City of Brentwood
Home PageContact Us!Back

City Administration

2010 Council Goals and Strategic Plan | City Council Members | Calendar of Events | Elections
eNotification | Sub-Committees| Pledge of Allegiance Sign Ups | Invocation Sign Up
Live Streaming Council Meeting | Streaming PC Help |
Streaming Mac Help |

Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 17

Meeting Date: August 10, 2004

Subject/Title: Approve a Resolution amending Resolution No. 96-208 thereby establishing a revised Records Retention Schedule.

Prepared by: Cynthia Garcia, Assistant City Clerk

Submitted by: Karen Diaz, City Clerk/Director of Administrative Services

RECOMMENDATION
Approve a Resolution amending Resolution No. 96-208 thereby establishing a new Records Retention Schedule for the Police Department and a revised Records Retention Schedule for the Finance and City Clerk Departments.

PREVIOUS ACTION
On May 10, 1983, Resolution No. 83-19 was adopted implementing Council Policy 00-4 and the City’s Records Retention Program. On December 10, 1996, Resolution No. 96-208 amended the City’s Records Retention Program and approved the Records Retention Schedule.

BACKGROUND
The purpose of the retention guide is to establish a pattern for the orderly transfer or destruction of records on a continuing basis. When the City Council adopted the City Records Retention Guide, the State of California had not yet established the Local Government Records Retention Program to provide archival support to local agencies. The City has an obligation to create and maintain documents in accordance with government laws and regulations and accepted records management practices. Currently, items not listed in the City’s Records Retention Guide may be destroyed with written consent of the City Attorney and approval of the City Council by resolution. Obsolete records had recently been addressed in Resolution No. 2004-114, adopted May 25, 2004 and 2004-142, adopted June 22, 2004, since they needed to be approved by the legislative body in order to be destroyed. A current records retention program will provide a procedure whereby records that have served their purpose and are no longer required may be transferred or destroyed. The revised Records Retention Schedule will include the City Clerk’s Office, Finance and Police Departments.

FISCAL IMPACT
None.

Attachment:
Resolution

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AMENDING RESOLUTION NO. 96-208 THEREBY ESTABLISHING A NEW RECORDS RETENTION SCHEDULE FOR THE POLICE DEPARTMENT AND A REVISED RECORDS RETENTION SCHEDULE FOR THE FINANCE AND CITY CLERK’S DEPARTMENTS.

WHEREAS, Resolution No. 83-19 was adopted on May 10, 1983 and established a records retention program, known as Council/Administrative Policy No. 00-4; and

WHEREAS, Resolution No. 96-208 was adopted December 10, 1996 and amended the City’s Records Retention Program as adopted by Resolution No. 83-19; and

WHEREAS, the City of Brentwood has an obligation to create and maintain documents in accordance with government laws and regulations and accepted records management practices; and

WHEREAS, the purpose of the retention schedule is to establish a pattern for the orderly transfer or destruction of records on a continuing basis; and

WHEREAS, the Secretary of State of the State of California established the Local Government Records Retention Program for the purpose of establishing guidelines for local government records retention and provide archival support to local agencies; 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 Brentwood wishes to implement said program in regard to the protect and preservation of City documents; and

WHEREAS, the retention schedule will be amended periodically as updates are made available from the Secretary of State and will be reviewed by the City Attorney and Department Heads.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BRENTWOOD RESOLVES AS FOLLOWS:

Section 1. The City Council does hereby approve and direct the implementation of the records retention schedule established by the Local Government Records Program.

Section 2. That copies of the records retention schedules for the Police Department, Finance Department and City Clerk’s Office are available and on file in the City Clerk’s Office and are incorporated herein by reference and made a part of this Resolution as Exhibits A, B and C.

Section 3. That the Police Department, Finance Department and City Clerk’s Office shall be authorized to destroy the records.

Section 4. That this resolution shall become effective immediately upon its passage and adoption.

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

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 10 day of August, 2004 by the following vote:

Request for Authority to Destroy Obsolete Records
City Clerk’s Department

List of Record:

Submitted by: _______________________________
Department Head

Approved by: _______________________________
Dennis Beougher, City Attorney

Dated: August 10, 2004

LEGEND
Records Retention

AC = Active AD = Adoption
AU = Audit CL = Closed/Completion
CY = Current Year DOB = Date of Birth
E = Election L = Life
P = Permanent S = Supersede
T = Termination

CITATIONS
B&P = Business and Professions
H&S – Health & Safety
CAC = California Administrative Code
HUD – Housing and Urban Development
CCP – Code of Civil Procedure OSHA – Occupational Safety & Health Act

CCR – Code of California Regulations
PC – Penal Code
CEQA – California Environmental Quality Act POST – Police Officers Standards Training

CFR – Code of Federal Regulations UFC – Uniform Fire Code

EC – Election Code USC – United States Code

FMLA – Family & Medical Leave Act, 1993
WIC – Welfare & Institutions Code
GC – Government Code

Exhibit A
POLICE DEPARTMENT – RECORDS RETENTION SCHEDULE

Record Series Retention Citation or Code Description
Administrative Files CY + 2 GC34090
Accounting/Cash Reconciliation CY + 2 GC34090
Alarm Records CY + 2 GC34090
Claim Files CL + 6 PC 832.5 Claim copy, correspondence, photographs supporting documents relative to incidents involving the Police Department filed by citizens.
Correspondence – Routine (e.g. Administrative, Chronological, General Files, Letters, Memorandums, Miscellaneous Reports, Reading, Working Files, Include employee staff meeting agendas & rosters etc.) CY + 2 GC 34090
Department Manual S Changes to manual are recorded in the General Orders (permanent)
Emergency Management Mutual Aid, Strategic S + 2 GC34090
Equipment
Communication T + 2 GC34090 Retained until termination of equipment use; manuals, instructions, procedures
Inventory S + 2 GC34090 Listing of equipment assigned to division, to whom it is assigned
Grants – Successful (Applications, Reports, and Financial Information) CY + 4 HUD 2228.2 rev-3, 24 CFR 85.42 & 570.502(b), 29 CFR 97.42; GC 34090 Uniform, Admin. Requirements for Grants to Local Government are 3 years from expenditure report; HUD requires 4 years
Grants – Unsuccessful (Applications, Correspondence) CY + 2 GC 34090
Press Release CY + 2 GC 34090

POLICE DEPARTMENT – RECORDS RETENTION SCHEDULE

Record Series Retention Citation or Code Description
Reports
Activity CY + 2 GC34090 Weekly/monthly/quarterly/annual activity/statistical reports by division. Retain only one form for retention period.
Chemical Emissions CY + 2 GC34090
SWAT After Action Reports/ Operational Plans CY + 2 GC 34090 Department Preference
Work Schedules CY + 5 29 CFR 516.6(1), 29 CFR 1602.14; GC 34090 Department Preference; EEOC’s basis requirement is 1 year after action; Bureau of National Affairs recommends 2 years for work schedules; Timesheets are required for 2 years
Administrative
Investigations: Both
Sustained and Not
Sustained (No Action) CL + 2 GC 34090
PC 832.5
EVC 1045
GC 12946
PC 801.5; 803 (c)
VC 2547 Internally initiated complaints/Investigations; includes complaint, reports, findings. State requires 2 years after action is taken; Statute of Limitations is 4 years for misconduct.
Administrative/Internal Investigations: Both Sustained and Not Sustained (No Action) CL + 5 PC 832.5
EVC 1045
GC 12946
PC 801.5; 803 (c)
VC 2547 Initiated by citizen complaints; includes complaint, reports, findings. All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years for misconduct
Internal Investigations: Officer involved shootings / Shooting Review CL + 25 GC34090 Consistent with IA and Statewide Guidelines
Asset Forfeiture
Investigations/
Proceedings
Case File CL + 2 GC34090
Notifications CY + 2 GC34090 To legal property owner prior to case filing that property is subject to asset forfeiture proceedings. If case is filed, notification becomes part of forfeiture case file.
Case Files
Homicide
Investigator’s File P PC 799
Court
Subpoena Log CY + 1 GC34090.7 Printouts of daily court scheduling
Tracking System Records CY + 2 GC34090 Database records subpoena number, officer name, case number, defendant name, district attorney name, court, information disposition
Property/Receipt/
Evidence/Disposition sheets (Original Report Retention) Attach to Property Report, file with original report (OR) in Records Division

POLICE DEPARTMENT – RECORDS RETENTION SCHEDULE

Record Series Retention Citation or Code Description
Fingerprint
Applicant Files T + 2 GC34090 Paperwork authorizing fingerprinting and background checks for city employment applications and business license applicants
Suspect Finger Print & Inked/Palm Cards AC + 20 Department Preference; Persons booked into detention facility; Transmitted to Department of Justice
Records
Latent Finger/ Palm prints Appropriate PC Section 1) Retain for applicable case statute limitation; 2) or until evidence in case is destroyed; hard copy and digitized
Suspect,
Adult/Juvenile CL (Closed/
Completion) Adults/juveniles suspected of a crime, taken for comparison. Destroy after original purpose achieved.
Report—Dealer Record of Sales, (DROS) Guns, Sales Duplicate CY + 6 mo. GC 34090.7 Dealer required to file duplicate with agency. California Department of Justice, Office of Record
Gun Dealers
CY + 6 PC 12070 Applications, Monthly Gun Audits, Applications Denied, Stolen. California Department of Justice, Office of Record
Informant Files T+10 Legal notifications, identification information, payment information, activities information.
Jail
Daily Logs CY + 6 GC34090 Daily report of bookings/releases, transfers, transportation
Inspection Files CL + 6 Inspections by various agencies
Licenses
Bicycle CY + 2 GC34090
Bingo, Mace CY + 2 GC34090
Business License Administrative Files T + 1 GC34090
Duplicate (Pink),
Secondhand Dealer, Pawn Brokers CY + 2 GC34090 Original to licensee, Blue duplicate to DOJ, Pink duplicate retained by agency; renewals issued annually by local agency
Logs
Auto Theft S
Case Assignment CY + 1
Daily Activity CY + 2 GC34090
Officer Patrol Log CY + 2 GC 34090 Daily activity of incidents not reported by use of official report
Report Summary CY + 2 GC34090 Report numbers, types, names, dates retained for research value
Juvenile Detention Log CY + 2 GC34090 Logs document juvenile processing for CYA
Property Control CY + 2 GC34090 Logs items coming into and going out of property room

