unlawful
Search (PC§832.7(b)(1)(G))
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Image: Destroy
Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Consistent with Lexipol Policy; State
requires for at least 5 years for
complaints by members of the public;
other State& Federal laws require
Police/ retention until final disposition of formal Complaints against Peace Officers- Internal Final Professional Mag, Mfr, Yes: After complaint; State requires 4 years after Standards& PD-065 Affairs Investigations WITHOUT Sustained Disposition +5 OD, Ppr S/I QC&OD action is taken; Statute of Limitations is Training Finding of Misconduct years 4 years for misconduct after the discovery of the offense for misconduct
in office; EVC§1045, GC
§§12946,12960, 34090, PC§§801.5,
803(c), 832.5, 832.7,VC§2547
Police/ Department preference; consistent with Recordings: Body-Worn Cameras— Lexipol policies (review, supervisory Professional PD-066 Accidental Recordings Reviewed and After Approval Mag, authorization, and documentation Standards& Approved for Deletion (Non-evidentiary) required); PC§832.18 et seq. GC Training
§34090.6 et seq.
Police/
Professional PD-067 Recordings: Body-Worn Cameras—LOGS P Ma PC§832.18(b)(5)(E); GC§34090.6 et Standards& of Access/Deletion of Data g' seq.
Training
Police/ Recordings: Body-Worn Cameras-that Follows Professional ARE evidence, Officer Involved retention for PC§832.18(b)(5)(B)&(C); GC§34090.6 Standards& PD-068 Shootings/Detention/Arrest/ Evidence, Mag, et seq.
Minimum 2
Training Complaints years
Police/ Department preference (law
Professional Recordings: Body-Worn Cameras-that
Standards& PD-069 are NOT evidence 1 year Mag, recommends 60 days); PC§ Training 832.18(b)(5)(A); GC§34090.6 et seq.
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Image: Destroy
Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder.
HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).
Police/ Reviews: On-Duty Traffic Accidents, Use of
Professional Mag, Mfr, Yes: After Department preference; GC§§12946, Standards& PD-070 Force,Vehicle Pursuits- Not as a result of 2 years OD, Ppr S/I QC&OD 12960, 34090 Training a complaint from a member of the public
Police/
Professional STOP Source Data,Audit Log/Racial/ Mag, Mfr, Yes: After 11 CCR 999.228; 11 CCR 999.229; GC Standards& PD-071 Identity Profiling Act(RIPA)Annual Report 3 years OD, Ppr S/M/I QC&OD §§12525.5, 34090 Training
Police/
Professional Traffic Safety Committee(employees)- Mag, Mfr, Yes: After Standards& PD 072 Findings 2 years OD, Ppr S/M/I QC&OD GC§34090 Training
Department preference; Rosters are
sent to POST; OSHA requires safety
Police/ Training-Department Training Records - training 5 years; EEOC/FLSA/ADEA Professional EMPLOYEE FILE Separation + 5 Mag, Mfr, Yes: After (Age)requires 3 years for promotion, Standards& PD-073 years OD, Ppr S/I QC&OD demotion,transfer, selection, or discharge; State Law requires 2-3
Training Training Certificates/Training Records years; 8 CCR§3203 et seq., 29 CFR 1602.31 , LC§6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Rosters are sent to POST; OSHA
Training-Presented by City Staff- requires safety, Ethics, Harassment& Department Training Records-COURSE Workplace Violence training 5 years; Police/ RECORDS EEOC/FLSA/ADEA(Age)requires 3 Professional PD-074 Minimum 5 Mag, Mfr, S/I Yes: After years for promotion, demotion, transfer, Standards& (Attendance Rosters, Sign-in Sheets, years OD, Ppr QC&OD selection, or discharge; State Law Training Outlines/Materials; includes Ethics, requires 4 2-3 years; 8 CCR§3203 et Harassment,Workplace Violence, Safety seq., 29 CFR 1602.31 , LC§6429(c); Training, Tailgates) GC§§12946,12960, 34090, 53235.2(b), 53237.2(b); LC§6401.9(f)
UPLAND, CA. ©1995-2025 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: