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Home My WebLink AboutReso 2016-033 - Records Retention Schedule rescinding Resos 2007-200 & 2014-117RESOLUTION NO. 2016-033 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDDING RESCINDING RESOLUTION NUMBERS 2007-200 AND 2014-117 AND ADOPTING A NEW CITY-WIDE RECORDS RETENTION SCHEDULE WHEREAS, Government Code Section 34090 and Section 60200 et seq. set forth certain legal requirements relating to the management and retention of certain municipal records including the permanent retention of certain records and the destruction of other public records that are no longer required for public business; and WHEREAS, Government Code Section 12236 requires the Secretary of State to establish, publish, update and maintain, on a permanent basis, guidelines for local government records retention; and WHEREAS, on October 16, 2007, the City Council adopted Resolution No. 2007-200 adopting a City-wide Records Retention Schedule as part of the City's centralized Records Management Program and amended on December 2, 2014, by Resolution No. 2014-117; and WHEREAS, the City retained the services of Diane Gladwell of Gladwell Governmental Services, Inc. to assist in reviewing the Records Retention Schedule with various departments/divisions to ensure that it is up-to-date and in compliance with various statutory requirements; and WHEREAS, following the completion of the review process, the new Records Retention Schedule has been reviewed and approved by both the consultant and the City Attorney. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Redding hereby rescinds Resolution Nos. 2007-200 and 2014-117 and adopts a new Retention Schedule, and authorizes the City Clerk, in cooperation with the City Attorney, to amend said Records Retention Schedule as may be necessary from time -to -time, and to destroy City of Redding records which have met legal retention requirements in accordance with the Records Retention Schedule. I HEREBY CERTIFY that the foreping resolution was introduced, read, and adopted a regular meeting of the City Council on the 5` day of April, 2016, by the following vote: AYES: COUNCIL MEMBERS: Cadd, Schreder, Sullivan, Weaver, & McArthur NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None ABSTAIN: COUNCIL MEMBERS: None . MISSY McA THYJR, Mayor ATTEST: FORM APPROVED: 6` PAMELA MIZE, Cit Jerk BARRY eWALT, City Attorney O� P 01 \iFOF`� CITY OF BEDDING RECORDS RETENTION SCHEDULE Adopted April 5, 2016 Resokition No. 2016-033 RESOLUTION NO. 2016-033 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDDING RESCINDING RESOLUTION NUMBERS 2007-200 AND 2014-117 AND ADOPTING A NEW CITY-WIDE RECORDS RETENTION SCHEDULE WHEREAS, Government Code Section 34090 and Section 60200 et seq. set forth certain legal requirements relating to the management and retention of certain municipal records including the permanent retention of certain records and the destruction of other public records that are no longer required for public business; and WHEREAS, Government Code Section 12236 requires the Secretary of State to establish, publish, update and maintain, on a permanent basis, guidelines for local government records retention; and WHEREAS, on October 16, 2007, the City Council adopted Resolution No. 2007-200 adopting a City-wide Records Retention Schedule as part of the City's centralized Records Management Program and amended on December 2, 2014, by Resolution No. 2014-117; and WHEREAS, the City retained the services of Diane Gladwell of Gladwell Governmental Services, Inc. to assist in reviewing the Records Retention Schedule with various departments/divisions to ensure that it is up-to-date and in compliance with various statutory requirements; and WHEREAS, following the completion of the review process, the new Records Retention Schedule has been reviewed and approved by both the consultant and the City Attorney. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Redding hereby rescinds Resolution Nos. 2007-200 and 2014-117 and adopts a new Retention Schedule, and authorizes the City Clerk, in cooperation with the City Attorney, to amend said Records Retention Schedule as may be necessary from time -to -time, and to destroy City of Redding records which have met legal retention requirements in accordance with the Records Retention Schedule. I HEREBY CERTIFY that the foregoing resolution was introduced, read, and adopted a regular meeting of the City Council on the 5` day of April, 2016, by the following vote: AYES: COUNCIL MEMBERS NOES: COUNCIL MEMBERS ABSENT: COUNCIL MEMBERS ABSTAIN: COUNCIL MEMBERS ATTEST: s Pamela Mize PAMELA MIZE, City Clerk Cadd, Schreder, Sullivan, Weaver, & McArthur None None None s Missy McArthur MISSY McARTHUR, Mayor FORM APPROVED: s Barry E. DeWalt BARRY E. DeWALT, City Attorney RECORDS RETENTION SCHEDULE OVERVIEW A Records Retention Schedule is a legal document describing records maintained by a city and specifies, in accordance with statutory requirements, the period of time which must elapse before final disposition. This Records Retention Schedule (Schedule) will be used as a foundation for document management and imaging for the City of Redding. All staff reports to City Council, including all City involved agencies, where City Council or Board Members take action are imaged as a permanent record. Certain records such as resolutions, ordinances, deeds/easements, title insurance policies, adopted budgets, Comprehensive Annual Financial Reports and minutes are also permanent records and are further defined as archival which requires that they be imaged and the hard copy maintained in perpetuity. The Schedule follows the City's Subject Code List and the sample below is provided to assist in reviewing the Schedule. For purposes of clarification, the first column depicts the City's subject code for the document. The second column describes the record. The third column provides the retention time period (in the sample, CU + 2 is "Current Year plus two years" refer to the Legend at the bottom of each page for additional retention codes). The fourth column contains the authority which sets the retention time period (Refer to Citations page), and the final column pertains to the department(s) which house these records. Filing Subject Records Series & Description Retention Legal Office of Record Code of Official Citation or Records Administrative Policy ABANDONMENTS A-010 Abandonments CU + 2 GC34090(d) City Clerk General correspondence CITATIONS B&P Business and Professions Code CAC California Administrative Code CCP Code of Civil Procedure CCR Code of California Regulations CEQA California Environmental Quality Act CRF Code of Federal Regulations EC Election Code FMLA Family and Medical Leave Act, 1993 GC Government Code H&S Health and Safety Code HUD Housing and Urban Development OSHA Occupational Safety & Health Act PC Penal Code POST Police Officers Standards Training UFC Uniform Fire Code USC United States Code WIC Welfare and Institutions Code CITY OF REDDING RECORDS RETENTION SCHEDULE ABANDONMENTS A-010 Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record A-010-010 Official Policy GC34090 City Clerk Records ABANDONMENTS A-010 Abandonments CU + 2 GC34090(d) City Clerk General correspondence A-010-010 Alleys P GC34090 City Clerk Abandonments A-010-040 Easements P GC34090 Public Works Abandonments includes air, open space, utility, storm City Clerk drain, street easements and summary vacation A-010-080 Parks P GC34090 City Clerk Abandonments Community Services A-010-100 Streets P GC34090 Public Works Abandonments includes summary vacation I City Clerk A-010-140 Vehicles CL + 2 GC34090(d) Police Abandonments City Clerk ABATEMENTS A-030 Abatements CU + 2 GC34090(d) City Clerk General correspondence A-030-040 Litter Abatement Inactive 2002 A-030-070 Substandard Buildings P GC34090 Code Recorded Liens and Releases Enforcement City Attorney A-030-100 Weed Abatements CL + 2 GC34090 Fire ADMINISTRATION A-050 Administration CU + 2 GC34090(d) City Clerk General correspondence A-050-010 Administrative Policies S+2 GC34090(d) City Manager City Clerk A-050-030 through Administration (By Department) CU + 2 GC34090(d) Various A-050-700 Information pertaining to administration Departments Exceptions Below A-050-010 Administrative Policies (By Department) S+2 GC34090 Various through Departments A-050-700 Records Retention Schedule — GGS Revised 1-2-2016 Page 1 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE A-050-050 City Attorney Logs Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record A-050-050 City Attorney Opinions Official Policy City Records Attorney A-050-050 City Attorney Logs None GC34090 City Service requests Required Attorney A-050-050 City Attorney Opinions P GC34090 City Attorney Confidential A-050-055 City Clerk - Legal Advertising CU + 2 GC34090 City Clerk Includes public notices and legal publications A-050-060 Agendas - City Council Special Meeting Notices, CU + 2 GC34090; City Clerk Certificate of Posting, Action Agendas Preference Agenda Staff Reports P All Reports to City Council are permanent records and are filed by the subject code listed on the reports A-050-060-525 Petitions (which are not part of a Council Staff Report) CU + 2 GC34090 City Clerk NOT Initiative, Recall or Referendum Petitions - See E-070-500 A-050-060-450 Mayor's Correspondence CU + 2 GC34090 City Clerk A-050-060-470 Minutes P GC34090(e) City Clerk Official Minutes of City Council (Original Minute Books Retained Permanently) A-050-060-470 Meetings Recordings City Clerk (City Council & related Agencies) Audio (recorded for purposes of minutes preparation only) 30 days GC54953.5(b); Video (includes VCR, CD, DVD & other video media) CU + 2 GC34090.7 GC34090.7; Preference A-050-060-555 Policy (City Council) P GC34090 City Clerk A050-060-700 Reorganization (City Council) CU + 5 GC34090 City Clerk A-050-100-500 Payroll & Accounts Payable Register CU + 5 GC34090; City Clerk P-100-225 Preference Finance A-050-100-600 Treasurer's Reports P GC34090; City Summary of transactions, inventory & earnings reports RMC 2.20.070 Treasurer City Clerk A-050-100-610 Treasurer's Reports — Misc Backup CU + 5 GC34090; City RMC 2.20.070 1 Treasurer Records Retention Schedule — GGS Revised 1-2-2016 Page 2 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE A-050-220-075 Street Tree Plan Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record A-050-300-340 Standards Official Policy Public Works All matter relating to public works construction standards Records Preference A-050-220-075 Street Tree Plan P GC34090 Community Services A-050-300-340 Standards P GC34090; Public Works All matter relating to public works construction standards Preference AGREEMENTS / PERMITS / LICENSES A-070 Agreements/Contracts P CCP336(a), 337; City Clerk Covers legal documents between City and others on all GC34090; matters except construction work and purchasing bids Preference Transaction Log Sheets Finance Send ALL Agreements/Contracts to City Clerk A-070-010 Bills of Sale P CCP336(a), 337; City Clerk GC34090; Preference A-070-020 City Building Maintenance CU + 2 GC34090 City Clerk All agreements relating to the maintenance of City Building buildings Maint A-070-040 Deferred Improvements P CCP336(a), 337; City Clerk Deferred property improvements GC34090; Preference A-070-045 Encroachment Permits P GC34090; Public Works All encroachment permits issued by the Public Works Preference department Encroachment Permits — Temporary Uses CU + 2 A-070-045-800 Transportation Permits CU + 2 GC34090 Public Works A-070-055 Grading Permits/Ordinance P GC34090(d); Public Works All grading permits issued by the Public Works department Preference along with all information relating to the grading ordinance A-070-075 Lease of Property P CCP336(a), 337; City Clerk Information relating to leases of property wherein City is GC34090; lessee Preference A-070-080 License Agreements P CCP336(a), 337; City Clerk (a) GC34090; Preference A-070-080 License Agreements — Airport T+5 CCP336(a), 337; Airport (b) Airport Hangar Tenants / FBO's GC34090; Preference Records Retention Schedule — GGS Revised 1-2-2016 Page 3 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE A-070-090 Office Equipment - Lease/Purchase Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Official Policy A-070-100 Office Equipment — Maintenance Records CCP336(a), 337; Various A-070-090 Office Equipment - Lease/Purchase P CCP336(a), 337; City Clerk All lease/purchase agreements for office equipment GC34090; Preference A-070-100 Office Equipment — Maintenance T+5 CCP336(a), 337; Various In-house maintenance agreements including lease option GC34090; Departments purchases Preference A-070-280 Recreational Instructor Agreements (Use R-006-650-400) Inactive A-070-300 Reimbursement Agreements P CCP336(a), 337; City Clerk GC34090; Preference A-070-400 Software - Purchase/Maintenance P CCP336(a), 337; City Clerk Relating to purchase of computer software & applicable GC34090; maintenance of same Preference AIRPORTS REGULATIONS, FACILITY USE & MANAGEMENT A-090 Airports CU + 2 GC34090(d) City Clerk General Correspondence Airport Airport Certification S+2 GC34090(d) Airport Federal Aviation Administration FAA required manuals Airport Noise Monitoring & Complaints CU + 10 GC34090(d); Airport Correspondence, studies, memos, reports, log books, Preference documents related to assessment of noise levels at airports and resolution of complaints Inspection, Runway CU + 10 GC34090(d); Airport Maintenance including inspection reports, work orders and Preference related records Inspection, Safety Self CU + 10 14CFR171.13, Airport Safety inspection and related document include reviews 14CFR171.213; and analysis of all aspects of airport operation GC34090 Accident & Incident (Aircraft) CL + 10 14CFR171.13, Airport Accidents, injuries, property damages, general conditions 14CFR171.213; re pilot and aircraft GC34090; Preference NOTAM (Notice to Airman) CU + 2 14CFR171.13, Airport Reports re conditions affecting airport 14CFR171.213; maintenance/operations GC34090 A-090-010 Aviation Regulations S+2 GC34090(d); Airport Information relating to aircraft and aviation regulations Preference Records Retention Schedule — GGS Revised 1-2-2016 Page 4 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE A-090-020 Benton Airpark Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record exception of leases Official Policy A-090-100 Redding Municipal Airport Records GC34090(d) Airport A-090-020 Benton Airpark CU + 2 GC34090(d) Airport Information relating to operation and use of airpark with exception of leases A-090-100 Redding Municipal Airport CU + 2 GC34090(d) Airport Information relating to operation and use of airport with exception of leases A-090-100-010 Parking Regulations S+2 GC34090(d) Airport Information relating to parking at Redding Municipal Airport A-090-100-840 SkyWest Airline CU +2 GC34090(d) Airport General correspondence A-090-100-935 Weather Station/Nexrad CU + 2 GC34090(d) Airport ALCOHOL (PERMITS & PROHIBITION OF CONSUMPTION IN PUBLIC PLACES A-110 Alcohol CU + 2 GC34090(d) City Clerk General Correspondence A-110-070 Prohibition CU + 2 GC34090(d) City Clerk At desi Hated locations within the Cit A-110-100 Sale and Serving CU + 2 GC34090 City Clerk By permit only Police A-110-140 State Beverage License CU + 2 GC34090 City Clerk Applications for Alcoholic Beverage Control Board licensing ANIMAL CONTROL A-130 Animal Control CU + 2 GC34090(d) City Clerk General correspondence A-130-020 Animal Regulation Files (Excluding Dangerous Dogs) T+2 GC34090 City Clerk Hearing process, permitting, compliance A-130-050 Dangerous Dogs T + 10 GC34090 City Clerk Hearing process, permitting, compliance Preference A-130-100 Dog Licenses T+2 GC34090 City Clerk Inactive 2012 A-130-140 Permits CU + 2 GC34090 City Clerk All permits for animals other than household pets issued by Development the planning department Services A-130-150 Regulations S+2 GC34090 City Clerk Records Retention Schedule — GGS Revised 1-2-2016 Page 5 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE A-130-170 Shelter Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record County animal shelter Official Policy ANNEXATIONS (ANNEXATIONS OF PROPERTYINTO THE CITYLIMITS OF REDDING A-150 Records P GC34090(d) A-130-170 Shelter CU +3 GC34090(d); City Clerk Information pertaining to Haven Humane and Shasta FA32003(e) County animal shelter ANNEXATIONS (ANNEXATIONS OF PROPERTYINTO THE CITYLIMITS OF REDDING A-150 Annexations P GC34090(d) City Clerk General Correspondence Development Services A-150-030 All Named Annexations P GC34090; City Clerk through Preference Development A-150-995 Services ASSESSMENT DISTRICTS (ALL PROCEEDINGS CONCERNING THE ESTABLISHMENT OFA/D's WITH THE EXCEPTION OF CONSTRUCTION BIDS AND CONTRACTS A-170 Assessment Districts CU + 2 GC34090 City Clerk General Correspondence City Treasurer Public Works A-170-010 All Named Assessment Districts CU + 2 GC34090(d) Community through General correspondence, supporting documentation, Services A-170-150-965 inspection reports Public Works a A-170-010 All Named Assessment Districts P GC34090; City Clerk through Formation, Boundaries, Engineer's Reports Preference City Treasurer A-170-150-965 Public Works (b) BIDS AND CONTRACTS (INFORMATION RELATING TO CONTRUCTION CONTRACTS & PURCHASING BIDS) B-050 Bids and Contracts CU + 2 GC34090(d) City Clerk General correspondence Public Works Purchasing Records Retention Schedule — GGS Revised 1-2-2016 Page 6 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE B-050-020 Construction Bids Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Planning, design, construction, conversion or modification Official Policy Public Works Public Works of municipal facilities, structures and systems. Records Purchasing B-050-020 Construction Bids GC34090; City Clerk (a) Capital Improvement Projects for Municipal Facilities P CCP337 Finance Planning, design, construction, conversion or modification Public Works Public Works of municipal facilities, structures and systems. Purchasing $30,000 and above Specifications, Record drawings, ("As-Builts", etc.), Addendums, Final reports, Award and Notice of Purchasing Completion memos, Inspector Diaries Less than $30,000 Finance's Transaction log Supporting Documents: CL + 10 GC34090; Correspondence, bidders list, preliminary and stop notices, CCP337 change orders, pay estimates, certified payrolls, etc. B-050-020 Construction Bids GC34090; Public Works (b) Non -Capital Improvement Projects AU + 5 CCP 337 City Clerk Successful bids and proposals for service Finance i.e. sludge removal, landscape medians, clearing of land, Purchasing tree removal, etc. B-050-020 Bonds - Security CL + 2 GC34090 City Clerk (c) Documentation created and/or received in connection with Public Works the performance of work/services for the city Purchasing B-050-020-200 Government Funded Projects Per each GC34090 Public Works Engineer Project Manager is in charge of retention individual Finance regarding audit requirements of each individual project funding City Clerk agreement B-050-020-300 Informal Bids AU + 4 GC34090 Public Works CCP337 Purchasing City Clerk B-050-050 Insurance Inactive B-050-100 Purchasing Bids GC34090; City Clerk (a) Proposals, RFQ (Request for Qualifications) and RFP Preference Purchasing (Request for Proposals) for goods and services CCP337 Successful bids, staff awarded memos including bid tabs, P and extension letters Specifications (stored in electronic format on network drive in Purchasing) Supporting Documents: AU + 4 Correspondence Records Retention Schedule — GGS Revised 1-2-2016 Page 7 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE B-050-100 Purchasing Bids Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Purchase Orders Official Policy Purchasing Original documentation filed in F-205-500 Records CCP337 Finance B-050-100 Purchasing Bids CU + 2 GC34090 City Clerk b Unsuccessful bids, proposals, RFQ's & RFP's Purchasing Purchase Orders AU + 4 GC34090 Purchasing Original documentation filed in F-205-500 CCP337 Finance Purchasing Manual S+2 GC34090(d) Purchasing Bid procedures, policies B-050-100-340 Informal Bids - Purchasing AU + 4 GC34090; Purchasing CCP337 B-050-100-600 Quotations AU + 4 GC34090; Purchasing CCP337 B-050-100-700 Surplus Sale/Disposition AU + 4 GC34090; Purchasing Information relating to surplus sales, donation or Preference disposition of City equipment Vehicle ownership/title/pink slips When Sold BOARDS, COMMISSIONS AND COMMITTEES (INFORMATION PERTAINING TO BOARDS, COMMISSIONS & COMMITTEES INCL UDING APPOINTMENTS AND RESIGNATIONS B-080 Boards, Commissions and Committees CU + 2 GC34090(d) City Clerk General correspondence B-080-005 ALL Board, Commissions and Committee CU + 2 GC34090 City Clerk through General correspondence, agendas and applications B-080-650-650 a B-080-005 ALL Boards, Commissions and Committees P GC34090(e) City Clerk through Minutes, Associated Staff Reports and Signed Orders B-080-650-650 b B-080-005 Administrative Hearing Board CU + 2 GC34090 City Clerk (a) General correspondence, agendas and applications Development Services B-080-005 Administrative Hearing Board P GC34090(e) City Clerk (b) Minutes, Associated Staff Reports and Signed Orders Development Services B-080-050 Board of Appeals CU + 2 GC34090 City Clerk (a) General correspondence, agendas and applications Development Services B-080-050 Board of Appeals P GC34090(e) City Clerk (b) Minutes, Associated Staff Reports and Signed Orders Development Services Records Retention Schedule — GGS Revised 1-2-2016 Page 8 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE B-080-128 Community Services Advisory Commission Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Official Policy Services B-080-128 Community Services Advisory Commission Records GC34090(e) City Clerk B-080-128 Community Services Advisory Commission CU + 2 GC34090 City Clerk (a) General correspondence, agendas and applications Community Services B-080-128 Community Services Advisory Commission P GC34090(e) City Clerk (b) Minutes, Associated Staff Reports and Signed Orders Community Services B-080-150 ECD of Shasta County CU + 2 GC34090 City Clerk (a) General correspondence, agendas and applications City Manager B-080-150 ECD of Shasta County P GC34090(e) City Clerk (b) Minutes, Associated Staff Reports and Signed Orders City Manager B-080-300 Planning Commission CU + 2 GC34090 City Clerk (a) General correspondence, agendas and applications Development Services B-080-300 Planning Commission P GC34090(e) City Clerk (b) Minutes, Associated Staff Reports and Signed Orders Development Services B-080-325 Oversight Board to Successor Agency CU + 2 GC34090 City Clerk (a) General correspondence, agendas and applications B-080-325 Oversight Board to Successor Agency P GC34090(e) City Clerk (b) Minutes, Associated Staff Reports and Signed Orders B-080-465 Shasta County Arts Council CU + 2 GC34090 City Clerk (a) General correspondence, agendas and applications Community Services B-080-465 Shasta County Arts Council P GC34090(e) City Clerk (b) Minutes, Associated Staff Reports and Signed Orders Community Services B-080-470 Shasta County Commission of Aging CU + 2 GC34090 City Clerk (a) General correspondence, agendas and applications City Manager B-080-470 Shasta County Commission of Aging P GC34090(e) City Clerk (b) Minutes, Associated Staff Reports and Signed Orders City Manager B-080-480 Shsasta Mosquito Abatement District CU + 2 GC34090 City Clerk (a) General correspondence, agendas and applications City Manager B-080-480 Shsasta Mosquito Abatement District P GC34090(e) City Clerk (b) Minutes, Associated Staff Reports and Signed Orders City Manager Records Retention Schedule — GGS Revised 1-2-2016 Page 9 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE B-080-500 Superior California Economic Development District Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record B-080-500 Superior California Economic Development District Official Policy City Clerk (b) Minutes, Associated Staff Reports and Signed Orders Records City Manager B-080-500 Superior California Economic Development District CU + 2 GC34090 City Clerk (a) General correspondence, agendas and applications City Manager B-080-500 Superior California Economic Development District P GC34090(e) City Clerk (b) Minutes, Associated Staff Reports and Signed Orders City Manager B-080-600-100 Community Development Advisory Committee CU + 2 GC34090 City Clerk (a) General correspondence, agendas and applications Housing B-080-600-100 Community Development Advisory Committee P GC34090(e) City Clerk (b) Minutes, Associated Staff Reports and Signed Orders Housing B-080-600-244 Shasta Public Library Citizens Advisory CU + 2 GC34090 City Clerk (a) General correspondence, agendas and applications Community Services B-080-600-244 Shasta Public Library Citizens Advisory P GC34090(e) City Clerk (b) Minutes, Associated Staff Reports and Signed Orders Community Services BUDGET (INFORMATION RELATING TO OR AFFECTING THE CITYBUDGET) B-130 Budget CU + 2 GC34090(d) Finance General correspondence City Clerk B-130-010 Capital Improvement Plan P GC34090 City Clerk Information relating to the 5 -year capital improvement plan City Manager Public Works B-130-030 Community Service Agencies - Funding AU + 5 7 CFR 3016.42; Finance Appropriations for promotional purposes to various 21 CFR 1403.36 City Clerk community service agencies & 1403.42(b); City 24 CFR 85.42, Manager 91.105(h), B-130-030-045 EDC (Economic Development Corporation) 92.505, 570.490, & 570.502(a & b), B-130-030-700 Shasta -Cascade Wonderland Association 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A-133; GC34090 B-130-070 General -Adopted P GC34090; Finance (a) General Budget adopted by Council; Preference City Clerk supplemental appropriations; monthl financial reports Records Retention Schedule — GGS Revised 1-2-2016 Page 10 of 86 AU=Audit (1 year) CL=Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE B-130-070 General Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Departmental reference Official Policy Departments B-130-120 Revenue Sharing Records Inactive 1987 CITY -OWNED BUILDINGS B-130-070 General S GC34090 Finance (b) Operating copies & proposed budget information All Departmental reference Departments B-130-120 Revenue Sharing Inactive 1987 CITY -OWNED BUILDINGS C-050 City -Owned Buildings CU + 2 GC34090(d) City Clerk General correspondence, rental applications Building Maint C-050-025 through Specific Named Buildings C-050-875 Maintenance & operations C-050-050-100 Rental Agreements (Convention Center) Inactive 1/2012 CITY -OWNED LAND C-070 City -Owned Land CU + 2 GC34090(d) City Clerk General correspondence C-070-010 Acquisition Supporting documentation and appraisals CL + 10 GC34090(a) City Clerk Purchase, donation, condemnation and public domain Preference City Attorney City Manager Legal Advertising CU + 2 Includes public notices and legal publications Deeds & Easements P Original deeds C-070-010-700 Relocations CL + 5 GC34090; City Clerk Information relating to relocation of tenants/owners due to CCP 337 property ac uisition by Cit C-070-100 Lease (City is Lessor) P CCP 337.2,343; City Clerk Lease of City -Owned property between City and non -city GC34090 a encies/individuals C-070-200 Relinquishment CL + 10 GC34090(d) City Clerk Given or sold by City Various Departments C-070-220 Riverfront Land P GC34090; Planning Relating to City/RRA-owned land along the river including Preference the Master Plan Records Retention Schedule — GGS Revised 1-2-2016 Page 11 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE C-070-230 Surveys Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record C-070-240 Title Insurance Policies Official Policy City Clerk C-070-250 Turtle Bay Records GC34090(a) City Clerk C-070-230 Surveys P GC34090; Planning Preference C-070-240 Title Insurance Policies P GC34090(a) City Clerk C-070-250 Turtle Bay P GC34090(a) City Clerk C-070-250-030 Bird sanctuary C-070-250-070 Monolith C-070-250-250 Museum Park CLAIMS (THIS SECTION CLOSED 1990 C-090 Claims (See R-100-550) C-090-020 Damages (See R-100-550) C-090-050 Personal Injury (See R-100-550) C-090-100 Litigation/Summons & Complaints (See L-100) CODES (INFORMATION PERTAINING TO MUNICIPAL CODE AND ALL BUILDING RELATED CODES C-110 Codes CU + 2 GC34090(d) City Clerk General correspondence C-110-100 Municipal - P GC34090; City Clerk Adoption and amendments to municipal code Preference C-110-100-400 Enforcement Violations-- Life & Safety P GC34090(d); Building Preference Code Administrative Hearing Board Staff Reports & Orders — Enforcement See B-080-005 C-110-100-900 Enforcement Violations — Miscellaneous CL + 5 GC34090(d); Building Preference Code Administrative Hearing Board Staff Reports & Orders — Enforcement See B-080-005 California Building Code: P GC34090 Building C-110-175 Uniform Administrative Code GC50022.6 C-110-200 Uniform Building Code C-110-250 Uniform Electric Code C-110-275 Uniform Fire Code C-110-300 Uniform Housing Code C-110-350 Uniform Mechanical Code C-110-400 Uniform Plumbing Code Adoption and amendments Records Retention Schedule — GGS Revised 1-2-2016 Page 12 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE COMMUNICATIONS C-175 Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Support Official Policy Services Records T+2 GC34090 COMMUNICATIONS C-175 Communications CU + 2 GC34090(d) City Clerk General correspondence Support Services Communication Equipment T+2 GC34090 Support Retain manuals, instructions & procedures until Services termination of equipment use C-175-200 Automated Data System - (Criminal Justice) CU + 2 GC34090(d) Support All information regarding the common dispatch system Services between City, County & Anderson Internet CU + 2 GC34090(d) Support C-175-550 Information relating to internet services Services C-175-750 Radios CU + 2 GC34090(d) Support Information relating to transmitting equipment and licenses Services C-175-825 Telephone CU + 2 GC34090(d) Support Information relating to general telephone sstem Services Emergency System - SHASCOM 911 CU + 2 GC34090(d) Support C-175-825-100 Information relating to the 911 emergency telephone Services system Pacific Telephone & Telegraph C-175-825-700 Inactive 1998 DEBT (ALL FINANCIAL MATTERS RELATING TO THE DEBT ISSUED BY THE CITY OR RELATED ENTITIES D-050 Debt CU + 2 GC34090(d) City Clerk General correspondence Finance D-050-025 Debt Advances CL + 10 GC34090; City Clerk All financial matters relating to long-term loans between Preference Finance funds D-050-025-010 Airport D-050-025-500 Parldng D-050-025-900 Wastewater Records Retention Schedule — GGS Revised 1-2-2016 Page 13 of 86 AU=Audit (1 year) CL=Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE D-050-100 Bonds - General Obligation Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record D-050-175 Bonds - Lease/Revenue Official Policy City Treasurer D-050-200 Bonds - Revenue Records §43900 et seq. D-050-100 Bonds - General Obligation CL + 10 GC34090; Finance D-050-150 Bonds - Industrial Revenue CCP337.5(a); City Clerk D-050-175 Bonds - Lease/Revenue CCP336, GC City Treasurer D-050-200 Bonds - Revenue §43900 et seq. D-050-250 Certificates of Participation D-050-400 Leases D-050-430 Loans & Notes (includes all Supporting administrative documents; monthly statements minor codes) of transactions; paid/canceled bonds and coupons ECOLOGY E-020 Ecology CU + 2 GC34090(d) Planning E-020-010 Air City Clerk E-020-100 Noise E-020-500 Water General correspondence, special study applications ECONOMIC DEVELOPMENT E-050 Economic Development CU + 2 GC34090(d) City Manager General correspondence City Clerk E-050-300 Enterprise Zone Program CU + 2 GC34090 City Information relating to state program instituted to create Manager 'obs in economically distressed areas of the state E-050-500 Stillwater Business & Industrial Park CU + 2 GC34090 City Manager (City —Owned Property) City Clerk General correspondence E-050-800 Sites CL + 2 GC34090; City Manager Information relating to potential business sites Preference City Clerk EDUCATIONAL INSTITUTIONS E-060 Educational Institutions CU + 2 GC34090(d) City Clerk through General correspondence relating to educational institutions E-060-900 ELECTIONS (MUNICIPAL AND SPECIAL ELECTIONS AFFECTING THE CI E-070 Elections CU + 2 GC34090(d) City Clerk General correspondence Records Retention Schedule — GGS Revised 1-2-2016 Page 14 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE E-070-050 General Municipal Election Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record candidates, measures and bonds Official Policy History of election, sample ballot, certificates of Records E-070-050 General Municipal Election P GC34090; City Clerk Information relating to biannual elections including Preference candidates, measures and bonds History of election, sample ballot, certificates of destruction, other resolutions E-070-100 Special Election P GC34090; City Clerk All other elections including candidates, measures and Preference bonds E-070-050 Candidates Statements E + 2 GC34090 City Clerk E-070-100 E-070-050 Certificates of Election T+4 GC34090 City Clerk E-070-100 E-070-050 Nomination Papers EC17100 City Clerk E-070-100 Successful......................................................................... E+4 Unsuccessful..................................................................... E + 2 E-070-050 Notifications & Publications E + 2 GC34090 City Clerk E-070-100 Proof of publication or posting, certification and listing of notice of posting; copy of newspaper notice and certification of offices to be voted upon E-070-050 Oaths of Office T+2 GC34090 City Clerk E-070-100 E-070-100-020 Bonds P GC34090: City Clerk Inactive 1984 Preference E-070-400 Petitions E + 8 EC17200; City Clerk From date of filing or election; initiative, referendum, EC17400 recall E-070-500 Ballots E + 2 GC53753(e)(1) Proposition 218 GC34090(d) City Clerk ELECTRIC (INFORMATION RELATING TO THE ELECTRICAL SYSTEM WITH EXCEPTION OF ENERGY SOURCES; INCLUDING ELECTRIC UTILITYRESTRUCTURING AND DEREGULATION) This section is relative to the City Clerk's le islative rlin stem E-090 Electric CU + 2 GC34090(d) City Clerk General correspondence E-090-020 Acquisition of Electric Facilities P GC34090(a) City Clerk Acquired as a result of annexation Confined Space Entries CU + 2 8CCR5157(c)(6) Electric GC 34090 Records Retention Schedule — GGS Revised 1-2-2016 Page 15 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE E-090-050 California Municipal Utilities Association Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record E-090-058 Industry Restructuring Official Policy Independent System Operator E-090-058-300 Records E-090-060 Joint Utilities E-090-050 California Municipal Utilities Association CU + 2 GC34090(d) City Clerk Information relating to CMUA E-090-058 Industry Restructuring Inactive 1999 Independent System Operator E-090-058-300 Inactive 1999 E-090-060 Joint Utilities T+2 GC34090; City Clerk Information pertaining to sharing of joint utilities Preference E-090-060-625 Pacific Gas & Electric T+2 GC34090; City Clerk Matter pertaining to PG&E relative to joint utilities Preference E-090-070 Marketing CU + 2 GC34090 City Clerk Information pertaining to marketing of electric utility E-090-077 Mutual Aid CU + 2 GC34090(d) City Clerk Information relating to mutual aid with other municipal electric utilities & rural electric cooperatives E-090-080 New Business CU + 2 GC34090 City Clerk Information pertaining to new business with the electric utility E-090-090 Power Control Center T+2 GC34090 City Clerk All matters pertaining to the power control center E-090-100 Rates CU + 2 GC34090 City Clerk History of rates E-090-125 Service Policy S+5 GC34090; City Clerk Information pertaining to electric utility service policy Preference E-090-140 Substations T+2 GC34090 City Clerk E-090-140-050 All Named Substations through E-090-140-900 E-090-150 Street Lighting CU + 2 GC34090 Public Works Information pertaining to street lights including work Electric Utility orders, inspection, repairs, cleaning, reports, complaints, signals, striping E-090-160 System CU + 2 GC34090(d) City Clerk Misc. matters relating to electric utility system, including Electric utility line relocation, misc. under roundin , etc. E-090-160-150 Drafting/Mapping P GC34090; City Clerk Information pertaining to drafting/mapping activities for Preference Electric electrics stem Records Retention Schedule — GGS Revised 1-2-2016 Page 16 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE E-090-160-200 East Loop Transmission Line Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record E-090-160-210 North Loop Transmission Line Official Policy City Clerk From Canby substation to Airport substation Records Preference Electric E-090-160-200 East Loop Transmission Line P GC34090; City Clerk Canby/Airport/Moore Road Preference Electric E-090-160-210 North Loop Transmission Line P GC34090; City Clerk From Canby substation to Airport substation Preference Electric E-090-160-220 Financing AU + 4 GC34090; City Clerk Information relating to the financing of electric system Preference Electric Inactive 1997 E-090-160-320 Maintenance CU + 2 GC34090 City Clerk All matter relating to maintenance of electrics stem Electric E-090-160-400 Operation CU + 2 GC34090 City Clerk Information pertaining to operation of electrics stem Electric E-090-160-420 Outages CU + 2 GC34090 City Clerk All matter pertaining to outages in electrics stem Electric E-090-160-485 Planning P GC34090(d); Public Works Information pertaining to planning of electric system Preference City Clerk Design, construction, conversion or modification of Finance structures ands stems E-090-160-500 Quartz Hill/Keswick Loop Transmission Line P GC34090; City Clerk Preference Electric E-090-160-600 South Airport Transmission Line P GC34090; City Clerk Preference Electric E-090-160-750 Voltage Complaints/Power Quality CU + 2 GC34090(d) City Clerk Electric E-090-160-790 Stillwater Industrial Park Transmission Line P GC34090; City Clerk Preference Electric E-090-160-800 West Loop Transmission Line P GC34090; City Clerk Preference Electric E-090-200 Undergrounding P GC34090 City Clerk Information relating to establishment of utility districts Electric including Final Record Drawings, etc. E-090-200-100 Caterpillar Road Utility District E-090-200-200 Cypress Avenue Utility District E-090-200-500 Hilltop Drive Utility District E-090-200-900 Parkview Avenue Utility District E-090-200 Underground Service Alerts (USA) CU + 3 GC §4216.2(d) & Electric 4216.3 d , 34090 ENERGY (INFORMATION RELATING TO ENERGYSOURCES) This section is relative to the City Clerk's le islativefiling stem E-120 Energy CU + 2 GC34090(d) City Clerk General correspondence I I I Electric Records Retention Schedule — GGS Revised 1-2-2016 Page 17 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE E-120-010 American Public Power Association (APPA) Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record E-120-013 Balancing Authority of Northern California (BANC) Official Policy City Clerk General correspondence Records Electric E-120-010 American Public Power Association (APPA) CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-013 Balancing Authority of Northern California (BANC) CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-015 Bonneville Power Administration CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-022 California Energy Commission CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-025 California -Oregon Transmission Project (COTP) CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-028 Central Valley Project Corporation CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-030 Conservation/Demand Side Management CU + 2 GC34090 City Clerk Studies, recommendations, applications relating to Electric conservation/demand side management E-120-050 Federal Energy Regulatory Commission (FERC) CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-058 Fossil Fuel/Natural Gas CU + 2 GC34090(d) City Clerk Correspondence pertaining to fossil fuel and natural gas Electric energy sources E-120-070 Hydro CU + 2 GC34090(d) City Clerk Studies, recommendations, applications and licenses with Electric FERC in regards to hydro E-120-070-030 All Named Hydro Projects through General correspondence E-120-070-825 E-120-100 Methane Recovery CU + 2 GC34090(d) Electric Correspondence relating to specific energy source E-120-110 Modesto Irrigation District Financing Authority CU + 2 GC34090(d) City Clerk JPFA between Rdg & Modesto irrigation district to finance Electric public capital improvements and projects E-120-115 North American Electric Reliability Council CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-118 Northern California Power Pool CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-119 Northwest Public Power Association CU + 2 GC34090(d) City Clerk General correspondence Electric Records Retention Schedule — GGS Revised 1-2-2016 Page 18 of 86 AU=Audit (1 year) CL -Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE E-120-120 Nuclear Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record FERC in regards to nuclear Official Policy E-120-135 Pacific Gas & Electric Records GC34090(d) City Clerk E-120-120 Nuclear CU +2 GC34090(d) City Clerk Studies, recommendations, applications and licenses with Electric FERC in regards to nuclear E-120-135 Pacific Gas & Electric CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-150 Redding Power Plant T+2 GC34090 City Clerk Information pertaining to City Power Plant on Clear Creek Electric Road E-120-150-500 Maintenance, operations, and permits through Rdg Power Units 5 & 6 E-120-150-676 FERC / NERC / CEC Reports & Audits CU + 6 GC34090(d); City Clerk Preference Electric Hazardous Materials Disposal Manifests P GC34090(d); City Clerk Preference Electric Load Records CU + 6 GC34090(d); City Clerk Preference Electric E-120-150-650 Permits & Licenses P GC34090(d); City Clerk Preference Electric Power Trading / Scheduling CU + 6 GC34090(d); City Clerk Preference Electric Regulatory Filings P GC34090(d); City Clerk Preference Electric E-120-200 Solar CU + 2 GC34090(d) City Clerk Studies, recommendations, applications and licenses with Electric FERC in regards to solar E-120-220 Steam CU + 2 GC34090(d) City Clerk Studies, recommendations, applications and licenses with Electric FERC in regards to steam E-120-250 Transmission Agency of Northern California (TANG) CU + 2 GC34090(d) City Clerk All information concerning TANC Electric E-120-270 Wind T+2 GC34090(d) City Clerk Studies, recommendations, applications and licenses with Electric FERC in regards to wind General Correspondence CU + 2 E-120-300 Wood/Solid Waste CU + 2 GC34090(d) City Clerk Studies, recommendations, applications and licenses with Electric FERC in regards to wood/solid waste Records Retention Schedule — GGS Revised 1-2-2016 Page 19 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE E-120-400 Northern California Power Agency (NCPA) Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record E-120-500 Modesto -Santa Clara -Redding (MSR) Official Policy City Clerk General correspondence Records Electric E-120-400 Northern California Power Agency (NCPA) CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-500 Modesto -Santa Clara -Redding (MSR) CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-500-750 San Juan T+2 GC34090(d) City Clerk Participation in San Juan Power Plant Electric General correspondence CU + 2 E-120-501 M -S -R Energy Authority CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-550 N/W Transmission (Refer to E-120-025) Closed 1986 E-120-900 Western Area Power Administration (WAPA) CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-930 Western Systems Coordinating Council CU + 2 GC34090(d) City Clerk General correspondence Electric E-120-935 Western Systems Power Pool CU + 2 GC34090(d) City Clerk General correspondence Electric FAIR POLITICAL PRACTICES COMMISSION PPC F-010 FPPC CU + 2 GC34090 City Clerk General correspondence F-010-050 Annual Statement of Economic Interests (Form 700) CU + 7 GC81009(e)&(g); City Clerk Overall information relating to annual, assuming office, Preference and leaving office statements Elected Officials (Statutory Filers) Designated Positions & Consultants Code Filers F-010-100 Campaign Statements (Forms 460/470/496/497/501) City Clerk Elected ....................................... P GC81009(b)&(g) Not Elected ................................... E+5 GC81009(b)&(g) PAC - Political Action Committee .................. CU + 7 GC81009(e)&(g) F-010-120 Candidates Statement of Economic Interest (Form 700) CU + 7 GC81009(e)&(g) City Clerk Includes Statements of Economic Interest for City Council, City Clerk & City Treasurer candidates F-010-150 Conflict of Interest Code P GC34090 City Clerk Information relating to the adoption or amendments to the conflict of interest codes - by resolution F-010-801 Form 801, Gift to Agency Report CU + 7 2CCR18944.2(c) City Clerk (3)(G); GC §81009(e) Records Retention Schedule — GGS Revised 1-2-2016 Page 20 of 86 AU=Audit (1 year) CL_—Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE F-010-802 Form 802, Ceremonial Role & Ticket Distributions Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Official Policy Records GC 81009 e F-010-802 Form 802, Ceremonial Role & Ticket Distributions CU + 7 GC81009(e) City Clerk F-010-803 Form 803, Behested Payment Report P FPPC Regulation City Clerk 18734(c); GC 81009 e F-010-804 Form 804, New Positions Report P FPPC Regulation City Clerk 18734(c); GC 81009(e) F-010-805 Form 805, Consultants Report CU + 7 2 CCR 18705.5; City Clerk GC 81009 e F-010-806 Form 806, Public Official Appointments CU + 7 2 CCR 18705.5 City Clerk GC 81009 e FEDERAL INFORMATION PERTAINING TO OR INVOLVING THE FEDERAL GOVERNMENT OR AGENCIES F-200 Federal CU + 2 GC34090(d) City Clerk General correspondence F-200-075 Census S+2 GC34090(d) GIS F-200-078 Civil Aeronautics Board CU + 2 GC34090(d) City Clerk General correspondence Airports F-200-084 Department of Energy CU + 2 GC34090(d) Electric General correspondence Utility F-200-090 FEMA CU + 2 GC34090(d); Development General correspondence Preference Services City Clerk Various De is F-200-090-300 FEMA Reimbursement Projects CL + 10 GC34090; Finance Preference FEMA Reimbursement — Claims Paid + 7 F-200-100 Forest Service CU + 2 GC34090(d) City Clerk General correspondence F-200-200 Interior, Department of CU + 2 GC34090(d) City Clerk General correspondence F-200-200-040 Bureau of Land Management P GC34090(a) Development Dealing s with Bureau including land acquisition Services F-200-200-050 Bureau of Reclamation P CCP337.2; Public Works Information relating to the Bureau CCP343; City Attorney (See W-030 Water section for specific Bureau contracts & GC34090; supporting information) Preference F-200-700 Post Office CU + 2 GC34090(d) City Clerk General correspondence Support Services Records Retention Schedule — GGS Revised 1-2-2016 Page 21 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE F-200-850 Transportation, Department of Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record F-200-875 Treasury, Department of Official Policy Finance General correspondence Records City Treasurer F-200-850 Transportation, Department of CU + 2 GC34090(d) Public Works General correspondence City Clerk F-200-875 Treasury, Department of CU + 2 GC34090 Finance General correspondence City Treasurer City Clerk FINANCE F-205 Finance CU + 2 GC34090 Finance (a) General correspondence relating to Finance as a function i gas and vehicle time sheets F-205 Finance T+5 GC34090; Finance (b) Contracts— (See A-070 re: Transaction Logs) CCP 337 F-205-025 Accounts Payable AU + 4 GC34090; Finance All check documentation Preference F-205-025-500 Non -Employee Compensation Reporting AU + 4 GC34090; Finance Form 1099 and 1096 26 CFR 31.6001.1-4; R&T 19530 F-205-025-750 Request for Taxpayer ID# AU + 4 GC34090; Finance Information pertaining to requests for taxpayer ID number Preference and certification W-9 F-205-030 Accounts Receivable AU + 4 GC34090; Finance Preference F-205-095 Cash AU + 4 GC34090; Various Preference Departments F-205-095-200 Bad Checks AU + 4 GC34090; City Treasurer Treasurer's list of bad checks Preference F-205-095-300 Cancelled Checks AU + 4 GC34090; City Treasurer Preference F-205-095-600 Petty Cash AU + 4 GC34090; Finance Work papers documenting testing and reconciliation of Preference City Treasurer petty cash general ledger account balance F-205-095-650 Reconciliation AU + 4 GC34090; City Bank statements, summaries for receipts, disbursements & Preference Treasurer reconciliations Records Retention Schedule — GGS Revised 1-2-2016 Page 22 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE F-205-100 Computer Reports Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record F-205-100-160 Expenditures Official Policy F-205-100-200 General Ledger Records F-205-100 Computer Reports P GC34090; Finance F-205-100-125 Distribution Reports Preference F-205-100-160 Expenditures F-205-100-200 General Ledger F-205-100-300 Inventory F-205-100-325 Job Order F-205-100-600 Revenue F-205-150 Financial Reports CU + 2 GC34090 Finance General correspondence relating to financial reports which includes liabilities, cash inventory and work papers, financial statement and audit preparation Financial Audit ............................................... P GC34090; Preference F-205-150-075 Comprehensive Annual Financial Report (CAFR) P GC34090; City Clerk Preference Finance Support Documents (stored in electronic format on network drive in Finance F-205-150-150 Federal Power Commission CU + 2 GC34090 City Clerk All documentation relating to report F-205-150-400 Local Transportation Inactive 1983 F-205-150-650 State Controller Reports AU + 4 GC34090; Finance All information prepared for controller Preference City Clerk F-205-150-660 Street Report AU + 4 GC34090; Finance Accounting of all street information for City Preference City Clerk F-205-160 Fixed Assets AU + 4 GC34090; Finance Documentation of purchases of buildings, furnishing and Preference e ui ment over $5,000 F-205-300 Journal Voucher P GC34090; Finance Account posting w/ supporting documents Preference stored in electronic format on network drive in Finance F-205-500 Purchase Orders AU + 4 GC34090; Purchasing Preference F-205-600 Revenue AU + 4 GC34090.7 City Clerk Information relating to revenue including development Finance impact fees F-205-600-650 Shasta County Revenue AU + 4 GC34090; City Preference Treasurer Records Retention Schedule — GGS Revised 1-2-2016 Page 23 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE F-205-600-725 Treasurer's Remits Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record which includes all backup data Official Policy FIRE PREVENTION F-210 Records CU + 2 GC34090 F-205-600-725 Treasurer's Remits AU + 4 GC34090; City Daily accounting of monies received by City Treasurer Preference Treasurer which includes all backup data FIRE PREVENTION F-210 Fire Prevention CU + 2 GC34090 Fire General corres ondence F-210-150 EOC Documentation CL + 10 GC34090; Fire Documentation related to activation of the EOC Preference F-210-200 Fire Alarm Plans P GC34090; Fire Preference F-210-300 Inspection Files CU + 2 GC34090 Fire General correspondence F-210-300-020 Aged Homes CL + 5 CFC 104.6 — Fire Routine inspection documentation of aged, guest and 104.6.4; boarding homes Preference F-210-300-050 Arson P PC 799; Fire All arson case inspection files GC34090 (Confidential) F-210-300-100 Inspection Files CU + 5 CFC 104.6 — Fire through Alarms/sprinkler systems, prevention efforts 104.6.4 F-210-300-500 Includes all Districts, Day Care Homes, Group Homes and Residential Care Fire Station Journals P GC34090; Fire Activities, personnel, engine company Preference F-210-550 Permits CL + 5 GC34090; CFC Fire 104.6 —104.6.4 F-210-550-040 Blasting Inactive 2000 F-210-550-150 Explosive Transportation Inactive 2000 F-210-550-175 Fireworks CL + 5 GC34090; CFC Fire 104.6 — 104.6.4 F-210-550-450 Model Rocket Inactive 2000 F-210-550-560 Black/Smokeless Powder Inactive 2000 F-210-550-700 Above Ground Storage Tank P C34090;23 Fire (a) Compliance CCR 2712(b); H&S25284.2 i Records Retention Schedule — GGS Revised 1-2-2016 Page 24 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE F-210-550-700 Above Ground Storage Tank Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Official Policy F-210-550-750 Underground Storage Tank Records GC34090; 23 Fire F-210-550-700 Above Ground Storage Tank CU + 7 GC34090; 23 Fire (b) Maintenance & Operation CCR 2712(b); H&S25284.2 i F-210-550-750 Underground Storage Tank P GC34090; 23 Fire (a) Compliance CCR 2712(b); H&S25284.24 i F-210-550-750 Underground Storage Tank CU + 7 GC34090; 23 Fire (b) Maintenance & Operation CCR 2712(b); H&S25284.24 i F-210-560 Plans S+2 GC34090; Fire Preference I City Clerk GENERAL PLAN G-030 General Plan P GC34090; Development Development, Implementation and Amendment of any/all Preference Services aspects of the General Plan, Community Plan, Area Plan G-030-010 Amendments P GC34090; Development All General Plan Amendments (GPA) Preference Services City Clerk G-030-070 Elements P GC34090; Development All matter pertaining to adoption of elements Preference Services G-030-110 Oasis Road/I-5 Specific Plan P GC34090; City Clerk Preference Development Services G-030-125 Park Marina/Riverfront Specific Plan P GC34090; City Clerk Preference Development Services G-030-140 Specific Plan Amendments P GC34090; City Clerk All Specific Plan Amendments (SPA) Preference Development Services G-030-150 Sphere Of Influence P GC34090; Development City's Sphere of Influence including Urban Development Preference Services GEOGRAPHIC INFORMATION SYSTEMS (GIS Records Retention Schedule — GGS Revised 1-2-2016 Page 25 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE G-040 Geographic Information Systems (GIS) Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Systems Official Policy GRANTS G-100 Records CL + 5 GC34090; G-040 Geographic Information Systems (GIS) S GC34090 GIS Integration of Digital Mapping & Database Information Systems GRANTS G-100 Grants CL + 5 GC34090; City Clerk Misc grants applied for and/or received by City not covered 2 CFR 200.33; Housing under specific subject codes and "pay off loan" files 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490, & 570.502(a & b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A-133 Records Retention Schedule — GGS Revised 1-2-2016 Page 26 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE G-100-030 CDBG, Community Development Block Grant Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record through and financial records Official Policy G-100-030-061 Records 21 CFR 1403.36 Originating G-100-030 CDBG, Community Development Block Grant CL + 5 GC34090; City Clerk G-100-030-025 Information pertaining to the overall block grant program 2 CFR 200.33; through and financial records 7 CFR 3016.42; G-100-030-061 21 CFR 1403.36 Originating Unsuccessful Grants ....................................................... CU + 2 & 1403.42(b); Department 24 CFR 85.42, G-100-030-020 Annual Performance Reports ............................ CU + 5 91.105(h), 92.505, 570.490, G-100-030-100 Action Plans ................................................... S+5 & 570.502(a & b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A-133 G-100-030-120 Administrative Policy (CDBG) S+5 GC34090; Housing All informational material relating to equal employment 24CFR570.502(a) opportunity, affirmative action and relocation policy (16); 24CFR85.42; 92.508(a)&(c); 29 CFR 97.42, GC §34090 G-100-030-150 Fair Housing CU + 2 GC34090 Housing All correspondence, including inquires complaints, reports, etc. G-100-030-200 Housing Assistance Plan/Site Development Inactive 1993 G-100-030-700 Reports CL + 5 GC34090 Housing All reports relating to CDBG Records Retention Schedule — GGS Revised 1-2-2016 Page 27 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE G-100-070 Federal Grants Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record G-100-070-070 Disadvantaged Business Enterprise (DBE) Official Policy (Prior to 7/99 see G-100-030-300) Records 21 CFR 1403.36 Originating G-100-070 Federal Grants CL + 5 GC34090; City Clerk 2 CFR 200.33; G-100-070-070 Disadvantaged Business Enterprise (DBE) 7 CFR 3016.42; (Prior to 7/99 see G-100-030-300) 21 CFR 1403.36 Originating & 1403.42(b); 24 Department G-100-070-095 FAA CFR 85.42, Federal Aviation Administration 91.105(h), 92.505, 570.490, G-100-070-100 FAU / FHA / ISTEA Projects & 570.502(a & b), Federal Aid Urban, Federal Highway Administration, 28 CFR 66.42; 29 Intermodal Surface Transportation Efficiency Act CFR 97.42; 40 CFR 31.42; 44 Unsuccessful Grants........................................................ CU + 2 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A-133 G-100-075 Home -Home Investment Partnership Program AU + Af- GC34090; 24 Housing fordability CFR 85.42, G-100-075-100 Case Files - Home Owner Period T+5 92.508(a) & (c) & G-100-075-101 Case Files - Home Rental Rehab Program (CU + 60) 570.502(a)(16), Originating G-100-075-175 Community Housing Development HOME 29 CFR 97.42, Department G-100-075-200 Home Apps/Grants/Programs GC §34090 G-100-075-500 New Construction G-100-075-800 Tenant -Based Rental Assistance WITH RECAPTURE OR RESALE RESTRICTIONS Unsuccessful Grants........................................................ CU + 2 G-100-080 Housing Rehabilitation Loan Program CU + Af- GC34090; 24 Housing fordability CFR 85.42, G-100-080-075 Case Files Period T+5 92.508(a)&(c) & G-100-080-100 Emergency Repair Program 570.502(a)(16), Originating G-100-080-175 Senior Minor Repair Grant Program 29 CFR 97.42, Department G-100-080-400 Proposals GC 34090 WITH RECAPTURE OR RESALE RESTRICTIONS G-100-080-380 Policy - Housing Rehab Loan Program ................ CU + 2 G-100-080-250 Loan Committee Minutes & Staff Reports ......... P Unsuccessful Grants........................................................ CU + 2 Records Retention Schedule — GGS Revised 1-2-2016 Page 28 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE G-100-090 Indian Gaming Local Community Benefit Grants Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record G-100-145 Rental Rehabilitation Grant Program Official Policy Housing G-100-145-600 Case Files Records CFR 85.42, G-100-090 Indian Gaming Local Community Benefit Grants CL + 5 GC34090; City Clerk Preference G-100-145 Rental Rehabilitation Grant Program CU + Af- GC34090; 24 Housing G-100-145-600 Case Files fordability CFR 85.42, G-100-145-750 Nondiscrimination Condominium Non -Conversion Period T+5 92.508(a) & (c) & 570.502(a)(16), Originating WITH RECAPTURE OR RESALE RESTRICTIONS 29 CFR 97.42, Department GC 34090 Unsuccessful Grants........................................................ CU + 2 G-100-165 Self Sufficiency Program CL + 5 GC34090; City Clerk Preference Unsuccessful Grants........................................................ CU + 2 Originating Department G-100-170 State Grants CL + 5 GC34090; Preference City Clerk G-100-170-200 Division of Aeronautics G-100-170-210 Emergency Shelter Grant Program G-100-170-700 Office of Traffic Safety (OTS) Originating G-100-170-775 State Transportation Improvement Program (STIP) Department G-100-170-825 State -Local Transportation Partnership Program (STPP) Applications, reports, contracts, supporting documents, financial records Unsuccessful Grants........................................................ CU + 2 G-100-200 State Deferred Payment Rehabilitation Loan & CL + 5 GC34090; Housing CHRP-O Preference Originating Unsuccessful Grants........................................................ CU + 2 Department HISTORY H-100 History P GC34090; City Clerk History of the City of Redding from Incorporation Date Preference H-100-500 Historic Places/Buildings P GC34090; City Clerk Relating to Historic properties and buildings worthy of Preference preservation and information from the Office of Historic Preservation HOUSING AUTHORITY Records Retention Schedule — GGS Revised 1-2-2016 Page 29 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts fonvarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE H-150-000 Housing Authority Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record of Authority, general correspondence, management review Official Policy reports and utility allowance schedules Records H-150-000 Housing Authority CU + 2 GC34090 City Clerk Information relating to policy and procedures for Formation of Authority, general correspondence, management review reports and utility allowance schedules H-150-015 Acquisition / Relinquishment CL + 10 GC34090(a) City Clerk Supporting documentation and appraisals Preference Housing Purchase, donation, condemnation and public domain Legal Advertising CU + 2 Includes public notices and legal publications Deeds & Easements P Original deeds, title insurance policies, agreements H-150-025 Agendas - Housing Authority CU + 2 GC34090 et seq.; City Clerk Special Meeting Notices, Certificate of Posting, Action Preference Agendas Agenda Staff Reports P All Reports to Redding Housing Authority are permanent records and are filed by the subject code listed on the reports H-150-200 Budget Proposed Budget.............................................................. CU + 2 GC34090; City Clerk Adopted Budget............................................................... P Preference Housing H-150-200-050 Continuum of Care Plan CU + 5 GC34090 City Clerk Information relating to Continuum of Care Plan for Housing homeless H-150-250 Financial Records AU + 4 GC34090; City Clerk Preference H-150-250-075 Comprehensive Annual Financial Report (CAFR) P GC34090; City Clerk Preference Finance Support Documents (stored in electronic format on network drive in Finance H-150-265 Funding Requests CU + 2 GC34090 Housing. Information pertaining to funding requests to Housing City Clerk Authority H-150-300 Housing Revenue Bonds CL + 10 GC34090; Housing. CCP337.5(a); City Clerk CCP336, GC §43900 et seg. Records Retention Schedule — GGS Revised 1-2-2016 Page 30 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE H-150-400 Minutes Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record H-150-550 Publication Certificates/Displays Official Policy Housing. All types of certificates of adverting for Housing Authority Records City Clerk H-150-400 Minutes P GC34090(e) City Clerk Official Minutes of Housing Authority H-150-550 Publication Certificates/Displays CU + 2 GC34090 Housing. All types of certificates of adverting for Housing Authority City Clerk programs, meetings, etc. H-150-600 Resolutions P GC34090(e) City Clerk Adopted by Housing Authority H-150-675 through Section 8, Existing H-150-675-700 Closed 2000 H-150-678 Section 8, Housing Choice Voucher Closed 8/12/99 H-150-680 Section 8, Housing Voucher Program CU + 2 GC34090 Housing (a) Information relating to Section 8, Housing Voucher Program H-150-680 Section 8, Waiting List CU + 3 24 CFR 982.158, Housing b GC §34090 H-150-680-100 Annual Plan P GC34090; Housing Preference H-150-680-700 Tenant Case Files CL + 3 24 CFR 85.42, Housing Section 8, Housing Voucher Program 570.502, 982.158; 29 CFR 97.42; HUD Notice PIH 98-48, 99-49 H-150-682 Section 8, Management Assessment Program S+3 GC 34090 Housing H-150-685 through Section 8, Moderate H-150-685-800 Closed 6/06 per Housing H-150-695 through Section 8, State Aftercare H-150-695-700 Closed 8/1/99 INCORPORATION OF REDDING I-010 Incorporation of Redding P GC34090; City Clerk Information relating to Incorporation of City of Redding Preference which occurred October 4, 1887 INVESTMENTS I-100 Investments P GC34090; City Preference Treasurer I-100-100 Corporate Cash Management Account (CCMA) P GC34090; City Preference Treasurer Records Retention Schedule — GGS Revised 1-2-2016 Page 31 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE I-100-500 Local Agency Investment Fund Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record I-100-800 Safekeeping Official Policy City Records Preference Treasurer I-100-500 Local Agency Investment Fund P GC34090; City Preference Treasurer I-100-800 Safekeeping P GC34090; City Preference Treasurer LAND USE L-010 Land Use CU + 2 GC34090 Planning a General correspondence L-010 All permits/projects not completed or denied None GC34090 Building (b) (Pre -Applications) Required Engineer Planning L-010-005 Affordable Housing CU + 2 GC34090 Housing Information pertaining to affordable housing issues and City Clerk projects, including Redding Affordable Housing Fund Program L-010-035 Archaeology P GC34090; City Clerk Information pertaining to archaeological material and sites Preference Planning L-010-040 BAR, Board of Administrative Review See B-080-040 L-010-045 Building Construction P GC34090(d) Building Commercial & Residential Permits & Plans H&S 19850 H&S 19853 L-010-046 Certificates of Compliance P GC34090; Planning Information regarding legal procedure to confirm existence Preference of a parcel in which no records existed L-010-050 Flood Plain P GC34090; Planning All information relating to the flood plain area with Preference exception of FEMA documents L-010-070 Environmental Determinations (ED) P GC34090; Planning All environmental determination documentation: 14 CCR City Clerk categorical exemptions, negative declaration, notice of §15095(c) determination, notice of exemption, etc. Related to CEQA L-010-075 Environmental Impact Reports (EIR) P GC34090 ; Planning 14 CCR City Clerk §15095(c) L-010-075-575 Other Agencies None Not City Records Planning Information relating to EIR as they pertain to other required agencies or other jurisdictions Records Retention Schedule — GGS Revised 1-2-2016 Page 32 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE L-010-100 Growth Management Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record construction taxes and all inquiries re industry relocation Official Policy L-010-100-140 Growth Management - Specific Developments Records GC34090; Planning L-010-100 Growth Management CU + 2 GC34090 Planning Planned growth control including development and construction taxes and all inquiries re industry relocation L-010-100-140 Growth Management - Specific Developments P GC34090; Planning through (see subject code for list of developments) Preference L-010-100-900 L-010-130 Home Occupation Permits Inactive 2/2000 L-010-140 Local Agency Formation Commission (LAFCO) (Use B-080-650-375, LAFCO) Inactive 2001 L-010-145 Landscaping - Commercial & Residential P GC34090; Planning Information pertaining to requirements to landscape on Preference commercial & residential properties, etc. L-010-150 Lot Splits P GC34090; Planning Preference L-010-150-050 Administrative Parcel Maps & Parcel Maps P GC34090; Planning Preference L-010-150-600 Lot Mergers P GC34090; Planning Relating to the merging or combining of any number of lots Preference L-010-150-750 Property Line Adjustments P GC34090; Planning Information regarding property line adjustments between 2 Preference or more existing adjacent parcels and which does not create a greater number of parcels than originally existed L-010-170 Over Crowded Schools Inactive 11/1991 L-010-200 Plan Lines P GC34090; Planning All proceedings to establish plan lines Preference L-010-210 Planned Developments P GC34090; Planning L-010-211 Includes specific named Planned Developments Preference (see subject code for a list of PD's L-010-220 Adult Entertainment CU + 2 GC34090 City Clerk L-010-230 Rezonings P GC34909; Planning Preference City Clerk L-010-290 Shasta County Land Division Maps P GC34090; Public Works Land Division Maps outside service area Preference L-010-290-001 Specific Named Shasta County Land Division Maps through L-010-290-006 Records Retention Schedule — GGS Revised 1-2-2016 Page 33 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE L-010-300 Site Plan Reviews Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record appeals Official Policy L-010-390 Use Permits Records GC34909; Planning L-010-300 Site Plan Reviews P GC34909; Planning Information relating to Site Plan Reviews including Preference City Clerk appeals L-010-390 Use Permits P GC34909; Planning Information relating to Use Permits including appeals Preference L-010-390-080 Administrative Sign Permits T+2 GC34909 Planning Relating to temporary promotional advertising signs and permanent advertising signs Administrative permits issued by the Planning Department which are exempt from CEQA L-010-390-090 Administrative Tree Permits P GC34090(d); Planning Information relating to tree permits issued administratively Preference by the Planning Department L-010-390-100 Administrative Use Permits Closed 12/2002 L-010-390-300 Density Bonus P CCP 337; Planning Information relating to Density Bonus agreements between GC34090; develo rs & City including annual proof of compliance Preference L-010-390-700 Site Development Permits P GC34090; Planning Preference L-010-390-750 Site Development Permits - Director P GC34090; Planning Information relating to SDP -D's issued by Development Preference Services Director L-010-390-800 Temporary Use Permits CL + 2 GC34090 Planning L-010-410 Variances P GC34909; Planning Information relating to variances including appeals Preference L-010-410-900 Zoning Exceptions P GC34909; Planning Information relating to variance permits issued Preference administratively by the Planning Department L-010-500 Zoning CU + 2 GC34090 Planning Information relating overall zoning Inquiries/Complaints L-010-500-050 Zoning Districts P GC34909; Planning Information relating to the formation of zoning districts Preference filed individually by Municipal Code chapter/section number L-010-500-900 Zoning Violations P GC34090(d) Planning Supporting code enforcement activity Code Enforcement LEGISLATION Records Retention Schedule — GGS Revised 1-2-2016 Page 34 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE L-040 Legislation Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record L-040-070 Federal Official Policy City Clerk General correspondence Records L-040 Legislation CU + 2 GC34090 City Clerk General correspondence L-040-070 Federal CU + 2 GC34090 City Clerk General correspondence L-040-070-040 Americans with Disabilities Act CU + 2 GC34090 City Clerk General correspondence L-040-150 League of California Cities CU + 2 GC34090 City Clerk Correspondence pertaining to the Agency City Manager L-040-150-100 City Link Subscription None Not City Records required L-040-150-400 National League of Cities Inactive 11/1987 L-040-150-600 Sacramento Valley Division CU + 2 GC34090 City Clerk L-040-300 State CU + 2 GC34090 City Clerk General correspondence L-040-300-050 Ethics Training — AB 1234 CU + 5 GC §§34090, City Clerk Information relating to ethic training for public officials 53235.2(b) and others resulting from passage of AB 1234 LIBRARY INFORMATIONPERTAINING TO THE FUNDING & MAINTENANCE OF THE CITY/COUNTYLIBRARYSERVICES L-050 Library CU + 2 GC34090 City Clerk General correspondence L-050-010 Redding Municipal Library Board of Trustees P GC34090 et seq. City Clerk (a) All information regarding formation & administrative action involving the Rdg Muni Library established in 2005 by Ordinance No 2374 L-050-010 Agendas - Redding Municipal Library CU + 2 GC34090 et seq. City Clerk (b) Special Meeting Notices, Certificate of Posting Preference Agenda Staff Reports P All Reports to Redding Municipal Library Board of Trustees are permanent records and are filed by the subject code listed on the reports L-050-400 Minutes P GC34090(e) City Clerk Official Minutes of the Redding Municipal Library L-050-600 Resolutions P GC34090(e) City Clerk Adopted by Redding Municipal Library Board of Trustees Records Retention Schedule — GGS Revised 1-2-2016 Page 35 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE L-050-500 Policies Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Board of Trustees Official Policy LICENSES PERMITS & REGULATIONS L-070 Records CU + 2 GC34090 L-050-500 Policies S+2 GC 34090(d) City Clerk All policies adopted by the Redding Municipal Library Board of Trustees LICENSES PERMITS & REGULATIONS L-070 Licenses, Permits & Regulations CU + 2 GC34090 Various General correspondence Departments L-070-020 Bingo T+2 GC34090 Applications & approval of permits City Clerk L-070-030 Cardroom T+2 GC34090 Applications & approval of cardroom permits City Clerk L-070-100 Business T+2 GC34090 City Clerk Information relating to business licenses L-070-100-030 Circus & Carnival T+2 GC34090 City Clerk Information pertaining to the licensing of a circus or carnival L-070-100-040 Closing Out Sale T+2 GC34090 City Clerk All documentation relating to closing out sales for businesses L-070-190 Film Production T+2 GC34090 Community Information relating to proposed use of city land and/or Services em to ees for commercial film production L-070-200 Fingerprints T+2 GC34090 Personnel Information relating to fingerprinting regulations and fees Police L-070-300 Handbills T+2 GC34090 City Clerk Regulations and permit applications for distribution of commercial handbills L-070-600 Peddlers/Solicitors T+2 GC34090 City Clerk All documentation for non-profit, exempt and disabled organizations including book, magazine, coupon books and interstate commerce LITIGATION/SUMMONS & COMPLAINTS L-100 Litigation/Summons and Complaints CL + 5 CCP 337; City (a) Settlement Agreements GC34090 Attorney Routine Case Records - includes, logs, complaints, police reports, court orders, motions, notes, briefs, closing statements unless minors -3 years after attaining 18 Records Retention Schedule — GGS Revised 1-2-2016 Page 36 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE L-100 Litigation/Summons and Complaints Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record significant cases which have importance/or set legal Official Policy precedence. Includes logs, complaints, police reports, Records L-100 Litigation/Summons and Complaints P CCP 337; City (b) High Profile Case Records - Permanent Injunction, GC34090; Attorney significant cases which have importance/or set legal Preference precedence. Includes logs, complaints, police reports, court orders, motions, notes, briefs MALLS (INFORMATION DEALING WITH MALLS M-010 Malls CU + 2 GC34090(d) City Clerk General correspondence M-010-200 Downtown Mall CU + 2 GC34090(d) City Clerk Information pertaining to overall operation of the mall M-010-200-050 Business Improvement Area P GC34090; City Clerk Inactive 9/1996 per Ordinance 2159 Preference M-010-200-395 Maintenance Information relating to maintenance of the CU + 2 GC34090(d) Support downtown mall structure including adjacent parking Services structure M-010-200-400 Merchants Association Inactive 1993 M-010-200-500 Permits Closed M-010-400 Mt. Shasta Mall CU + 2 GC34090(d) City Clerk Information relating to Mt. Shasta Mall MARIJUANA (INFORMATION PERTAINING TO THE GROWTH AND DISTRIBUTION OF MARIJUANA IN THE CITYLIMITS M-020 Marijuana CU + 2 GC34090(d) City Attorney General correspondence City Clerk MISCELLANEOUS M-050 Miscellaneous Closed 1987 ORDINANCES 0-100 Ordinances P GC34090(e) City Clerk Adopted by City Council PARADES (INFORMATION PERTAINING TO PARADE REQUESTS) P-010 Parades CU + 2 GC34090 City Clerk General correspondence Public Works Police P-010-050 Misc/Special Events Requests CU + 2 GC34090 City Clerk Public Works Police Records Retention Schedule — GGS Revised 1-2-2016 Page 37 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-010-100 Rodeo Activities Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Official Policy Police PARKING P-030 Records P-010-100 Rodeo Activities CU + 2 GC34090 City Clerk Information relating to the annual rodeo week activities Public Works Police PARKING P-030 Parking General correspondence ....................................... CU + 2 GC34090 City Clerk Regulations ...................................................... S+2 Public Works P-030-050 Emergency Vehicles CU + 2 GC34090 City Clerk Correspondence relating to the parking of emergency vehicles, on and off street P-030-150 Limited - Metered CU + 2 GC34090 City Clerk Correspondence relating to on -street metered parking Public Works P-030-160 Limited - Non -Metered CU + 2 GC34090 City Clerk Correspondence relating to on -street non -metered parking Public Works P-030-180 Loading Zones CU + 2 GC34090 City Clerk Correspondence relating to loading zones Public Works P-030-200 Parking Requests CU + 2 GC34090 City Clerk Public Works P-030-220 Off -Street — Metered CU + 2 GC34090 City Clerk Prescribing hours and changes Public Works P-030-230 Off -Street - Non -Metered CU + 2 GC34090 City Clerk Prescribing hours and changes Public Works P-030-240 Permits CL + 2 GC34090 City Information relating to 10 hour, mall merchant and official Treasurer parking permits P-030-240-300 Hoods CL + 2 GC34090 City Correspondence relating to use of parking meter hoods Treasurer P-030-250 Prohibited All restricted parking areas CU + 2 GC34090 City Treasurer P-030-250-050 Handicap Information relating to handicap spaces CU + 2 GC34090 City Treasurer Public Works P-030-300 Revenues AU + 4 GC34090 City All parking revenue information Treasurer Finance P-030-300-100 Citations AU + 4 GC34090 City Information relating to adjudication of parking citations Treasurer and other matters pertaining to citations PARKS (REGULATIONS & USE OF PARK FACILITIES Records Retention Schedule — GGS Revised 1-2-2016 Page 38 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-050 Parks Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Official Policy City Clerk P-050 Accident Reports / Incident Reports Records GC34090 Community P-050 Parks CU + 2 GC34090 Community (a) General correspondence, rental applications Services City Clerk P-050 Accident Reports / Incident Reports CU + 2 GC34090 Community b Services P-050 Parks P GC34090 Community Studies, Master Plans, Future Sites & Expansions, and Services History P-050-030 through All Named Parks P-050-458 P-050-460 Trails P GC34090; Community Information relating to trail system within city with Preference Services exception of bicycle paths and grant documents City Clerk P-050-460-150 All Named Trails through P-050-460-875 P-050-475 Veterans Grove P GC34090; Community Information relating to the war memorial located at civic Preference Services auditorium aka Gomes Memorial City Clerk P-050-500 Woods Memorial Park P GC34090; Community Information relating to park located in Sunset Terrace Preference Services Subdivision City Clerk P-050-600 Baseball/Softball Fields P GC34090; Community Use and regulations of fields Preference Services City Clerk P-050-600-010 Includes All Named Fields through P-050-600-250 P-050-650 Boat Ramps P GC34090; Community Information relating to boat ramps located within the City Preference Services limits City Clerk P-050-665 Golf Courses P GC34090; Community Information pertaining to golf courses Preference Services City Clerk P-050-690 Soccer Fields P GC34090; Community Information relating to soccer fields Preference Services City Clerk Records Retention Schedule — GGS Revised 1-2-2016 Page 39 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-050-700 Swimming Pools Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Official Policy City Clerk P-050-700-300 Enterprise High School Pool Records GC34090; Community P-050-700 Swimming Pools P GC34090; Community Information relating to public pools located in the City Preference Services City Clerk P-050-700-300 Enterprise High School Pool P GC34090; Community Preference Services City Clerk P-050-700-600 Redding Plunge/Aquatic Center P GC34090; Community Information relating to public pool located in Caldwell Preference Services Park City Clerk P-050-800 Tennis Courts P GC34090; Community Information relating to public tennis courts located in the Preference Services City City Clerk P-050-875 Use Policies P GC34090; Community Information pertaining to use policies in City parks Preference Services City Clerk PERSONNEL P-100 Personnel CU + 2 GC34090 Personnel General correspondence P-100-030 Deferred Compensation Programs CU + 5 GC34090; Finance Supporting documentation Preference Personnel (Confidential) P-100-035 Department Organization Studies CU + 2 GC34090 Personnel P-100-045 Employee Files P 29 CFR 1602.31 Personnel All active personnel files & 1627.3(b)(ii), (Confidential) GC §§12946, Excludes Medical Records (See P-100-045-500) 60201; 29 USC 1113; Preference P-100-045-010 Administrative Investigations CL + 5 29 CFR 1602.31 Personnel & 1627.3(b)(ii), (Confidential) GC §§12946, 60201; 29 USC 1113; Preference P-100-045-020 Backgrounds - Hired P 29 CFR 1602.31 Personnel (a) Background workup documentation on City employees & 1627.3(b)(ii), Police GC §§12946, Fire 60201; 29 USC (Confidential) 1113; Preference P-100-045-020 Backgrounds - Non -Hired CU + 5 GC34090; Personnel (b) Background workup documentation on position applicants Preference Police Fire (Confidential) Records Retention Schedule — GGS Revised 1-2-2016 Page 40 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-100-045-050 Complaints (Sworn Personnel Only) Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Official Policy Records PC 801.5; P-100-045-050 Complaints (Sworn Personnel Only) CL + 5 PC 832.5; Police EVC 1045; (Confidential) GC 12946; 34090 PC 801.5; PC 803(c); VC 2547; P-100-045-200 I-9 Forms T+3 INA 274A(b)(3); Personnel INS Rule (Confidential) 274a.l(b)(2) 8 CFR 274a.2; 29 CFR 1627.3(b)(i); GC §§12946, 34090 P-100-045-500 Medical Files (ALL Employees) P 8 CCR Personnel Pre-employment Physicals, Health Status Reports, §3204(dxl) et (Confidential) Respiratory Fit Tests, Hearing Tests, etc. seq., 29 CFR 1910.1020(d)(1) (i), GC §§12946, 34090; Preference P-100-050 Employee/Labor Relations CL + 10 GC34090; Personnel Information pertaining to employee and labor relations Preference (Confidential) including MOU and grievance proceedings P-100-050-050 Includes All Union Negotiation Files through P-100-050-170 P-100-058 Employee Wellness Program S+2 GC 34090 Personnel Information