POLICE DEPARTMENT – RECORDS RETENTION SCHEDULE

Record Series Retention Citation or Code Description
Rap Sheet CL + 2 GC34090 Requests for criminal history
Pawn Slips/Tickets (Pawn Broker/
Secondhand dealer) CY + 3 B & P 21628 Sales, slips. Dealer required to file duplicate with agency
Photographs Crime Scene, Registrant/Applicant, Photo file, Accident. Retain according to practical and functional association.
(Negatives) T GC34090 Assigned DR number, retained as form of evidence, destroyed at same time evidence for associated case is destroyed
Inmates (Negatives) CY + 20 By Prisoner number
Registration Files, Arson, Sex and Narcotics P PC 290 et esq. Fingerprint Card, photo, information also forwarded to DOJ. If released from California Youth Authority, records are destroyed after age 25 or sealing pursuant to W&I 781
Arrest/Conviction H&S Section 11357(b), (c), (d), (e) or H&S Section 11360(b) violations (Occurring after January 1, 1996) CY + 2 (Mandatory destruction from date of conviction or date of arrest with no conviction) H&S 11361.5 Applicable to convictions occurring after January 1, 1996 or arrests not followed by a conviction occurring after January 1, 1996; Exception: H&S 11357(e), the record shall be retained until a juvenile offender attains the age of 18 years, then destroyed pursuant to 11361.5
Arrest/Conviction H&S Section 11357(b), (c), (d), (e) or H&S Section 11360(b) violations (Occurring before January 1, 1996) Mandatory destruction (Upon notice from Dept. of Justice H&S 11361.5(c) Applicable to convictions occurring prior to January 1,1996 or arrests not followed by a conviction occurring prior to January 1, 1996 for violations of H&S Code 11357, 11364, 11365, and 11550
Crime Reports:
Felony Crimes
With or Without Arrests See descriptor PC 800
PC 801 Prosecution for an offense punishable by imprisonment in state prison for eight years or more must commence within 6 years after offense commission. Commencement of prosecution defined in PC 804. Exception: See PC 803 – Tolling/Extension of time periods; Appeals process and “Three Strikes” also considerations in assigning retention.
Crime Reports: Mental Cases (Except Multiple Entry and Last Entry is Less Than 2 years CL + 2 GC 34090 Prior to December 31,1991
Crime Reports: Mental Cases (With 72 hour Holds) CY + 5 GC 34090 After January1,1992

POLICE DEPARTMENT – RECORDS RETENTION SCHEDULE

Record Series Retention Citation or Code Description
Crime Reports: Missing Person & Runaway Juvenile Reports (Cleared) CY + 2 GC 34090
Crime Reports: Missing Person & Runaway Juvenile Reports (Unsolved) Until Located GC 34090

Crime Reports:
Misdemeanors, Infractions, Traffic Collisions / Non-Fatal Accidents, Incidents, Marijuana Less Than 28.5 Grams

CL + 2

GC34090 H&S 11361.5; PC 802, VC 2547

No arrests, identifiable property or missing persons (See: Note 1) Provided there are no outstanding warrants, deaths, and it is not classified, under PC800 &290 and H&S 11850; Statute of Limitations is 2 years; Destroy juvenile marijuana after age 18 (See: Note 1)
Citations: Misdemeanor Traffic or Criminal CL + 2 GC 34090, PC 802 No arrest, identifiable property of missing persons (See Note 1)
Crime Reports: “Detention Only” Retainable Arrest CL +2 GS34090, PC 802 Provided there are no outstanding warrants, deaths, and it is not classified under PC 800 & 290 and H&S 11850; Statute of Limitations is 2 years
Crime Reports:
Stolen Vehicles, No Convictions Until Recovered (Minimum CY + 3) Department Preference
Crime Reports: Vehicles, Stored or Impounded CY + 2 GC 34090,PC & VC 10650(c) State Law requires only 1 year from storage; Seized Property limitation is 1 year
Crime Reports: Bodies- Natural Death CL + 2 PC 187, 800 et seq.
Crime Reports: Felonies - Except Homicide, Juvenile, Child Abuse. Sexual Assault CY + 10 PC 800 & 290 and H&S11850
PC 187, 800 et seq. Provided that there are no outstanding warrants, deaths and it is not classified under PC 800 & 290 and H&S 11850; Statute of Limitations is up to 6 years; Other Cities show 3-l0 years;

POLICE DEPARTMENT – RECORDS RETENTION SCHEDULE

Record Series Retention Citation or Code Description
Crime Reports: Domestic Violence & Abuse of elder or a dependent adult. CY + 10 EC 1109 Recommended by the Contra Costa County District Attorney’s Office. All reports adjudicated or not. Defined 13700 PC, 15610.07 W&I.
Crime Reports: Unsolved Rape, and Fatal Accidents P PC 187,800 et seq. Department Preference

Felony Capital Crimes, Crimes Punishable by Death, Life Imprisonment or without Statute of Limitations, Supplemental reports of above.
P
No limitation on commencement of action; PC 26l, 286, 288, 288a, 288.5, 289, 289.5 and 799
No statutory limitation for prosecution. Includes murder, Falsification of Public Records, kidnapping for ransom, Unsolved Child or Elder Abuse and Neglect, Misuse of Public funds, treason, procuring execution by perjury, train wrecking, assault with a deadly weapon by a life-term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death. Sexual Assault Cases: Recommendation of Contra Costa County District Attorney’s Office (1109 E.C.)PERMANENT RETENTION (243.4,261,261.5,262,264.1,266c,269,286,288,288a,288.2,288.5,289,311.2,311.3,311.4,
311.10, 311.11,314,647.6 and 220 PC
Records of Deceased
Persons CY + 1 & 1 mo. GC34090 After the reported date of death.
Records of Homicide
Victims CY + 10 & 1 mo. GC 34090 After the date of the homicide.
Weapons, Lost/Stolen, Serialized, If No Activity From Date of Report And CLETS Purge Until Found Penal Code & GC 34090 Department Preference
Department of Justice Validation Lists CY + 2 GC 34090 Information Received by the Department of Justice
Department of Justice Purge Notifications When no longer required GC 34090 Non-Records
Destruction
Guns P
Narcotics P
Dissemination Records (Computerized or written): List of Agencies That Have Received Information CY + 3 PC 11078; CCR 707(c) Attorney General’s Determination

POLICE DEPARTMENT – RECORDS RETENTION SCHEDULE

Record Series Retention Citation or Code Description
Disposition of Arrest/ Court Action Retention determined by action taken; i.e., recordable arrest of detention (released no arrest)
False Alarm Reports CY + 2 GC34090
Non-Criminal Occurrences CY + 2 GC34090 Injured or sick persons; missing persons where person has been returned; traffic collision reports not used as the basis for criminal charges
Property Original Until case is adjudicated/disposition determined Copy retained in records case file
Range Inventory S + 2 GC34090 Quarterly reports of inventories of weapons and ammunition held by Department Range
Reports CY + 2 GC34090 Arrest & Citation Register; Arson Offenses; Crimes Against Senior Citizens; Death in Custody; Domestic Violence; FBI include Return A/Supp; Hate Crime Incidents; Homicide Reports, Supp.; Officers Killed or Assaulted; Original to FBI – DOJ Uniform Crime Reports
Statistical (Crime Analysis) CY + 2 GC34090 Internally generated information using activity logs, citizen calls, current and past crime statistic reports, finance dept. expenditure and budget records; citations, crime reports, accident reports, permits, receipts. Reports created for variety of purposes including increases/decreases in criminal activity, officer workload, deployment, time usage

POLICE DEPARTMENT – RECORDS RETENTION SCHEDULE

Record Series Retention Citation or Code Description
Statistical Uniform Crime Reports (UCR) mandatory to DOJ (LEIC); FBI include Return A/Supplement; Supplementary Homicide Report; Law Enforcement Officers Killed or Assaulted; Monthly Return of Arson Offenses Known to Law Enforcement; Number of Violent Crimes Committed Against Senior Citizens; Monthly Report of Domestic Violence Related Calls for Assistance; Monthly Arrest and Citation Register; Monthly Hate Crimes Incidents; Death in Custody Reporting. CY + 2 GC34090 Originals sent to FBI, DOJ
Research Project Files CL + 2 GC34090 May include request forms, background materials, staff reports, final project reports, and supporting data
Sealed
Adult Found
Factually Innocent Mandatory destruction upon and pursuant to Court Order PC 851.8 General provision: Upon petition, records of agency must be sealed and destroyed in accordance with the provisions set by court record; exceptions.