relating to the program and policy P-100-060 Employment/Recruitment CL + 3 29 CFR Personnel 1627.3(b)(i), 29 (Confidential) P-100-060-025 Applications (NeoGov) CFR 1602.14 et seq. 2 CCR 1103(c); GC §§12946, 34090 P-100-060-100 Complaints, Discrimination & Harassment Personnel Non -Safety employees...................................................... CL + 3 2 CCR 1103(c); (Confidential) Public Safety employees ................................................... CL + 5 GC §§12946, 34090 P-100-060-150 EEO -4 CU + 3 29 CFR 1602.32 Personnel Information relating to Equal Employment Opportunity (Confidential) Records Retention Schedule — GGS Revised 1-2-2016 Page 41 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-100-060-155 Eligibility List Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Applications, examination materials, eligibility lists, job Official Policy (Confidential) bulletins Records seq. P-100-060-155 Eligibility List CL + 3 29 CFR All eligibility lists developed for position vacancies 1627.3(b)(i), 29 Personnel Applications, examination materials, eligibility lists, job CFR 1602.14 et (Confidential) bulletins seq. 2 CCR 1103(c); GC §§12946, 34090 P-100-060-600 Position Vacancies/Promotions CL + 3 GC12946; 34090 Personnel (Confidential) P-100-060-630 Professional Certification CL + 3 GC12946; 34090 Personnel Information pertaining to requirements for employment (Confidential) P-100-060-850 Volunteer Program CU + 3 GC 34090 Personnel Information pertaining to City-wide personnel volunteer program P-100-075 Grievances CL + 5 Personnel Grievances filed by employee & supporting documentation 2 CCR 1103(c); (Confidential) Resolved Administratively GC §§12946, P-100-075-100 Harassment Closed 11/1997 P-100-100 Holidays P GC34090 City Clerk Addition or deletion of scheduled holidays by resolution in accordance w/MOU's etc. P-100-120 Hours & Overtime S+5 GC34090(d) Personnel Establishment of and amendments to employee working hours P-100-150 Insurance P CCP337.2, City Clerk All tvpes of insurance covering City employees GC34090 P-100-150 Insurance CU + 6 29 CFR Personnel Types of insurance covering City employees 1627.3(b)(2); 29 (Confidential) USC 1027; GC P-100-150-030 Dental/Medical §§12946,34090 P-100-150-055 Life P-100-150-060 Disability P-100-150-110 Prescription P-100-150-150 Unemployment P-100-150-160 Vision P-100-200 Miscellaneous S+5 GC 34090 Personnel Personnel Policies GC 12946 (Some files 1982— 2000, Refer to City Clerk's AS400 index s stem Confidential Records Retention Schedule — GGS Revised 1-2-2016 Page 42 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-100-225 Payroll Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Payroll registers ................................................. Official Policy P-100-225-055 Backup / Changes / Time Sheets Records GC34090; Finance P-100-225 Payroll GC34090; Personnel General correspondence ....................................... CU + 2 Preference Finance Payroll registers ................................................. CU + 5 29 CFR 516.2 P-100-225-055 Backup / Changes / Time Sheets AU + 4 GC34090; Finance Preference (Confidential) 29CFR 516.2 Individual signed time sheets are retained in each 8 CCR 11040.7(c) Various Depts department P-100-225-075 Deductions T+4 GC34090 Personnel Deduction authorizations, beneficiary designations, 29CFR 516.2 Finance deferred compensation, W -4's 26 CFR 31.6001-1 (Confidential) P-100-225-175 Federal Withholding (Quarterly Reports) AU + 4 GC 34090; Finance Information relating to federal withholding tax 26 CFR (Confidential 31.6001.1-4; W-2 records stored in Finance P P-100-225-450 OASDI Inactive 1996 P-100-225-500 PERS Report AU + 4 GC34090 Finance All public employees retirement system information as it 29 CFR (Confidential) relates to employee payroll 1627.3(b)(2); 29 USC 1027; GC §§12946 P-100-225-650 State Withholding (Quarterly Reports) AU + 4 GC 34090; Finance Information relating to state withholding tax 26 CFR (Confidential) P 31.6001.1-4 W-2 records (stored in Finance) P-100-225-675 Sure Pay -Automatic Deposit AU + 4 GC 34090; Personnel Information relating to the automatic payroll deposit Preference program for City employees P-100-225-725 Time Sheets (Use P-100-225-055) Closed 8/1996 P-100-225-775 Unemployment T+5 GC34090 Finance Information relating to unemployment 29CFR 516.2; (Confidential) Preference P-100-225-850 Wage Attachments T+5 GC34090 Finance All documentation of wage attachments on City employees 29CFR 516.2; (Confidential) Preference P-100-230 PERS CU +5 GC 34090; Personnel Public Employees Retirement System Program & Preference (Confidential) Amendments Valuations, etc. Records Retention Schedule — GGS Revised 1-2-2016 Page 43 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-100-240 PARS Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Valuations, etc. Official Policy P-100-250 through Safety Program Records Closed 1/1988 P-100-260 P-100-240 PARS CU + 5 GC 34090; Personnel Public Agency Retirement System Preference (Confidential) Valuations, etc. P-100-250 through Safety Program P-100-250-600 Closed 1/1988 P-100-260 Sick Leave/Leave Policies CL + 30 Personnel Information relating to sick leave, emergency leave and 2 CCR 1103(c); (Confidential) leaves of absence, including FMLA, military leave, GC §§12946, maternity leave, etc. 34090 P-100-265 Social Security CU + 2 GC34090 Personnel Correspondence relating to the Social Security Program P-100-270 Training CU + 5 8 CCR §3203 et Personnel Documentation pertaining to training programs for City seq., 8 CCR Police employees 14300.33(a); 29 Fire CFR 1627.3(b)(ii), 29 Various Safety Personnel Training Records (by Employee) T+5 CFR 1904.33, 29 Departments Paperwork documenting individual's internal and external CFR 1904.44; LC training §6429(c), GC §§12946,34090, 53235.2(b) P-100-300 Vacation S+5 GC34090 Personnel Information relating to vacation P-100-320 Wages & Classification Personnel Establishment and changes 2 CCR 1103(c); Classifications & Appointments ........................................ P GC §§12946, Surveys & Studies.............................................................. CU + 2 34090 P-100-320-500 Physical Standards S+3 Personnel Information pertaining to physical standards for job 2 CCR 1103(c); classifications and med-tox GC §§12946, 34090 PUBLIC INFORMATION P-145 Public Information CU + 2 GC34090 Various General correspondence De artments P-145-100 Automated Citizen Information System (Redding Reach Out) Inactive Records Retention Schedule — GGS Revised 1-2-2016 Page 44 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-145-200 Brochures Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record P-145-350 Dialogue Official Policy P-145-550 Media Relations Records P-145-200 Brochures S+2 GC34090 Various P-145-300 Convention & Visitors Bureau News Departments P-145-350 Dialogue P-145-550 Media Relations P-145-600 Museum Newsletter P-145-700 Redding Connects (formerly Redding Report) P-145-650 Press Releases CU + 2 GC34090 Various Includes cable, newspaper, radio and fax Departments P-145-800 State of the City P GC34090; City Clerk Preference PUBLIC SAFETY P-150 Public Safety CU + 2 GC34090 Fire General correspondence Police P-150-050 Emergency Services S+2 GC34090 Fire Information pertaining to emergency services P-150-050-500 Hazardous Material/Waste S+2 GC34090 Fire (a) Policy P-150-050-500 Hazardous Waste Disposal (Manifests) P GC34090; Solid Waste (b) Documentation re handling and disposal of hazardous Preference waste P-150-050-500 Hazardous Materials Storage Permits P GC34090; Solid Waste (c) Preference Fire P-150-050-500 Household Hazardous Waste Programs S+2 GC34090 Solid Waste (d) P-150-050-500 Training Materials S+5 8 CCR §3203 et Solid Waste (e) seq., 8 CCR Fire 14300.33(a); 29 CFR 1627.3(b)(ii), 29 CFR 1904.33, 29 CFR 1904.44; LC §6429(c), GC §§12946,34090, 53235.2(b) Records Retention Schedule — GGS Revised 1-2-2016 Page 45 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-150-050-500 Underground Storage Tank Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Maintenance & Operation ................................................. Official Policy P-150-070 Fire Records GC34090 Fire P-150-050-500 Underground Storage Tank GC34090(a) Public Works (� Compliance....................................................................... P GC34090 Fire Maintenance & Operation ................................................. CU + 2 H&S 25284.24(1) P-150-070 Fire S+2 GC34090 Fire Information relating to fire protection and training City Clerk Apparatus/Vehicle CL + 2 NFPA 1911.4.7.3 Fire History Files & Annex C.5; Fleet Repair & Maintenance GC34090 Inventory, Equipment & Supplies CU + 2 GC34090 Fire Logs, Fire Equipment/Gear CU + 2 GC34090 Fire P-150-070-025 Annual Report P GC34090 City Clerk Compilation of annual data for submission to State Fire P-150-070-050 Dispatcher Logs CU + 2 GC34090 Fire P-150-070-100 Fire/Incident Reports CU + 5 CFC104.6 — Fire 104.6.4; GC34090 P-150-070-700 Protection/Rural Areas S+2 GC34090 Fire Information pertaining to fire protection districts including agreements P-150-070-750 Rescue Reports CL + 2 GC34090 Fire Detail information on all calls for emergency assistance regarding health, drowning, heart attack, etc. P-150-150 Police CU + 2 GC34090 Police General correspondence City Clerk P-150-200 Public Health CU + 2 GC34090 Various General correspondence Departments REDDING POLICE DEPARTMENT RECORDS P-150-150 Abandoned Vehicle Abatement (AVA) CL + 2 GC 34090 Police Tags and registration printouts of vehicles tagged as abandoned on public and private property and their disposition Records Retention Schedule — GGS Revised 1-2-2016 Page 46 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-150-150 Administrative/Internal Investigations Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record and findings Oficial Policy Records 803(c), 832.5, P-150-150 Administrative/Internal Investigations CL + 5 EVC §1045, GC Police Initiated by citizens or internal complaints; includes reports §§12946,34090, and findings PC §§801.5, 803(c), 832.5, VC §2547 P-150-150 Alarm Records (False) CU + 2 GC 34090 Police P-150-150 Arrest/Conviction H&S, Section 11357(b), (c), (d), or Conviction 11361.5 H&S Police 11360 (b) Violations (occurring after 1/1/96) or Arrest (if Applies to convictions or arrests not followed by No conviction; Exception - H&S 11357(e) - Record retained Conviction) until juvenile offenders is 18 years, then destroyed + 2 P-150-150 Asset Forfeiture CL + 2 GC34090 Police Investigations, proceedings, case file, notifications to property owner P-100-150 Backgrounds - Hired P 29 CFR 1602.31 Police Background workup documentation & 1627.3(b)(ii), GC §§12946, 60201; 29 USC 1113; Preference P-150-150 Backgrounds - Not Hired CU + 5 GC34090; Police Preference P-150-150 Backgrounds T+5 GC34090; Police Old Fingerprint Cards for Long -Term Employees Preference P-150-150 Blue Cards CU + 2 GC34090 Police Initial information from reporting persons, repossessions, etc. @ front counter P-150-150 Card Dispatch CU + 2 GC34090 Police P-150-150 Cardroom Employee Records T+2 GC34090 Police P-150-150 Case Books, Investigative CL + 2 GC34090 Police P-150-150 Case Files -Homicide Investigator P 799PC Police P-150-150 Citations CU + 10 GC34090 Police Infractions, traffic violations, certain municipal code violations P-150-150 Cite and Release CL + 10 GC34090 Police Misdemeanor, non -traffic, warrants Records Retention Schedule — GGS Revised 1-2-2016 Page 47 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-100-045-050 Claim Files/Citizen Complaints Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record correspondence, photographs, supporting documents Official Policy P-150-150 CLETS Entry Cases Records GC34090 Police P-100-045-050 Claim Files/Citizen Complaints CL + 5 GC34090 Police Against sworn police department personnel; Claim copy, correspondence, photographs, supporting documents P-150-150 CLETS Entry Cases Until GC34090 Police (California Law Enforcement Telecommunications recovered Systems) and defined Missing Persons in crime Stolen or Lost — gun/weapon not recovered code Stolen Vehicles retention Property schedule P-150-150 Concealed Weapon Permits CL + 2 GC34090 Police P-150-150 Court Tracking System Records CU + 2 GC34090 Police Database records subpoena numbers, officer name, case number, defendant name district attorney name, court information and disposition P-150-150 Criminal History Requests CU + 3 GC34090 Police CFS and other external/internal agency requests DOJ Policies & Procedures P-150-150 Crime Prevention Files CU + 2 GC34090 Police P-150-150 Crimes Punishable by Death, Life Imprisonment P PC799 Police Serious Felonies, Supplemental, Capital Crimes including murder, kidnap for ransom, treason, procuring execution by perjury, train wrecking, assault w/deadly weapon by life -term prisoner, bombing w/death or bodily injury, making defective war materials that cause death P-150-150 Crimes: Felonies/Misdemeanors CU + 30 GC34090 Police Felony - i.e., assault with a deadly weapon, burglary Misdemeanor - i.e., domestic violence, resisting arrest P-150-150 Crimes: Misdemeanors CU + 10 GC34090 Police i.e. petty theft, vandalism P-150-150 Crimes: Non -criminal CU + 10 GC34090 Police i.e. information reports, courtesy reports, missing persons/runaways (CLETS Cleared P-150-150 Daily Electronic Activity CU + 2 GC34090 Police P-150-150 Death Investigations CU + 50 GC34090 Police sus us death, suicide P-150-150 Department Manuals S+2 GC34090 Police Records Retention Schedule — GGS Revised 1-2-2016 Page 48 of 86 AU=Audit (1 year) CL=Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-150-150 Equipment Radio Logs (communications) Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record equipment rformance history Official Policy P-150-150 Federal Firearm License Files Records GC34090 Police P-150-150 Equipment Radio Logs (communications) CU + 2 GC34090 Police Documented problems, malfunctions, resolution to provide equipment rformance history P-150-150 Federal Firearm License Files T + 2 GC34090 Police P-150-150 Field Interview Cards CU + 2 GC34090 Police Prepared by officers in the field when contacting subject under suspicious circumstances P-150-150 Fingerprint Applicant File (Live Scan) CU+ 2 GC34090 Police authorization for employment fingerprinting P-150-150 General Orders Policies P GC34090; Police Preference P-150-150 Grievance Files CL + 5 GC34090 Police Resolved Administratively Grievances filed by employees & supporting documentation P-150-150 Guns - Dealer Record of Sale CU + 2 GC34090 Police Applicants, monthly audits, applications denies stolen DOJ File P-150-150 Informant Files T+2 GC34090; Police Legal notifications, identification, payment & activities Preference information P-150-150 Internal Investigations CL + 5 EVC §1045, GC Police Officer Involved Shooting Investigations §§12946,34090, PC §§801.5, 803(c), 832.5, VC §2547 P-150-150 Inventory S+2 GC34090 Police Listing of equipment assi ned to division and individual P-150-150 Juvenile — Sealed Records Sealing + 5 WIC 781(A) Police or Court PC 290 Order P-150-150 Latent Fingerprint Records CU + 2 GC34090 Police Suspect (adult/juvenile) suspected of crime, used for com arison led with case lelre ort P-150-150 Lesson Plans, Range S+2 GC34090 Police Scope, content, time period of courses P-150-150 Overtime Cards CU + 10 GC 34090.7; Police Records of incidents of overtime worked Preference P-150-150 Paridng/Traffic (duplicates) None GC34090.7 Police required Records Retention Schedule — GGS Revised 1-2-2016 Page 49 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-150-150 Pawn Slips Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record secondhand dealers Official Policy P-150-150 Pawn Shop Files Records GC34090 Police P-150-150 Pawn Slips CU + 2 GC34090 Police Records of property sold, bought, or pawned through secondhand dealers P-150-150 Pawn Shop Files CU + 2 GC34090 Police Miscellaneous Pawn Shop files P-150-150 Photographs - Personnel P GC34090; Police Preference P-150-150 Property Files CU + 2 GC34090 Police Original reports and supplemental documentation (lost, found, safekeeping). Record of property booked into Property and Evidence and disposition P-150-150 Property - Original Until GC34090 Police case is adjudicated and/or disposition determined P-150-150 Radar Calibration T+2 GC34090 Police Documentation re radar instruments retained during use/ownership P-150-150 Range Inventory S+2 GC34090 Police Quarterly reports of inventories of weapons and ammunition held by Department Range P-150-150 Redflex Citation Records CU + 3 GC34090; Police Preference P-150-150 Registrant Files — Adults & Juveniles Life of PC §290 et seq.; Police (Arson, Narcotics, and Sex) registrant W&I §781; until proof GC34090 290 PC registrants who are no longer required to register, of death keep five years after DOJ order OR 75 years P-150-150 Registrant Files — Juvenile Arson Age 25 or W&I §781; Police Sealing GC34090 Date + 5 years P-150-150 Registrant Files — Narcotics CU + 5 GC34090; Police Preference P-150-150 Reports to DOJ CU + 2 GC34090 Police Arrest & Citation Register; arson, crimes against senior citizens; death in custody; domestic violence; hate crimes, homicide officer killed or assaulted, Uniform Crime Reports Records Retention Schedule — GGS Revised 1-2-2016 Page 50 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-150-150 Reports Activity Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record division Official Policy P-150-150 Repossession/Private Impounds Records GC34090 Police P-150-150 Reports Activity CU + 2 GC34090 Police Weekly, monthly/quarterly/annual. Statistical reports by division P-150-150 Repossession/Private Impounds CU + 2 GC34090 Police Documentation from repossession companies and/or lenders as follow-up to vehicle repossession notification; teletype reflecting entry of vehicle as repossessed into Calif. Law Enforcement System and vehicle registration info is attached P-150-150 Research Project Files CL + 2 GC34090 Police May include request forms, background material, staff & final project reports and supporting data P-150-150 Rosters (Divisional) - Personnel assigned to division S+2 GC34090 Police P-150-150 Schedules, Daily - Schedules of officers on duty CU + 2 GC34090 Police P-150-150 Schedules, Range CU + 2 GC34090 Police Daily, weekly, monthly schedules of training events P-150-150 Sealed Records - Adult Found Factually Innocent Mandatory 851.8 PC Police destruction upon & pursuant to court order P-150-150 Secondhand Dealer Files CU + 2 GC34090 Police Miscellaneous files other than Pawn Slips P-150-150 Secondhand Dealer/Pawn Broker License Duplicates CU + 2 GC34090 Police Annual renewals by local agency P-150-150 Service Schedules CU + 2 GC34090 Police P-150-150 Statistical (Crime Analysis) CU + 2 GC34090 Police Internally -generated from: Activity logs, citizen calls, current/past crime statistic reports, expenditure and budget records; receipts, misc. reports including criminal activity; levels, officer workload, deployment, time usage P-150-150 Survey Response Files CU + 2 GC34090 Police Correspondence w/other agencies requesting statistical data P-150-150 Tapes Audio, Telephone and Radio Communications 100 days GC34090 et seq. Police Exception: Recordings used as evidence in criminal prosecution or claim filed or litigation or potential claims & litigation Records Retention Schedule — GGS Revised 1-2-2016 Page 51 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-150-150 TARBs (Traffic Accident Review Board) Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record P-150-150 Tow Cases Official Policy Police Records of vehicles towed, includes registered owner Records P-150-150 TARBs (Traffic Accident Review Board) CU + 5 GC34090; Police Preference P-150-150 Tow Cases CU + 2 GC34090 Police Records of vehicles towed, includes registered owner notification receipts P-150-150 Traffic Collision: GC34090; Police Fatal........................................................ P Preference Injury...................................................... CU + 15 Non -injury ................................................ CU + 10 Hit & Run - refer to Crime categories P-150-150 Training Bulletins P GC34090; Police Preference P-150-150 Training Records CU + 2 8 CCR §3203 et Police Documentation required for POST Audits seq., 8 CCR 14300.33(a); 29 CFR 1627.3(b)(ii), 29 CFR 1904.33, 29 CFR 1904.44; LC §6429(c), GC §§12946,34090, 53235.2(b) Preference P-150-150 Training Records by Employee T+5 8 CCR §3203 et Police Paperwork documenting individual personnel internal and seq., 8 CCR external training 14300.33(a); 29 CFR 1627.3(b)(ii), 29 CFR 1904.33, 29 CFR 1904.44; LC §6429(c), GC §§12946,34090, 53235.2(b) P-150-150 Transmittals CU + 2 GC34090 Police P-150-150 Use of Force Supervisory Review CU + 2 GC34090 Police Includes review forms, arrest report copies, logs P-150-150 Vehicle Assignment Reports S Department Police Record of assignments Policy Records Retention Schedule — GGS Revised 1-2-2016 Page 52 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE P-150-150 Vests, Bulletproof Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record P-150-150 Warrants, Felony Official Policy Police Bench....................................................... Records P-150-150 Vests, Bulletproof CU + 2 GC34090 Police Authorization to purchase P-150-150 Warrants, Felony GC34090 Police Bench....................................................... CU + 5 Arrest....................................................... DA's approval P-150-150 Warrants, Misdemeanor GC34090 Police Bench....................................................... CU + 3 Arrest....................................................... DA's approval P-150-150 Weapons Database P Department Police Departmentally -owned weapons; personal weapons, Policy alternate weapons, secondary handguns; produces inventory reports RECREATION R-006 Recreation CU + 2 GC34090 Community General correspondence Services Playground equipment ins ctions R-006-250 Community Events / National Tournaments CU + 2 GC34090 Community Freedom Festival, Jazz Festival, Tournaments, etc. Services R-006-650 Programs CU + 2 GC34090 Community Enrollment, liability releases, attendance, annual passes, Services flyers, registration receipts R-006-650-400 Class Instruction Agreements T+5 CCP336(a), 337; Community GC34090; Services Preference R-006-650-700 Refunds GC34090; Community Documentation relating to refunds for programs ........... CU + 2 Preference Services Policy............................................................................... S+2 Finance R-006-850 Use of School Facilities CU + 2 GC34090 Community General correspondence Services REDDING AREA BUS AUTHORITY R-010 Redding Area Bus Authority CU + 5 GC34090 City Clerk (a) All information regarding administrative action involving RABA including inquiries and complaints R-010 Redding Area Bus Authority P GC34090 RABA b All information regarding RABA Formation Records Retention Schedule — GGS Revised 1-2-2016 Page 53 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-010-025 Accident Reports Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record exception of those resulting in a claim Official Policy R-010-025-060 Claims (Refer to R-100-550-950) Records Advertising/Marketing CU + 5 R-010-025 Accident Reports CL + 5 GC34090 Risk Mgmt All accident report forms including police reports with exception of those resulting in a claim R-010-025-060 Claims (Refer to R-100-550-950) R-010-030 Advertising/Marketing CU + 5 GC34090 RABA Material relating to all phases of advertising/marketing City Clerk R-010-030-600 Passes / Tickets / Tokens AU + 4 GC34090; RABA All correspondence involving passes/tickets/tokens as it Preference relates to advertising/marketing R-010-050 Agendas — RABA CU + 2 GC34090: City Clerk Special Meeting Notices, Certificate of Posting, Action Preference Agendas Agenda Staff Reports P All Reports to RABA are permanent records and are filed by the subject code listed on the reports R-010-058 Air Quality CU + 5 GC34090 RABA Information pertaining to the air quality management plan and other air quality issues R-010-072 Bicycle Program S+5 GC34090 RABA Information pertaining to RABA bicycle program Citv Clerk R-010-075 Construction GC34090; (a) Capital Improvement Projects for Municipal Facilities P CCP337 Planning, design, construction, conversion or modification Public Works of municipal facilities, structures and systems. City Clerk Specifications, Record drawings, ("As-Builts", etc), Finance Addendums, Final reports, Award and Notice of Completion memos, Inspector Diaries Finance's Transaction log Supporting Documents: CL + 10 GC34090; Correspondence, bidders list, preliminary and stop notices, CCP337 change orders, pay estimates, certified payrolls, etc. R-010-075 Bonds - Security CL + 2 GC34090 Public Works (b) Documentation created and/or received in connection with City Clerk the performance of work/services for the city Purchasing Records Retention Schedule — GGS Revised 1-2-2016 Page 54 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-010-090 Budget Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Adopted Budget............................................................... Official Policy R-010-110 Committees Records GC34090 City Clerk R-010-090 Budget GC34090 City Clerk Proposed Budget.............................................................. CU + 2 GC34090; RABA Adopted Budget............................................................... P Preference R-010-110 Committees CU + 5 GC34090 City Clerk Information pertaining to committees advisory to RABA GC40801 R-010-120 Communications CU + 2 GC34090 RABA Information pertaining to communication systems for City Clerk RABA R-010-150 Contracts/Agreements P CCP336(a), 337; City Clerk All original contracts and grant agreements GC34090; Preference Send ALL Agreements/Contracts to City Clerk R-010-200 DBE/WBE CL + 5 GC34090 City Clerk Information relating to disadvantage and women's business enterprises R-010-200-030 Appeal Process CL + 5 GC34090(d) RABA Correspondence relating to specific process City Clerk R-010-200-050 Certification P GC34090 RABA Information relating to certification R-010-200-055 Challenge Process CU + 5 GC34090 RABA Correspondence relating to specific process Cit Clerk R-010-200-160 Goals CL + 5 GC34090 RABA Information of related goals for program City Clerk R-010-225 Demand Response CU + 5 GC34090 RABA All correspondence relating to the demand response system Cit Clerk R-010-250 Finance CU + 5 GC34090 Finance Information relating to RABA financing including general ledger documentation R-010-250-025 Accounts Payable AU + 4 GC34090; Finance Preference R-010-250-050 Accounts Receivable AU + 4 GC34090; Finance Preference R-010-250-060 Audits -Financial P GC34090; Finance All financial audits and pertinent information for RABA Preference R-010-250-065 Audits -Performance CU + 5 GC34090 RABA All documentation for triennial performance audit for City Clerk RABA R-010-250-075 Bank Statements AU + 4 GC34090; Finance Preference Records Retention Schedule — GGS Revised 1-2-2016 Page 55 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-010-250-225 Financial Statement Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record for RABA Official Policy R-010-250-250 Fixed Assets Records GC34090; Finance R-010-250-225 Financial Statement AU + 4 GC34090; Finance All information relating to the annual financial statement Preference for RABA R-010-250-250 Fixed Assets AU + 4 GC34090; Finance Documentation of purchases, buildings, furnishing, and Preference equipment R-010-250-350 Investments AU + 4 GC34090; City All documentation for investment of idle RABA funds Preference Treasurer R-010-250-800 State Controller Reports AU + 4 GC34090 Finance All information prepared for controller R-010-265 Fixed Route CU + 5 GC34090 RABA All correspondence relating to the fixed route system City Clerk including object class information, charter requests R-010-265-200 Driver Requirements AU + 5 GD34090 ABA Information relating to requirements of RABA employees CCP337 City Clerk who drive buses GC25105-1 R-010-280 Funding Sources CU + 5 GC34090 RABA General information re overall funding sources including City Clerk census data R-010-280-025 Advertising CU + 5 GC34090 RABA Funding derived from sale of advertising on buses City Clerk R-010-280-200 Fare box - Demand Response AU + 4 GC34090 RABA All types of fare box revenues relating to demand response City Clerk R-010-280-210 Fare box - Fixed Route AU + 4 GC34090; RABA All types of fare box revenues relating to fixed route Preference City Clerk R-010-280-500 Proposition 1B - Bonds for Financing CL + 5 GC34090; RABA Transportation and related projects with $4 billion for local Preference City Clerk transit services R-010-280-575 Proposition 116 Inactive R-010-280-600 RTPA Closed 1/1/1994 R-010-280-625 SRTA (RTPA) - Claims for Funding CU + 5 GC34090 RABA All claims to STPA for funding City Clerk Records Retention Schedule — GGS Revised 1-2-2016 Page 56 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-010-280-849 UMTA/FTA Grant Compliance & Oversight Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record funding and contractor oversight Official Policy Records & 1403.42(b); 24 R-010-280-849 UMTA/FTA Grant Compliance & Oversight CL + 5 2 CFR 200.33; RABA Information pertaining to grant compliance for FTA 7 CFR 3016.42; City Clerk funding and contractor oversight 21 CFR 1403.36 & 1403.42(b); 24 R-010-280-850 UMTA/FTA-3, 5309 CFR 85.42, R-010-280-855 UMTA/FTA-5, 5305 91.105(h), R-010-280-860 UMTA/FTA-8, 5303 92.505, 570.490, R-010-280-865 UMTA/FTA-9, 5307 & 570.502(a & b), R-010-280-870 UMTA/FTA-9A 28 CFR 66.42; 29 R-010-280-880 UMTA/FTA-15 CFR 97.42; 40 R-010-280-885 UMTA/FTA-16, 5310 CFR 31.42; 44 R-010-280-900 UMTA/FTA-18, 5311 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A-133; GC §34090 R-010-325 Goals & Objectives CU + 5 GC34090 RABA Information relating to goals and objectives including City Clerk annual review R-010-350 Hours / Routes / Bus Stops CU + 5 GC34090 RABA Correspondence, complaints, modifications relating to City Clerk routes, hours of service, shelters and bus stops R-010-360 Insurance CU + 2 GC34090 RABA Corres ndence on insurance for the system City Clerk R-010-370 Intermodal Facility P GC34090 RABA (a) Information relating to passenger transfer facility located City Clerk between Yuba & Tehama (1530 Yuba Street); documentation prior to 1989 is coded under R-010 R-010-370 Intermodal Facility CU + 5 GC34090 RABA b Correspondence, complaints, operation and maintenance City Clerk R-010-400 Legislation CU + 5 GC34090 City Clerk Information relating to legislation including CAPOTS RABA material R-010-400-025 Air Resources Board CU + 5 GC34090 RABA Information related to air quality standards & requirements City Clerk R-010-400-050 Americans w/ Disabilities Act CU + 5 Not City Records; RABA Information pertaining to said act Preference City Clerk Records Retention Schedule — GGS Revised 1-2-2016 Page 57 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-010-400-200 Drug & Alcohol Reporting Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record related reporting Official Policy Records 49 CFR 655.71 R-010-400-200 Drug & Alcohol Reporting CU + 5 GC34090(d) RABA Information pertaining to reporting of drug & alcohol 29 CFR City Clerk related reporting 1627.3(b)(1)(v), 49 CFR 655.71 49 CFR 382.401 49 CFR 653.71 R-010-400-850 Storm Water Pollution Prevention Plan S+5 40 CFR §§122.21, RABA Information pertaining to Plan 122.41; CCP §337 City Clerk et seg. R-010-475 Maintenance Facility (3333 S Market Street) CU + 5 GC34090 RABA Information pertaining to maintenance facility City Clerk R-010-500 Minutes P GC34090 City Clerk Official Minutes of RABA R-010-600 Planning Reports CU + 5 GC34090 RABA All plannin reports submitted to the Board City Clerk R-010-625 Policy S+5 GC34090(d) City Clerk Information re RABA Board policy including policy RABA manual R-010-650 Property Acquisition GC34090(a) City Clerk Supporting documentation relating to property acquisition CL + 10 Preference RABA including land & structures by RABA Legal Advertising CU + 2 Includes public notices and legal publications Deeds & Easements P Original deeds, title insurance policies R-010-700 Resolutions P GC34090(e) City Clerk Adopted by RABA R-010-720 Ridesharing though Inactive R-010-720-975 R-010-750 SRTA (formerly RTPA) CU + 5 GC34090 RABA Information pertaining to the Shasta Regional City Clerk Transportation Agency as the authority and clearinghouse for grants R-010-750-300 Consolidated Transportation Service Agency CU + 5 GC34090 RABA Information pertaining to CTPA City Clerk Records Retention Schedule — GGS Revised 1-2-2016 Page 58 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-010-775 Charter (Shuttle) Service Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record R-010-800 System Reports Official Policy RABA All system reports submitted monthly to the RABA Board Records City Clerk R-010-775 Charter (Shuttle) Service S+5 GC34090; Raba RABA Policy No. 119 City Clerk R-010-800 System Reports P GC34090 RABA All system reports submitted monthly to the RABA Board City Clerk R-010-825 Transfer Facilities CU + 5 GC34090 RABA Information pertaining to transfer facilities throughout City City Clerk R-010-840 Transit Service CU + 5 GC34090 RABA Information re contracts with other agencies for transit City Clerk service lying outside RABA service area R-010-900 Vehicle / Equipment Acquisition - Maintenance L GC34090(d); RABA 13 CCR 1234(f); City Clerk R-010-910 Vehicle Operating Regulations CU + 5 GC34090 RABA City Clerk REDDING CAPITAL SERVICES CORPORATION R-012 Redding Capital Services Corporation CU + 2 GC34090 City Clerk General correspondence R-012 Agendas - Redding Capital Services Corporation CU + 2 GC34090; City Clerk Special meeting notices, certificate of posting, action Preference agendas Agenda Staff Reports P All Reports to Redding Capital Services Corporation are permanent records and are filed by the subject code listed on the reports R-012-100 Resolutions P GC34090(e) City Clerk Adopted by Redding Capital Services Corporation 40801 R-012-500 Minutes P GC34090(d); City Clerk Official minutes of Redding Capital Services Corporation GC36814; GC40801 REDDING HOUSING DEVELOPMENT CORPORATION R-013 through Redding Housing Development Corporation R-013-700 Closed 2001 REDDING JOINT POWERS FINANCING AUTHORITY Records Retention Schedule — GGS Revised 1-2-2016 Page 59 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-015 Redding Joint Powers Financing Authority Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record R-015-025 Agendas - Redding Joint Powers Financing Authority Official Policy City Clerk Special meeting notices, certificate of posting, action Records Preference R-015 Redding Joint Powers Financing Authority CU + 2 GC34090 City Clerk General correspondence R-015-025 Agendas - Redding Joint Powers Financing Authority CU + 2 GC34090; City Clerk Special meeting notices, certificate of posting, action Preference agendas Agenda Staff Reports P All Reports to Redding Joint Powers Financing Authority are permanent records and are filed by the subject code listed on the reports R-015-030 Agreements P CCP337.2, City Clerk CCP343 B&P7042.5, PU7685 48CFR.2, GC53066 R-015-150 Deeds/Easements GC34090(a) City Clerk Supporting acquisition documentation and appraisals CL + 10 Preference City Attorney Purchase, donation, condemnation and public domain City Manager Legal Advertising CU + 2 Includes public notices and legal publications Original Deeds, Title Insurance Policies, Agreements P R-015-300 Financing Projects CU + 2 GC34090 City Clerk Information relating to financing of various public capital improvements R-015-300-100 Capital Improvement Projects CL + 10 GC34090; City Clerk Information pertaining to financing capital improvement CCP 337 projects R-015-300-120 Civic Center Project CL + 10 GC34090; City Clerk Information pertaining to debt for civic center project CCP 337 R-015-300-121 2004 Civic Center Refunding & Parks Projects CL + 10 GC34090; City Clerk Series B lease revenues bonds CCP 337 R-015-300-175 Electric Projects CL + 10 GC34090; City Clerk Information pertaining to joint powers financing authority CCP 337 electric project financing, etc. R-015-300-200 Equipment Lease - Purchase Financing CL + 10 GC34090; City Clerk Information relating to equipment acquisition program CCP 337 through long term debt issuance Records Retention Schedule — GGS Revised 1-2-2016 Page 60 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-015-300-225 Infrastructure Projects Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record projects Official Policy R-015-300-500 Police Facility Records GC34090; City Clerk R-015-300-225 Infrastructure Projects CL + 10 GC34090; City Clerk Information relating to financing of various infrastructure CCP 337 projects R-015-300-500 Police Facility CL + 10 GC34090; City Clerk Information relating to financing design, acquisition, CCP 337 construction, improvement of new police facility 2013 R-015-300-600 Reassessment District Financing CL + 10 GC34090; City Clerk Information pertaining to refinancing for assessment CCP 337 districts R-015-300-700 Redevelopment Projects CL + 10 GC34090; City Clerk Information pertaining to financing redevelopment projects CCP 337 R-015-300-900 Wastewater Projects CL + 10 GC34090; City Clerk Financing of the wastewater project including all municipal CCP 337 sewers stem improvements through revenue bonds R-015-300-950 Water Projects CL + 10 GC34090; CCP City Clerk Information pertaining to bond financing for water projects 337 R-015-500 Minutes P GC34090(d); City Clerk Official minutes of Redding Joint Powers Financing GC36814; Authority GC40801 R-015-700 Resolutions P GC34090(e) City Clerk Adopted by Redding Joint Powers Financing Authority REDDING RANCHERIA - WIN RIVER R-020 Redding Rancheria - Win River CU + 2 GC34090 City Clerk General correspondence REDDING SHASTA HOME FINANCE AUTHORITY R-025 through Redding Shasta Home Finance Authority R-025-700 Closed 2002 REDEVELOPMENT R-030 Redevelopment CU + 2 GC34090 RRA General correspondence City Clerk R-030-010 Administration CU + 2 GC34090 RRA General correspondence City Clerk Records Retention Schedule — GGS Revised 1-2-2016 Page 61 of 86 AU=Audit (1 year) CL=Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-030-010-020 Agendas Redevelopment Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Agendas Official Policy Agenda Staff Reports Records R-030-010-020 Agendas Redevelopment CU +2 GC34090; RRA Special Meeting Notices, Certificate of Posting, Action Preference City Clerk Agendas Agenda Staff Reports P All Reports to Redevelopment are permanent records and are filed by the subject code listed on the reports R-030-010-040 Bylaws P GC34090 RRA City Clerk R-030-010-050 Committees T+5 GC34090; RRA Preference City Clerk R-030-010-055 Conflict of Interest Code P GC87300 City Clerk Adopted by Resolution R-030-010-070 Disclosure of Financial Interest T+7 GC81009 (e)&(g) City Clerk R-030-010-080 Environmental Procedures S+5 GC34090(d) RRA Policy&procedures; retain while current City Clerk R-030-010-110 General Certificates P GC34090 RRA R-030-010-400 Minutes P GC34090(E) RRA Official minutes of governing body R-030-010-500 Newsletter CU + 2 GC34090 RRA R-030-010-625 Relocations CL + 5 GC34090; RRA CCP 337 City Clerk R-030-010-700 State Board of Equalization CU + 2 GC34090 RRA General correspondence City Clerk R-030-010-710 State Certificate P GC34090 RRA Redevelopment Agency Certification R-030-020 Bids Refer to Section B-050-020 thru B-050-100-700 regarding the appropriate retentions R-030-030 Buckeye Redevelopment Area CU + 2 I I GC34090 RRA I General correspondence City Clerk Records Retention Schedule — GGS Revised 1-2-2016 Page 62 of 86 AU=Audit (1 year) CL=Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-030-030-050 Acquisition Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Purchase, donation, condemnation and public domain Official Policy City Manager Legal Advertising Records R-030-030-050 Acquisition GC34090(a) RRA Supporting documentation and appraisals CL + 10 Preference City Clerk Purchase, donation, condemnation and public domain City Manager Legal Advertising CU + 2 Includes public notices and legal publications Original Deeds (See R-030-068) Title Insurance Policies (See R-030-610) R-030-030-200 Disposition - Property P GC34090(a) RRA City Clerk R-030-030-600 Projects Capital Improvement P GC34090 RRA City Clerk R-030-050 Canby -Hilltop -Cypress Project GC34090 RRA General correspondence ...................................... CU + 2 City Clerk Formation Documentation ................................... P R-030-050-005 Account Records AU + 4 GC34090 RRA Financial documents for Canby -Hilltop -Cypress Project Finance R-030-050-010 Acquisition - Land GC34090(a) RRA Supporting documentation and appraisals CL + 10 Preference City