Sealed Juvenile Cases

Sealing Date + 5

WIC 826 (a) & (b)
WIC 781(a), GC34090

Upon petition, local law enforcement records within WIC 826(b) may be destroyed as ordered by the court, if related probation and juvenile court records have been destroyed by the probation officer. Records involving arrests, detention and/or petitioning juvenile before juvenile court. Statute of Limitations runs up to age of majority + 8 years; Sealing for Juveniles and Wards of the Court retained for 5 years.
Tapes
Audio, Telephone and Radio Communications CY + 180 days GC34090.6 Exception: Recordings used as evidence in a criminal prosecution or claim filed or litigation or potential claims and litigation shall be preserved for 100 days after conclusion of the court action

POLICE DEPARTMENT – RECORDS RETENTION SCHEDULE

Record Series Retention Citation or Code Description
Warrants
Felony Established by the Courts Contra Costa County Superior Court, Office of Record
Misdemeanor
Criminal Established by the Courts Contra Costa County Superior Court, Office of Record
Served Established by the courts Contra Costa County Superior Court, Office of Record
Unserved (local) Established by the courts Contra Costa County Superior Court, Office of Record
Warrants
Traffic Established by the Courts Contra Costa County Superior Court, Office of Record
Cards, Field Interview CL + 2 GC34090
Citations
11357(e) H&S,
Juvenile CL + 2 11361.5 H&S
11357b H&S, 11357c H&S, 11360b H&S violations CL + 2 11361.5 H&S * “CA Admin Code, Chapter 1, Title II, Sec. 708
Cite and Release CL + 2 GC34090
California Vehicle Code Infractions (Duplicates) CY + 2 GC34090 Original is forwarded to court
Parking/Traffic (Duplicates) CY + 2 GC34090.7 Originals are forwarded to court after agency processing; includes citations electronically created
Transmittals CY + 2 GC34090 Listing of citations forwarded to court, filed for reference
Equipment
Radio Logs (Communication) CY + 2 GS34090 Documents problems, malfunctions, resolution to provide equipment performance history
General Orders P
Patrol Requests
(Correspondence) CY + 2 GC34090 From citizens for patrol presence
Radar Calibration Records T + 2 GC34090 Documentation of Radar instruments retained during use/ownership
Vehicle
Assignment Reports S Record of assignment
Down Reports CY + 1 Printouts reporting which vehicles are down for repair, maintenance, etc.
Repossession/ Private Impounds CY + 2 GC34090
Service Schedules S GC34090

POLICE DEPARTMENT – RECORDS RETENTION SCHEDULE

Record Series Retention Citation or Code Description
Vests, Bulletproof Letters CY + 2 GS34090 Authorization to purchase
Weapons, Database P Departmentally-owned weapons, personal weapons, alternate weapons, secondary handguns; produces inventory reports
Concealed Weapons Permits (CCW) CL + 2 GC 34090
Equipment
Inventory/
Sign-out Cards T GC 34090
Grievance Files CL + 2 GC34090 Grievance filed by employees, supporting documentation. Human Resources, Office of Record. All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken.
Investigations,
Background CL + 3 GC 12946, 34090; 29 CFR 1672.3(a)(5) and (6), 8 CCR 11040.7(c) Unsuccessful Applicants. Eligibility Lists are 1 year and can be extended 1 year; EEOC/ FLSA/ ADEA(Age) requires 3 years; State Law requires 2-3 years. Human Resources, Office of Record.
Background, Hired P Include original reports re: PC 832.5 investigations. Human Resources, Office of Record.
Background-Volunteers and Reservists T + 3 GC 34090 Retained for administrative value. Human Resources, Office of Record.
Restraining Orders, Emergency Protective Orders, Temporary Restraining Orders, Legal Stipulations, Orders After Hearing CY Destroy after law enforcement actions described in PC 273.5, 273.6, 646.9, 12028.5, 13700 and Family Code Sections 6380-6383 are fulfilled and effective date of restraining order has expired.

Parades & Special Events File

CL + 4

GC34090

Reports, memos, correspondence, scripts, supplier information, assignments, deployments, supporting documentation. Statute of Limitations any “…liability founded upon an instrument in writing” or not specifically provided for is 4 years; GC 34090, CCP 337, 343
Alcohol Beverage License Application Files
CY + 2
GC34090 Approval process

POLICE DEPARTMENT – RECORDS RETENTION SCHEDULE

Record Series Retention Citation or Code Description
Taxi Permit Expiration + 2 GC 34090
Training Courses: Firearms and Field

GC 12946, 34090; 29 CFR 1672.3(b) (ii), CCR 3204 (d) (1) et seq. Claims can be made for 30 years for toxic substance exposure; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection or discharge; State Law requires 2-3 years
Training Bulletins P
Event Files CY + 2 GC 34090 Correspondence, Brochures, promotional materials, info on speakers, guests supporting documents
Lesson Plans Range CL + 15 GC 34090 Scope, content, time period of courses
Personnel
(by name) T + 7 GC 34090 Paperwork documenting officer’ internal and external training
Schedules, Range CY + 2 GC 34090 Daily, weekly, monthly schedules of training events at range.

Revised-July 2004

Note 1: The destruction of felony, misdemeanor and infraction Crime/Supplemental Reports is permitted providing:

1. They do not relate to an unadjudicated arrest except for H&S 11357 or H&S 11360 violations;
2. They do not relate to unserved warrants;
3. They do not involve identifiable items which have not been recovered;
4. They do not relate to PC 290, PC 457.1, or H&S 11590 registrants;
5. The do not relate to violations listed in PC Sections 799 and 800;
6. The cases are not presently involved in either a civil or criminal litigation.

Exhibit B
FINANCE DEPARTMENT – RECORDS RETENTION SCHEDULE

RECORD SERIES RETENTION CITATION DESCRIPTION
ACCOUNTING
Accounts Payable AU + 4Y GC 34090 Invoices, check copies, supporting documents
Accounts Receivable AU + 4Y GC 34090
Applications CL + 2Y GC 34090 Utility connections, disconnects, registers, service
Assessment Districts P GC 34090 Collection information; original documentation files w/municipal clerk
Bank Reconciliation AU + 5Y GC 34090; 26 CFR 16001-1 Statements, summaries for receipts, disbursements & reconciliation
Billing Records AU + 2Y GC 34090 Customer name, service address, meter reading, usage, payments, applications/cancellations
Budget Adjustments
/Journal Entries AU + 2Y GC 34090 Account transfers
Checks AU + 5Y GC 34090; CCP 337 Includes payroll, canceled & voided checks
Deposits/Receipts AU + 4Y GC 34090; CCP 337 Checks, coins, currency
Invoices AU + 2Y GC 34090 Copies sent for fees owed, billing, related documents
Journals - Utility Billing CY + 2Y GC 34090 Billing including monthly activity
Ledger - General P GC 34090; * * CCP 337
ADMINISTRATIVE SERVICES
Budget Documentation AU + 2Y GC 34090 Documents used for the preparation of budgets including budget requests and justifications
Budget Operating (copies) S GC 34090 Departmental reference
Budget - Proposed CY + 2Y GC 34090 Presented to Council
Budget - Adopted P GC 34090
Policies & Procedures, Departmental S GC 34090(d)
Reports
Departmental AU + 2Y GC 34090 Special/or final summary, review or evaluation
Staff AU + 2Y GC 34090 Non-agenda related, includes supporting documentation
CIP
Capital Improvement Projects CL + 10Y CC 337.15
FIXED ASSETS
Inventory AU + 4Y GC 34090; 26 CFR 301 65-1(F) Reflects purchase date, cost, account number
Inventory - Information Systems S + 2Y GC 34090 Hardware/software inventory logs; systems manuals

FINANCE DEPARTMENT – RECORDS RETENTION SCHEDULE

Surplus Property - Auction AU + 2Y GC 34090 Listing of property
Surplus - Disposal AU + 4Y GC 34090; CCP 337 Sealed bid sales of equipment
RECORD SERIES RETENTION CITATION DESCRIPTION
Vehicle Ownership & Title L VC 9900 et seq. Title transfers when vehicle is sold
GRANTS
Comm. Dev. Block Grant & Urban Dev. T + 4Y GC 34090; 24 CFR 570.502, 24 CFR 85.42; * Applications , reports, contracts, supporting documents
*OMB Cir. A-102, A-110, A-128
Federal & State CL + 5Y GC 34090 Applications, reports, contracts, supporting documents; refer to grant app. close-out procedure
Financial Records CL + 5Y GC 34090 Refer to grant application close-out procedure
Unsuccessful CL + 2Y GC 34090 Applications not entitled
LICENSES
Business T + 4Y GC 34090; CCP 337 Paid & reports
PAYROLL
Adjustments AU + 4Y GC 34090 29 CFR 516.5-516.6 Audit purposes
Employee Time Sheets AU + 6Y GC 34090; 29 CFR 516.2; * Signed by employee for audit & FEMA reports
*29 CFR 516.6(1); IRS Reg. 31.6001-1 (e)(z); R&T 19530; LC 1174 (d)
PERS Employee Deduction Reports T + 4Y GC 34090 Record of deductions
(PERS) *26 CFR 31.6001-1; 29 CFR 516.5, 516.6; LC 1174 (d)
Register P GC 34090; GC 37207 Labor costs by employee & program
Salary Records T + 3Y GC 34090; 29 CFR 516.2 Deduction authorization, beneficiary designations, unemployment claims, garnishments
PURCHASING
Bids, RFQ's, RFP's AU + 4Y GC 34090; CCP 337; * RFQ's & RFP's regarding goods & services
*GC 25105-1; GC 34090
Successful AU + 5Y GC 34090; CCP 337; * Successful bids which weren't awarded contract
*GC 25105-1; GC 34090
Unsuccessful CY + 2Y GC 34090; CCP 337; * Bids which didn't meet City requirements
*GC 25105-1; GC 34090
Requisitions - Purchase Orders AU + 4Y GC 34090; CCP 337 Original documents
Requisitions - Stores CY + 2Y GC 34090 Completed forms for ordering
Vendor Register P GC 34090 Alpha vendor listing of purchase orders, invoices, account numbers & check date

FINANCE DEPARTMENT – RECORDS RETENTION SCHEDULE

REPORTS
Audits P GC 34090
Deferred Compensation T + 5Y GC 34090; 26 CFR 16001-1; * Records of employee contributions & city payments
*29 CFR 1627.3(2)