Clerk Purchase, donation, condemnation and public domain City Manager Legal Advertising CU + 2 Includes public notices and legal publications Original Deeds (See R-030-068) Title Insurance Policies (See R-030-610) R-030-050-020 Assessment Valuation Estimates AU + 4 GC34090 RRA Relates to Tax increment Finance R-030-050-030 Canby Overcrossing - A/D Study P GC34090; RRA Collection info, & original documentation files Preference City Clerk R-030-050-035 Canby Overcrossing P GC34090; RRA Preference City Clerk R-030-050-040 Capital Improvement Program (Canby) S+2 GC34090; RRA CCP 337; City Clerk Preference R-030-050-045 Cypress Properties CU + 2 GC34090 RRA General correspondence I City Clerk R-030-050-050Disposition - Land P GC34090(a) RRA City Clerk Records Retention Schedule — GGS Revised 1-2-2016 Page 63 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-030-050-070 Financial Records Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record category Official Policy Records PU 7685; R-030-050-070 Financial Records P CCP 337.2; RRA Relating to the specific project for which there is no other CCP 343; category B&P 7042.5; PU 7685; 48 CFR.2; GC 53066 R-030-050-075 Financing/C-H-C Tax Alloc Bonds 6 MILL CL + 10 GC34090; RRA Bonds issued in 1985 to refinance 2 million dollar notes CCP337.5; City Clerk and other misc projects CCP336, GC §43900 et seg. R-030-050-076 Financing/C-H-C Tax Alloc Bonds 2 MILL CL + 10 GC34090; RRA Information relating to bonds issued in 1989 for Hartnell CCP337.5; City Clerk Ave overcrossing and other small projects CCP336, GC §43900 et seg. R-030-050-080 Financing/C-H-C Tax Alloc Notes 2 MILL CL + 10 GC34090; RRA Notes issued in 1984 to finance portion of Churn Creek / CCP337.5; City Clerk Canby Overcrossing CCP336, GC §43900 et seg. R-030-050-085 Financing/C-H-C Tax Alloc Bonds - 03 Series CL + 10 GC34090; RRA Bonds issued in 2003 to refund previous bonds issues and CCP337.5; City Clerk receive new money CCP336, GC §43900 et seq. R-030-050-100 Hartnell Avenue Overcrossing P GC34090; RRA Information relating to the overcrossing project Preference City Clerk R-030-050-125 Implementation Plan (Canby) P GC34090 RRA Information pertaining to implementation plan for City Clerk Canby -Hilltop-Cypress redevelopment project area R-030-050-150 Mervyns Inactive R-030-050-300 Preliminary Redevelopment Plan S+2 GC34090 RRA R-030-050-310 Projects P GC34090 RRA Canby -Hilltop -Cypress R-030-050-650 Redevelopment Plan P GC34090; RRA Canb -Hillto -C ress Preference R-030-050-651 Redevelopment Plan Amendment No. 1 P GC34090; RRA Extension of redevelopment area north up to Lake Blvd and Preference south to S Bonnyview Road R-030-050-652 Redevelopment Plan Amendment No. 2 P GC34090; RRA Eminent Domain Preference R-030-050-653 Debt Time Limit - RRA Plan Amendment P GC34090; RRA Elimination of Debt Time Limit Preference Records Retention Schedule — GGS Revised 1-2-2016 Page 64 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-030-050-670 Relocation Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record R-030-050-700 SAVI Official Policy RRA General correspondence Records City Clerk R-030-050-670 Relocation CL + 5 GC34090, RRA Canby -Hilltop -Cypress CCP337 City Clerk R-030-050-700 SAVI CU + 2 GC34090 RRA General correspondence City Clerk R-030-060 Contracts P CCP336(a), 337; RRA GC34090; City Clerk Preference R-030-060-050 Deed Restrictions P GC34090(a) RRA City Clerk R-030-065 Debt CL + 10 GC34090; RRA Preference City Clerk R-030-065-010 Funds Advanced & Loaned to the RRA CL + 10 GC34090; RRA Preference City Clerk R-030-065-025 Bonds CL + 10 GC34090; RRA CCP337.5(a); City Clerk CCP336, GC §43900 et seg. R-030-068 Deeds/Easements P GC 34090(a); RRA City Clerk R-030-075 Financial Reports CU + 2 GC34090 Finance General correspondence RRA R-030-075-020 Annual Report CU + 5 GC34090 RRA R-030-075-040 Budget GC34090 RRA General correspondence; Proposed Budget ................. CU + 2 City Clerk Adopted Budget ................................................ P R-030-075-300 Final Financial Audit Report P GC34090; Finance Preference RRA R-030-075-350 Financial Statement P GC34090 Finance Annual RRA R-030-075-700 State Controller Reports AU + 4 GC34090 Finance RRA R-030-075-800 Statement of Existing Obligations AU + 4 GC34090 RRA Supporting administrative documents Finance R-030-075-850 Statement of Indebtedness AU + 4 GC34090 RRA Supporting administrative documents Finance R-030-100 Housing CU + 2 GC34090 Housing General correspondence City Clerk R-030-100-010 Acquisition (Housing Units Only) P GC34090(a) Housing City Clerk Records Retention Schedule — GGS Revised 1-2-2016 Page 65 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-030-100-025 Cooperative Housing Program Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Official Policy Records OMB Cir. A-110, R-030-100-025 Cooperative Housing Program CL + 3 24 CFR 570.502 Housing (b) (3); City Clerk 24 CFR 85.42; OMB Cir. A-110, #C R-030-100-033 Disposition (Housing Units Only) P GC34090(a) Housing City Clerk R-030-100-040 Equity Sharing Program (DAP & HP) CL + 5 24 CFR 85.42, Housing 92.508(a)&(c) & City Clerk 570.502(a)(16), 29 CFR 97.42, GC §34090 R-030-100-048 Federal Home Program Application CL + 3 24 CFR 85.42, Housing 92.508(a)&(c) & City Clerk 570.502(a)(16), 29 CFR 97.42, GC §34090 R-030-100-050 Housing Bond Issue, 2001 CL + 10 GC34090; Housing CCP337.5(a); City Clerk CCP336, GC §43900 et seg. R-030-100-055 Funding Requests CU + 2 GC34090 Housing Conceptual approval of and request for RRA program loans City Clerk R-030-100-100 Housing Study CU + 2 GC34090 Housing City Clerk R-030-100-400 Mortgage Credit Certificate Program CL + 5 24 CFR 85.42, Housing 92.508(a)&(c) & NO RECAPTURE OR RESALE RESTRICTIONS 570.502(a)(16), 29 CFR 97.42, GC §34090 R-030-100-500 Neighborhood Plans CU + 10 GC34090; Housing Preference City Clerk R-030-100-510 Good Neighbor Clean -Up Program S+2 GC34090(d) Housing City Clerk R-030-100-515 Be Wise! Loan Program CU + 5 GC34090; Housing Preference R-030-100-520 Paint Voucher Program S+2 GC34090(d) Housing City Clerk R-030-100-600 Project Match P GC34090; Housing Preference City Clerk R-030-100-700 Redding Pilgrim Housing (202) CU + 2 GC34090 Housing General correspondence I City Clerk Records Retention Schedule — GGS Revised 1-2-2016 Page 66 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-030-100-710 Rehab Case Files Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record NO RECAPTURE OR RESALE RESTRICTIONS Official Policy Records 29 CFR 97.42, R-030-100-710 Rehab Case Files CL + 5 24 CFR 85.42, Housing 92.508(a)&(c) & NO RECAPTURE OR RESALE RESTRICTIONS 570.502(x)(16), 29 CFR 97.42, GC §34090 R-030-100-750 Replacement Housing Plan Information pertaining to CL + 5 GC34090 Housing replacement of destroyed housing units City Clerk R-030-100-800 Sewer Loan Program CL + 5 24 CFR 85.42, Housing 92.508(a)&(c) & Finance NO RECAPTURE OR RESALE RESTRICTIONS 570.502(a)(16), 29 CFR 97.42, GC §34090 R-030-130 Legislation CU + 2 GC34090 RRA General correspondence City Manager R-030-140 Litigation CL + 5 CCP 337, RRA GC 34090 R-030-145 Market Street Project CU + 2 GC34090 RRA General correspondence City Clerk R-030-145-010 Acquisition — Land GC34090(a) RRA Supporting documentation and appraisals CL + 10 Preference City Clerk Purchase, donation, condemnation and public domain City Manager Legal Advertising CU + 2 Includes public notices and legal publications Original Deeds (See R-030-068) Title Insurance Policies (See R-030-610) R-030-145-035 Capital Improvement Program P GC34090; RRA Market Street CP 337 City Clerk R-030-145-050 Disposition - Land P GC34090(a) RRA City Clerk R-030-145-100 Financing / Market Street Project - Bond Series 2003 CL + 10 GC34090 RRA CCP337.5(a); Finance CCP336, GC City Clerk §43900 et seg. R-030-145-275 Implementation Plan P GC34090; RRA Market Street Preference City Clerk R-030-145-350 Projects P GC34090; RRA Capital Im rovements CCP 337 City Clerk Records Retention Schedule — GGS Revised 1-2-2016 Page 67 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-030-145-600 Relocation Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record R-030-145-640 Replacement Housing Official Policy RRA Market Street Project Only Records City Clerk R-030-145-600 Relocation CL + 5 GC34090; RRA Market Street Project Only CCP 337 City Clerk R-030-145-640 Replacement Housing CL + 5 GC34090 RRA Market Street Project Only City Clerk R-030-145-650 Redevelopment Plan P GC34090; RRA Market Street Project Preference City Clerk R-030-145-651 Redevelopment Plan Amendment P GC34090; RRA Market Street Preference City Clerk R-030-145-652 Debt Time Limit - RRA Plan Amendment P GC34090; RRA Market Street Project Preference City Clerk R-030-150 Midtown Project CU + 2 GC34090 RRA General correspondence City Clerk R-030-150-005 Accounting Records AU + 4 GC34090 Finance All financial documentation for the Midtown Project RRA R-030-150-010 Acquisition — Land GC34090(a) RRA Supporting documentation and appraisals CL + 10 Preference City Clerk Purchase, donation, condemnation and public domain City Manager Legal Advertising CU + 2 Includes public notices and legal publications Original Deeds (See R-030-068) Title Insurance Policies (See R-030-610) R-030-150-020 Business Improvement District CU + 2 GC34090 RRA General correspondence City Clerk R-030-150-040 Certification of Completion P GC34090; RRA CCP 337; City Clerk Preference R-030-150-060 Design Standards P GC34090; RRA Preference City Clerk R-030-150-075 Financing - Parldng Structure Lease Revenue Bonds CL + 10 CCP 337.5(a); RRA CCP336, GC Finance §43900 et seq. City Clerk R-030-150-500 Projects P GC34090; CCP RRA Capital Improvements 337; Preference City Clerk R-030-150-700 Redevelopment Plan P GC34090; RRA Midtown Project Preference City clerk R-030-150-701 Redevelopment Plan Amendment No. 3 P Expansion of Midtown Project from Sacramento River South to Olney Creek along Market Street Records Retention Schedule — GGS Revised 1-2-2016 Page 68 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-030-150-785 Sign Approvals Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record R-030-150-790 Sign Regulations Official Policy RRA Records City Clerk R-030-150-785 Sign Approvals CU + 2 GC34090 RRA City Clerk R-030-150-790 Sign Regulations CU + 2 GC34090 RRA City Clerk R-030-200 SHASTEC Redevelopment Project CU + 2 GC34090 RRA Municipal Airport/North Street/Old Oregon Trail with City Clerk Shasta County/Anderson/RRA General Correspondence R-030-200-050 Acquisition — Land GC34090(a) RRA Supporting documentation and appraisals CL + 10 Preference City Clerk Purchase, donation, condemnation and public domain City Manager Legal Advertising CU + 2 Includes public notices and legal publications Original Deeds (See R-030-068) Title Insurance Policies (See R-030-610) R-030-200-150 Capital Improvement Program P GC34090; RRA SHASTEC CCP337; City Clerk Preference R-030-200-200 Disposition - Land P GC34090(a) RRA City Clerk R-030-200-400 Implementation Plan P GC34090 RRA SHASTEC City Clerk R-030-200-600 Projects P GC34090 RRA Capital Improvement City Clerk R-030-200-700 Relocation CL + 5 GC34090; RRA SHASTEC Only CCP377 R-030-400 Resolutions P GC34090(e) RRA Ado ted by Redding Redevelopment Agency City Clerk R-030-600 Storefront Improvement Loan Program CL + 5 24 CFR 85.42, RRA 92.508(a)&(c) & Finance NO RECAPTURE OR RESALE RESTRICTIONS 570.502(a)(16), City Clerk 29 CFR 97.42, GC §34090 Records Retention Schedule — GGS Revised 1-2-2016 Page 69 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-030-604 Oversight Board to the Successor Agency Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Agendas Official Policy Special Meeting Notices and Certificate of Posting Records R-030-604 Oversight Board to the Successor Agency CU + 2 GC34090; City Clerk General correspondence Preference Agendas CU + 2 Special Meeting Notices and Certificate of Posting Agenda Staff Reports and Minutes P All Reports to the Oversight Board to the Successor Agency are permanent records and are filed by the subject code listed on the reports R-030-604-500 Resolutions P GC34090 City Clerk Adopted by Oversight Board R-030-605 Successor Agency to the RRA CU + 2 GC34090; City Clerk General correspondence Preference Agendas CU + 2 Special Meeting Notices and Certificate of Posting Agenda Staff Reports and Minutes P All Reports to the Successor Agency to the RRA are permanent records and are filed by the subject code listed on the reports R-030-605-100 Agreements/Contracts P CCP336(a), 337; City Clerk GC34090; Preference R-030-605-500 Resolutions P GC34090 City Clerk Adopted by Successor Agency to RRA R-030-606 Successor Housing Agency CU + 2 GC34090; City Clerk General correspondence Preference Agendas CU + 2 Special Meeting Notices and Certificate of Posting Agenda Staff Reports and Minutes P All Reports to the Successor Housing Agency are permanent records and are filed by the subject code listed on the reports Records Retention Schedule — GGS Revised 1-2-2016 Page 70 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-030-606-100 Agreements/Contracts Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Official Policy R-030-606-500 Resolutions Records GC34090 City Clerk R-030-606-100 Agreements/Contracts P CCP336(a), 337; City Clerk GC34090; Preference R-030-606-500 Resolutions P GC34090 City Clerk Adopted by Successor Housing Agency R-030-610 Title Insurance Policies — RRA P GC34090(a) City Clerk RESOLUTIONS R-050 Resolutions P GC34090(e) City Clerk Adopted by City Council RISK MANAGEMENT R-100 Risk Management CU + 2 GC34090 Risk Mgmt General correspondence City Clerk R-100-200 California Joint Powers Insurance Authority CU + 2 GC34090; Risk Mgmt Policies, procedures, City membership Preference R-100-230 Disability Retirement - Industrial P CCR §3204(d)(1) Risk Mgmt et seq., 8 CCR Personnel 10102,15400.2; GC §§12946, 34090 R-100-230-300 Case Files P CCR §3204(d)(1) Risk Mgmt Industrial Disability Retirement et seq., 8 CCR Personnel 10102,15400.2; (Confidential) GC §§12946, 34090 R-100-275 Employee Exposure Reports P CCR §3204(d)(1) Risk Mgmt Lab reports and worksheets et seq., 8 CCR (Confidential) 10102,15400.2; GC §§12946, 34090 R-100-275-550 Log - Employee Exposure Reports Inactive since 1995 R-100-325 Hazardous Materials (See P-150-050-500) Closed R-100-350 Immunizations P GC34090; Risk Mgmt Program information, employee vaccination & payment Preference records R-100-375 Insurance CU + 2 GC34090 Risk Mgmt General correspondence Records Retention Schedule — GGS Revised 1-2-2016 Page 71 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-100-375-100 Airport Liability Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record R-100-375-325 Excess Workers Compensation Official Policy R-100-375-600 Public Employee Bonds Records R-100-375-100 Airport Liability P CCP337.2 Risk Mgmt R-100-375-200 Boiler & Machine GC34090; City Clerk R-100-375-325 Excess Workers Compensation Preference R-100-375-600 Public Employee Bonds Bonds and insurance policies insuring City property and other assets R-100-375-400 Liability Insurance CU + 2 GC34090 Risk Mgmt General correspondence R-100-375-550 Property Inventory/Insurance P GC34090; Risk Mgmt Maintained re membership in California Joint Powers Risk CCP337 Management Association R-100-400 Insurance Certificates CU + 2 GC34090 Risk Mgmt General correspondence R-100-400-400 Incoming Insurance Certificates CL + 11 GC34090; Risk Mgmt R-100-400-600 Outgoing Insurance Certificates CCP 337 PINS will keep documents permanently Paper certificates will remain CL+11 R-100-550 Liability Claims CU + 5 GC34090; Risk Mgmt Preference R-100-550-100 Administration Contract P CCP337.2 City Clerk CCP343 GC34090; Preference R-100-550-250 Case Files CL + 7 GC34090 Risk Mgmt Liability claims CCP 337 Preference R-100-550-500 Log CL + 7 GC34090 Risk Mgmt Liability Claims R-100-550-800 Statement of Account CL + 7 GC34090; Risk Mgmt Loss analysis report; safety reports; actuarial studies Preference R-100-800 Safety CU + 2 GC34090 Risk Mgmt General correspondence R-100-800-100 Accident Investigation Committee CU + 5 GC34090 Risk Mgmt Meeting minutes and report R-100-800-150 Cal -OSHA CL + 5 8 CCR Risk Mgmt. (a) Reports. 14300.33(a); 29 CFR 1904.33, 29 CFR 1904.44; LC §6429c Records Retention Schedule — GGS Revised 1-2-2016 Page 72 of 86 AU=Audit (1 year) CL=Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE R-100-800-150 Cal -OSHA Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record (SDS) Official Policy Various Records 1910.1020(d)(1) Departments R-100-800-150 Cal -OSHA S+30 8 CCR Risk Mgmt (b) Material Safety Data Sheets (MSDS) / Safety Data Sheets 3204(d)(1)(B)(2 (SDS) and 3), 29 CFR Various 1910.1020(d)(1) Departments (ii)(B), GC §34090 R-100-800-200 Departmental Safety Meetings CU + 5 GC34090 Risk Mgmt Departments' records of meetings R-100-800-600 Injury & Illness Prevention Program S+2 GC 34090 Risk Mgmt R-100-800-800 Safety Committee CU + 2 GC34090 Risk Mgmt General correspondence R-100-900 Vehicle Accidents CL + 2 GC34090 Risk Mgmt Reports R-100-900-500 Log Inactive since 1995 R-100-950 Worker's Compensation CU + 2 GC34090 Risk Mgmt General correspondence (Confidential) R-100-950-100 Administration Contract P CCP337.2 City Clerk GC34090 R-100-950-250 Case Files P CCR §3204(d)(1) Risk Mgmt Worker's Compensation claims, reports, incidents et seq., 8 CCR (Confidential) 10102,15400.2; GC §§12946, 34090 R-100-950-500 Log P GC34090; Risk Mgmt Worker's Compensation Claims filed Preference R-100-950-800 Statement of Account AU + 4 GC 34090; Risk Mgmt Preference RIVERS & STREAMS R-200 Rivers & Streams CU + 2 GC34090 Development General correspondence Services Public Works R-200-100 Churn Creek P GC34090; Development Information relating to Churn Creek including the Preference Services Preservation Project and Management Plan Public Works R-200-600 Regulations S+2 GC34090(d) City Clerk Uses of Rivers & Streams Public Works Records Retention Schedule — GGS Revised 1-2-2016 Page 73 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE SHASTA COUNTY S-010 Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record SOLID WASTE Official Policy GC34090 Solid Waste Records General correspondence ...................................... CU + 2 SHASTA COUNTY S-010 Shasta County CU +2 GC34090 City Clerk General correspondence SOLID WASTE S-020 Solid Waste GC34090 Solid Waste General correspondence ...................................... CU + 2 Administrative matters & policies .......................... S+2 S-020-100 Collection CU + 2 GC34090 Solid Waste Information relating to garbage collection, service orders, temporary container contracts, routes, regulations, etc. S-020-300 Landfill — Benton (City -owned property) CU + 2 GC34090 Solid Waste Includes work orders, inspection, repairs, cleaning, reports, complaints S-020-300-900 Benton Landfill Mitigation Well Monitoring P GC34090; Solid Waste Preference S-020-500 Rates P GC34090 City Clerk Adopted by Resolution Solid Waste S-020-550 Recycling GC34090 Solid Waste General correspondence ...................................... CU + 2 Recycling Program .......................................... I S+2 S-020-550-250 Glass Beneficiating Inactive S-020-550-500 People of Progress Inactive 1990 S-020-600 Site Acquisition Closed 9/29/92 S-020-650 Transfer Stations (City -owned property) CU + 2 GC34090 Solid Waste General correspondence S-020-900 West Central Landfill aka Curry Landfill CU + 2 GC34090 Solid Waste Information relating to joint City/County landfill operation STATE Information d aling with State agencies other than ants S-050 State CU + 2 GC34090 City Manager General correspondence City Clerk S-050-010 Agency Funding for Non -City Projects CU + 2 GC34090 City Clerk Various State Agencies requesting a Resolution regarding Funding for Non -City Projects S-050-050 Board of Equalization CU + 2 GC34090 City Clerk General correspondence Finance Records Retention Schedule — GGS Revised 1-2-2016 Page 74 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE S-050-070 California Highway Patrol Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record S-050-100 Caltrans Official Policy Public Works General correspondence Records City Clerk S-050-070 California Highway Patrol CU + 2 GC34090 City Clerk General correspondence S-050-100 Caltrans CU + 2 GC34090 Public Works General correspondence City Clerk S-050-100-020 Appropriations - Caltrans CU + 2 GC34090 Public Works Information regarding State appropriations Finance Caltrans Capital Improvement Projects: P GC34090; Public Works S-050-100-300 Hartnell Avenue Overcrossing CCP 337; S-050-100-600 Shasta View Drive Overcrossing Preference S-050-100-900 Victor Avenue Overcrossing Reports S-050-120 Controller CU + 2 GC34090 Finance General correspondence S-050-190 Environmental Protection Agency CU + 2 GC34090 Public Works General correspondence S-050-230 Fish and Game CU + 2 GC34090 Development General correspondence Services Public Works S-050-235 Forestry CU + 2 GC34090 Various General correspondence Departments S-050-260 Industrial Relations CU + 2 GC34090 Personnel General correspondence Risk Mgmt Public Works S-050-260-600 Prevailing Wage Rates S+2 GC34090 Various General correspondence Departments Wage Rate Schedules available on CA Department of Industrial Relations website S-050-350 Public Utilities Commission (PUC) CU + 2 GC34090 Various General correspondence Departments S-050-365 Secretary of State CU + 2 GC34090 City Clerk General correspondence S-050-375 Solid Waste Management Board General CU + 2 GC34090 Public Works correspondence Solid Waste S-050-420 Water Quality Control Board CU + 2 GC34090 Public Works General correspondence Various Departments S-050-430 Water Resources Water CU + 2 GC34090 Public Works correspondence STORM DRAINAGE Records Retention Schedule — GGS Revised 1-2-2016 Page 75 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE S-060 Storm Drainage Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record S-060 Storm Drainage Official Policy Public Works (b) Capital Improvement Plans & Projects Records CCP 337; S-060 Storm Drainage CU + 2 GC34090 Public Works a General correspondence S-060 Storm Drainage P GC34090; Public Works (b) Capital Improvement Plans & Projects CCP 337; Flood Control Engineering Preference S-060-150 Drainage Facilities P GC34090; Public Works through Includes dams, lakes, basins, creeks CCP 337; S-060-150-770 Preference S-060-500 Master Plan P GC34090; Public Works Preference S-060-685 Rates Adopted by Resolution P GC34090 Public Works City Clerk S-060-715 Regulations S+2 GC34090 Public Works Information pertaining to local, state & federal regulations S-060-775 Street Sweeping CU + 2 GC34090 Support Services STREETS S-070 Streets GC34090; Public Works General correspondence ..................................... CU + 2 Preference Street closures, field books, and street maps ............. P S-070-020 Alleys P GC34090; Public Works Information relating to improvement and maintenance Preference S-070-050 Bridges CU + 2 GC34090 Public Works General correspondence S-070-050-030 All Individual Named Bridges P GC34090; Public Works through Information relating to the improvement and maintenance Preference S-070-050-500 of bridges S-070-100 Improvements CU + 2 GC34090 Public Works Information relating to City street improvements S-070-100-065 Capital Improvement Plans & Projects P GC34090; Public Works through Streets, curbs, and gutters CCP 337; S-070-100-765 Preference S-070-150 Load Limits P GC34090 Public Works Information relating to load limits on City Streets Records Retention Schedule — GGS Revised 1-2-2016 Page 76 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE S-070-200 Maintenance Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record including freeway maintenance Official Policy Includes work orders, inspection, repairs, cleaning, reports, Records S-070-200 Maintenance CU + 2 GC34090 Public Works Information pertaining to the maintenance of City streets including freeway maintenance Includes work orders, inspection, repairs, cleaning, reports, complaints, striping S-070-200-400 Landscaping / Medians CU + 2 GC34090 Public Works Information pertaining to landscaping agreements for City street medians with exception of those formed by assessment district S-070-230 Names / Changes / Acceptance P GC34090; Public Works Naming of all streets & changes includes the acceptance of Preference City Clerk streets for maintenance and operation S-070-285 Sidewalks P GC34090 Public Works Information relating to the construction, maintenance and repair of sidewalks S-070-290 Storm Drain Master Plan (Use S-060-500) Closed 12/31/92 S-070-300 Storm Drains (Use S-060 Block) through Closed 12/31/92 S-070-300-580 SUBDIVISIONS S-100 & Subdivisions P GC34090; Planning S-101 Information relating to the development of subdivisions Preference City Clerk including agreements Fire S-100-010 All Individual Named Subdivisions P GC34090; Planning through Subdivision maps, environmental determinations, final soil Preference City Clerk S -101 -(ongoing) reports TAXES All taxes im sed by the City with the exception of licenses T-010 Taxes CU + 2 GC34090 Finance General correspondence T-010-600 Transient Occupancy Tax AU + 4 26 CFR Finance §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Records Retention Schedule — GGS Revised 1-2-2016 Page 77 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE T-010-650 Property Tax Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Official Policy Records 29CFR 516.5 - T-010-650 Property Tax AU + 4 26 CFR Finance §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 T-010-700 Sales Tax AU + 4 26 CFR Finance §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 T-010-900 Utility User Tax AU + 4 26 CFR Finance §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 TELEVISION Conce ing cable, private & public television T-040 Television CU + 2 GC34090 Support General correspondence Services T-040-050 Cable CU + 2 GC34090 Support General correspondence Services T-040-300 Private CU + 2 GC34090 City Clerk General correspondence Support Services T-040-350 Public CU + 2 GC34090 Support General correspondence Services T-040-350-200 Community Access Channel GC34090 Support General correspondence ...................................... CU + 2 Services Financial Records ............................................. AU + 4 Incorporation Papers, Bylaws, Minutes .................... P T-040-350-300 Educational/Governmental Channel CU + 2 GC34090 Support General correspondence Services T-040-350-700 Tourist Channel CU + 2 GC34090 Support General correspondence Services TRAFFIC T-080 Traffic CU + 2 GC34090 Public Works a General correspondence Records Retention Schedule — GGS Revised 1-2-2016 Page 78 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE T-080 Traffic Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Signals / Maintenance Effort Official Policy T-080-100 Crosswalks Records GC34090 Public Works T-080 Traffic P GC34090; Public Works (b) Traffic Control Plans & Drawings Preference Signals / Maintenance Effort T-080-100 Crosswalks P GC34090 Public Works (a) Information concerning crosswalks including requests, locations, inspections, evaluations, etc. T-080-100 Crosswalks CL + 15 GC34090; Public Works b Safety Programs: Pedestrian Safety, Safe Route to School Preference T-080-300 Hazards -Safety -Calming CU + 2 GC34090 Public Works General correspondence Regarding traffic hazards and safety and calming issues T-080-400 Impact Fees AU + 4 CCP338 Finance Traffic impact fees established to pay for traffic Public Works improvements resulting from commercial & residential development T-080-500 Pattern CL + 10 GC34090; Public Works Studies regarding traffic volume, accident history, Preference requests, statistics T-080-700 Signals CL + 10 GC34090; Public Works a Traffic counts, studies, collisions, accidents Preference T-080-700 Signals P GC34090; Public Works (b) Logs, drawings, wiring diagrams, codes, circuit numbers, Preference installation records, testing and maintenance T-080-720 Signs P GC34090; Public Works Information regarding the placement of traffic signs on Preference City streets including descriptive service and directional signs Log books, index register cards, inventory lists, records of traffic signs T-080-720-200 Control Device Inventory S+10 GC34090; Public Works Inventory of sign & lights Preference T-080-750 Speed Limits S+2 GC34090 Public Works Information pertaining to speed limits on City streets T-080-750-700 Speed Studies CL + 10 GC34090 Public Works All traffic and engineering surveys relating to speed studies including supporting data sheets T-080-775 Street/Intersection History CU + 10 GC34090; Public Works All information relating to location histories including Preference work orders, requests and complaints, staff recommendations TRANSPORTATION Records Retention Schedule — GGS Revised 1-2-2016 Page 79 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE T-100 Transportation Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record T-100-030 Ambulances/Limited Ambulances Official Policy City Clerk License, permits for limited ambulances Records Muni Code T-100 Transportation CU + 2 GC34090 Public Works General correspondence T-100-030 Ambulances/Limited Ambulances T+4 GC34090 City Clerk License, permits for limited ambulances Muni Code T-100-030-060 Driver Attendant Permits - Including Limited T+4 GC34090 City Clerk Ambulance Muni Code T-100-030-900 Vehicle Licenses - Including Limited Ambulances T+4 GC34090 City Clerk T-100-050 Bicycles P GC34090; Public Works Bikewa Plans Preference T-100-070 Bus T+4 GC34090 City Clerk Auto for hire - applications, permits & licenses T-100-150 Limousines T+4 GC34090 City Clerk Auto for hire - licenses & permits Muni Code T-100-150-100 Limousine Driver Applications (Issued by Police Chief eff. 1991, Ord 1959; close out code and place under Law Enforcement T-100-300 Railroad P GC34090 Public Works Right -of -Way T-100-375 Shasta Regional Transportation Agency (SRTA) CL + 5 GC34090; Public Works Funding local transportation programs Preference Finance City Clerk T-100-400 Stands Closed 1988 T-100-500 Taxi Companies GC34090 City Clerk Auto for hire - applications, permits & licenses ........... T+4 Muni Code Schedule of rates & regulations .............................. S+2 T-100-500-100 Taxi Driver's Applications T+4 GC34090 City Clerk Muni Code T-100-700 Vehicles for Hire T+4 GC34090 City Clerk Other than taxis and limousines Muni Code UTILITIES U-500 Utilities Inactive 3/2005 U-500-850 Utilities/Customer Service (Use A-050-700) Closed 1995 WASTEWATER TREATMENT W-010 Wastewater Treatment CU + 2 GC34090 Public Works General correspondence Records Retention Schedule — GGS Revised 1-2-2016 Page 80 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE W-010-200 Industrial Wastes Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record system Official Policy W-010-200-250 Hazard Waste Records GC34090 Public Works W-010-200 Industrial Wastes CU + 2 GC34090 Public Works Information relating to Industrial Waste as it relates to the system W-010-200-250 Hazard Waste P GC34090 Public Works All correspondence with county & any information regarding legislative action on specific regulations W-010-200-500 Permits S+3 GC34090; Public Works Information relating to industrial permitting 40 CFR 122.21, NPDES, Operations 122.41, 122.44 W-010-300 Master Plan P GC34090; Public Works Information relating to the sewer master plan Preference W-010-450 Regional Treatment Plant - Clear Creek P GC34090; Public Works (a) Information relating to the City -owned facility which Preference began operation in March 1980 W-010-450 Regional Treatment Plant - Clear Creek GC34090 Public Works (b) Equipment Inventory, Maintenance & Operations CU + 2 GIS Includes work orders, inspection, repairs, cleaning, reports, Cartegraph complaints W-010-450 Regional Treatment Plant - Clear Creek GC34090; GIS (c) Locations P Preference Pipes, maintenance access points, etc. W-010-450 Regional Treatment Plant - Clear Creek 40 CFR §§122.21, Public Works (d) Waste Water Chemical Analysis (All) CU + 3 122.41, 122.44, *records located at Clear Creek Plant GC 34090 W-010-450-500 Monthly Reports - Clear Creek Treatment Plant CU + 3 40 CFR §§122.21, Public Works 122.41, *records located at Clear Creek Plant 122.44GC34090 W-010-550 Sewer Disposal Inactive 1992 Pertaining to old EPUD Sewer Plant, ponds, etc. prior to construction & o eration of new facilities W-010-560 Stillwater Treatment Plant P GC34090; (a) Information relating to construction and operation of Preference Public Works City -owned facility W-010-560 Stillwater Treatment Plant GC34090 Public Works (b) Equipment Inventory, Maintenance & Operations CU + 2 GIS Includes work orders, inspection, repairs, cleaning, reports, complaints W-010-560 Stillwater Treatment Plant GC34090 GIS (c) Locations P Pipes, maintenance access points, etc. Records Retention Schedule — GGS Revised 1-2-2016 Page 81 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE W-010-560-500 Monthly Reports - Stillwater Treatment Plant Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record *records located at Stillwater Treatment Plant Official Policy W-010-850 Wastewater Reclamation Records 40CFR122.41 Public Works W-010-560-500 Monthly Reports - Stillwater Treatment Plant CU + 3 40 CFR §§122.21, Public Works 122.41, 122.44 *records located at Stillwater Treatment Plant GC34090 W-010-850 Wastewater Reclamation CU + 5 40CFR122.41 Public Works Information pertaining to the reclamation of wastewater WASTEWATER COLLECTION W-020 Wastewater Collection CU + 2 GC34090 Public Works General correspondence W-020-300 Master Plan P GC34090; Public Works Information pertaining to the wastewater collection master Preference plan W-020-500 Service - Outside City Limits P GC34090; Public Works Information relating to sewer service for those locations Preference outside the City limits W-020-560 Sewer Lift Stations P GC34090; Public Works Information relating to sewer lift stations within the City Preference W-020-575 Sewer Lines P GC34090; Public Works a Connection records, line locations & maps, mains, valves Preference GIS W-020-575 Sewer Lines GC34090 GIS (b) Maintenance & Operations CU + 2 Includes work orders, inspection, repairs, cleaning, reports & complaints W-020-590 Sewer Rates P GC34090 City Clerk Adopted by Resolution Public Works W-020-590-075 Connection/Front Footage Rates P GC34090 City Clerk Adopted by Resolution Public Works W-020-590-750 Special Benefit Charges P GC34090 City Clerk Adopted by Resolution Public Works Confined Space Entries CU + 2 8CCR5157(c)(6) GC 34090 Source Control / FOG (Fats Oil & Grease) CU + 3 40 CFR 403.12 Public Works W-020-610 Sewer Interceptors CU + 2 GC34090 Public Works Information relating to sewer trunk lines WATER W-030 Water CU + 2 GC34090 Public Works General correspondence W-030-050 Buckeye Water Contract P CCP337.2; Public Works All information relating to contract with Bureau of GC34090 City Clerk Reclamation Records Retention Schedule — GGS Revised 1-2-2016 Page 82 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE W-030-070 City of Redding Water Contract Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Reclamation Official Policy Confined Space Entries Records 8CCR5157(c)(6) W-030-070 City of Redding Water Contract P CCP337.2; Public Works All information relating to contract with Bureau of GC34090 City Clerk Reclamation Confined Space Entries CU + 2 8CCR5157(c)(6) GC 34090 W-030-075 Conservation CU + 2 GC34090 Public Works Information relating to water conservation W-030-090 Cross Connection Control Program S+5 GC §34090; Public Works Protection of City waters stem from contaminants 17 CCR 7605(f) W-030-125 Pump Stations CU + 2 GC34090; Public Works Information relating to the various pump stations Preference W-030-125-010 Individual Named Pump Stations P through W-030-125-050 W-030-300 Master Plan P GC34090; Public Works Information pertaining to the water master plan Preference W-030-400 Rates P GC34090 Public Works Adopted by Resolution City Clerk W-030-400-020 Connection/Service Rates P GC34090 Public Works Adopted by Resolution City Clerk W-030-400-050 Special Benefit Charges P GC34090 Public Works Adopted by Resolution City Clerk W-030-420 Redding Area Water Council (RAWC) CU + 10 GC34090; Public Works Information relating to the water council Preference W-030-425 Redding Water Treatment Plant (Foothill) P GC34090; Public Works (a) Information relating to City -owned facility including the Preference treatment and purification W-030-425 Redding Water Treatment Plant (Foothill) CU + 2 GC34090 Public Works (b) Equipment Inventory & Maintenance & Operations GIS Includes work orders, inspection, repairs, cleaning, reports, com laints W-030-425 Redding Water Treatment Plant (Foothill) P GC34090; GIS (c) Locations Preference Mains, valves, hydrants, wells Records Retention Schedule — GGS Revised 1-2-2016 Page 83 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE W-030-425-900 Water Reports - Redding Water Treatment Plant Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Conservation, Consumption ......................... Official Policy Discharge Monitoring ..................................... Records W-030-425-900 Water Reports - Redding Water Treatment Plant GC34090 Public Works (a) 22 CCR §64470; Conservation, Consumption ......................... CU + 2 40 CFR 141.33(c) Discharge Monitoring ..................................... CU + 3 Drinking Water Correction & Sanitary Surveys ............... CU + 10 Corrosion Control, Lead Service Line, Quality Parameters, Source Water and State Certification ................ CU + 18 Variances, Water System ...................................... P *records located at Foothill facility W-030-425-900 Water Reports - Redding Water Treatment Plant CU + 5 22 CCR Public Works (b) Bacteriological Analysis 64400.25; 22 CCR §64470,40 *records located at Foothill facility CFR 141.33(a); 40 CFR 141.91 W-030-425-900 Water Reports -Redding Water Treatment Plant CU + 10 22 CCR Public Works (c) Chemical Analysis 64400.25; 22 CCR §64470,40 *records located at Foothill facility CFR 141.33(a); 40 CFR 141.91 W-030-425-900 Water Reports - Redding Water Treatment Plant CU + 18 22 CCR Public Works (d) Quality — Lead & Copper 64400.25; 22 CCR §64470, 40 *records located at Foothill facility CFR 141.33(a); 40 CFR 141.91 W-030-425-900 Water Reports - Redding Water Treatment Plant P GC34090; Public Works (e) Monitoring Wells Preference *records located at Foothill facility W-030-450 Reservoirs P GC34090; Public Works Information relating to various reservoirs inside the City Preference limits W-030-500 Service Outside the City P GC34090 City Clerk Information pertaining to water service to locations outside Public Works the City limits Records Retention Schedule — GGS Revised 1-2-2016 Page 84 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE W-030-500-100 Clear Creek Road — Redding Power Plant Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Road from Hwy 273 to Redding Power Development Official Policy W-030-550 Sources Records GC34090 City Clerk W-030-500-100 Clear Creek Road — Redding Power Plant P GC34090; City Clerk Information pertaining to water line located on Clear Creek Preference Public Works Road from Hwy 273 to Redding Power Development W-030-550 Sources CU + 2 GC34090 City Clerk Information relating to water sources Public Works W-030-550-700 Sacramento River (CalFed) Inactive 1999 W-030-550-720 Shasta Lake Inactive 1991 W-030-600 Buckeye Water Treatment Plant, Spring Creek P GC34090; Public Works (a) Information relating to all phases of specific water plant Preference W-030-600 Buckeye Water Treatment Plant, Spring Creek CU + 2 GC34090 Public Works (b) Equipment Inventory & Maintenance & Operations GIS Includes work orders, inspection, repairs, cleaning, reports, complaints W-030-600 Buckeye Water Treatment Plant, Spring Creek P GC34090; GIS (c) Locations Preference Mains, valves, hydrants, wells W-030-600-900 Water Reports — GC34090 Public Works (a) Buckeye Water Treatment Plant, Spring Creek 22 CCR §64470; 40 CFR 141.33(c) Conservation, Consumption .................................. CU + 2 Discharge Monitoring ........................................ CU + 3 Drinking Water Correction & Sanitary Surveys ............... CU + 10 Corrosion Control, Lead Service Line, Quality Parameters, Source Water and State Certification ....................... CU + 18 Variances, Water System ..................................... P *records located at Foothill facility W-030-600-900 Water Reports — CU + 5 22 CCR Public Works (b) Buckeye Water Treatment Plant, Spring Creek 64400.25; 22 Bacteriological Analysis CCR §64470, 40 CFR 141.33(a); *records located at Foothill facility 40 CFR 141.91 Records Retention Schedule — GGS Revised 1-2-2016 Page 85 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department. CITY OF REDDING RECORDS RETENTION SCHEDULE W-030-600-900 Water Reports — Retention Legal Citation or Office of