RECORD SERIES RETENTION CITATION DESCRIPTION
Federal and State Tax AU + 4Y GC 34090; 29 USC 436; * Forms 1096, 1099, W-4's & W-2's
*26 CFR 31.6001.1-4; IRS REG 31.6001-1(e)(2); R&T 19530; 29 CFR 516.5-516.6
Financial - Annual P GC 34090.7
Investment Transactions P GC 34090; CCP 337; GC53607 Summary of transactions, inventory & earnings report
Labor Distribution AU + 2Y GC 34090 Costs by employee & program
State Controller P GC 34090
Utility Rebates CY + 2Y GC 34090
TREASURER
Bank Statements AU + 2Y FC 3368, 30210; GC 43900 et seq. Financing authority
Bonds - Account Statements CL + 10Y GC 34090; CCP337.5 Monthly statement of transactions
Bonds - Administration CL + 10Y GC 34090; CCP 337.5 Supporting documents
Bonds/Coupons CL + 2Y GC 34090; GC 53921 Paid/canceled
INFORMATION SYSTEMS
Internet/World Wide Web S + 2Y GC 34090 Management/policies and supporting documentation
Program Files
/Directories - Annual Backup CY + 2Y GC 34090; GC 34090.7
Program Files
/Directories - Daily Backup CY + 2 MOS GC 34090; GC 34090.7
Program Files
/Directories - Monthly Backup CY + 1Y GC 34090; GC 34090.7
Program Files
/Directories - Weekly Backup CY + 6 MOS GC 34090; GC 34090.7
Tapes CY + 2Y GC 34090 System generation

Exhibit C
CITY CLERK – RECORDS RETENTION SCHEDULE

RECORD SERIES RETENTION CITATION DESCRIPTION
GENERAL

Abandonment
CL + 2 GC 34090 d Relinquishment of rights and fee title
Abandonment
P GC 34090 a Buildings, Condemnation, Demolition
Acquisition/Disposition
(Real Property)
CL + 10 GC 34090 a;
GC 6254 Supporting documents re: sale, purchase, exchange, lease or rental of property by City
Agendas CY + 2 GC 34090
Agendas/ePackets P GC 34090 Original agenda and special meeting notices, including certificates of posting, original summaries, original communications and action agendas for Council, Boards and Commission
Agenda reports/staff reports CY + 2 GC 34090 (d) Documentation received, created and/or submitted to Council
Annexation Records P GC 34090 a
Appeals CY + 2 Admin
Applications, Boards, Commissions, Committees CL + 2 GC 34090 Not Selected
Applications, Boards, Commissions, Committees T + 5 GC 34090; GC 40801 Selected
Appraisals CY + 4 GC 34090
Articles of Incorporation P GC 34090; CCP 337.2
Assessment Districts
Formation
Financial Documents
Notice of Assess Dist
Notice of Amend Asse
Lien
P GC 34090 Collection information; Original documentation files with City Clerk. Includes formation, financial documents, Notice of Assessment District, Notice of Amended Assessment Lien
Bids & Proposals (Unsuccessful) CL + 2 GC 34090d
Bids & Proposals (Successful) CL + 4 Admin
Bonds (Development)
(Letter of Credit) CL + 10 CCP 337.5
Admin Housing; Industrial Development
Bonds (Security)

CL + 2 GC 34090 Documentation created and or received in connection with the performance of work/services for the City or for parcel maps and subdivision work
Bonds (Fidelity)
City Employees T + 2 Admin City Employees
Commendations/
Proclamations CY + 4 Admin

CITY CLERK – RECORDS RETENTION SCHEDULE

RECORD SERIES RETENTION CITATION DESCRIPTION
Contracts and Agreements
(excluding Capital Improvements)
T + 5 CCP 337.2, 343; B & P 7042.5; PU7685; 48 CFR:2;
GC 53066 Includes leases, equipment, services or supplies
Contracts and Agreements
(including Capital Improvements) P Construction
GC 37090a; 4004; H & S 19850
Correspondence CY + 2 GC 34090 d Working documentation
Deeds & Promissory Notes P GC 34090 a * *24 CFR 570.502(b)(3); 24 CFR 8.42 & OMB Circ. SA-110
Development Agreements P CCP 337, 337.(a), 337.15;
GC34090; 4
8 CFR 4.703 Infrastructure contracts, franchises. Original maintained for 7 years.
Development Standards P GC 34090 a Landscape mediums, parkway landscape development public works construction
Easements P GC 34090 a
Eminent Domain
Judgments P GC 34090
Franchises P GC 65864, 65869.5, 34090
CCP 337.2, 343
AC 16023 Including subdivision agreements, contracts for sale or purchase of property, cable grant of easements and/or involving construction of improvements
General Administrative
Policies & Procedures S + 2 GC 34090; 40801 All Administrative policies and procedures
General Subject Files CY + 2 GC 34090 d Internal working files including correspondence
Historic Preservation Inventory/Data P GC 34090 d Historic structure & Landmarks
Inventory, Records CY + 2 GC 34090;
80 OPS
Atty Gen 106 Inventory of non-current or inactive records holdings and location, indices. Tapes may be recycled.
Legislation –Other Agencies Destroy when no longer relevant
Legal Advertising
Affidavits of publication
Public Hearings CY + 4 CCP 343, 349 et seq.; GC 911.2; GC 34090 Includes public notices, legal publications
Liens P GC
Logs & Indexes
Filing System Index S Admin

CITY CLERK – RECORDS RETENTION SCHEDULE

RECORD SERIES RETENTION CITATION DESCRIPTION
Lot Line Adjustments P GC 34090
Maddy Act Compliance CY + 4 Admin
Minutes P GC 34090
Municipal Code P GC 34090 Supplements included
Notices, Meeting CY + 2 GC34090.7, 54960.1 (c) (1) Special meetings
Opinions S + 2 GC 34090;
GC 6254 Confidential
Ordinances P GC 34090 (d) 40806 Municipal Code
Petitions CY + 1 GC 50115;
GC 6253 Submitted to legislative bodies
Policies, City Council P Admin City Council
Public Financing Authority – Administration P GC 34090
Public Financing Authority – Financial Records P GC 34090, 40802, 53901
Public Financing Authority – Management Reports 2 GC 34090
Public Information
Brochures, publications, newsletter, bulletins S + 2 GC 34090
Public Information
City Calendar CY + 2 GC 34090
Public Information
Media Relations CY + 2 GC 34090 Includes cable, newspaper, radio, message boards, presentations
Public Information
Press Releases CY + 2 Admin
Public Records Request CL + 2 GC 34090
Records Management CL + 2 GC 34090 Document includes retrieval, transfers – inactive
Records Management Disposition Certification P GC 34090 Documentation of final disposition or records
Records Retention Schedules S + 4 CCP 343
Reference, Resource Materials Admin Destroy when no longer relevant
Resolutions P GC 34090 d Destroy when no longer relevant
Rosters of Local Officials Council, Agency and all others
Special Districts P GC 34090 a Supporting documents re: Improvement, lighting, underground utility, bonds, taxes & construction
Tapes, audio
Public meetings CY + 3 mo. GC 34090.7 When used for minute preparation.
Tapes video
Public meetings P Admin When used for minute preparation and may have historical value.

CITY CLERK – RECORDS RETENTION SCHEDULE

RECORD SERIES RETENTION CITATION DESCRIPTION
Title to Real Property P GC 34090 a *
Uniform Code Books
Building, Electrical, Fire, Mechanical, Plumbing & Supplements P GC 34090 e
ELECTIONS
Applications, absentee ballots and envelopes E + 5 EC 17505;
EC 17302 From date of election
Ballots - Proposition 218
Assessment Districts P California Constitution Article XIII Property related fees (Assessment Ballot proceeding)
Calendar E + 2 CG 34090
Candidate Statements
Successful
Unsuccessful
E + 4
E + 2
Admin Sample ballot retained permanently
History P GC 84090 History of elections, sample ballots, certificates of destruction, other resolutions re: elections
Nomination Papers
Successful
Unsuccessful
E + 4
E + 2
EC 17100
GC 81009 (b)
Notifications and publications E + 2 GC 34090 Proof of publication or posting, certification and listing of notice of posting; copy of newspaper notice and certification of offices to be voted for at forthcoming election
Oaths of Office
Elected T + 6
GC 34090; 29 USC 1113
Oaths of Office
Non-Elected T + 1 Admin Non elected and others
Petitions – Notice of Intent to circulate petitions
Referendums .75
(8 months) EC 17200, 17400; 7253.5; EC 14700 and GC 3756.8
From date of filing or election; initiative, referendum, recall, Charter Amendments
NOT A PUBLIC RECORD

FAIR POLITICAL PRACTICES COMMISSION
FPPC opinions CL + 5 Administration/Campaign Statements and Conflict of Interest
Campaign disclosure, Elected P CG 81009 (b) (g) FPPC filings
Campaign disclosure,
Not Elected E + 5 GC 81009 (b) FPPC filings
Campaign disclosure unsuccessful (all other committees) E + 7 GG 81009 FPPC filings
Statement of Economic Interest – Elected Officials T + 7 GC 81009 (e) FPPC Filings
Statement of Economic Interest – Not Elected E + 5 GC 81009 (b) FPPC Filings

CITY CLERK – RECORDS RETENTION SCHEDULE

RECORD SERIES RETENTION CITATION DESCRIPTION
RISK MANAGEMENT

Accident/Incident
Reports – City
CY + 2 GC 34090 Reports and related records
Bonds, Insurance
P CCP 337.2; 343 Bonds and Insurance policies insuring City property and other assets
Claims, Damage
CL + 5 GC 34090;
Admin Paid/Denied
Insurance Certificates P GC 34090 Insurance certificates filed separately from contracts, includes insurance filed by licensees
Insurance/Liability/Property P GC 34090 May include liability, property, Certificates of Participation, deferred, use of facilities
 

City Administration
City of Brentwood City Council
150 City Park Way
Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov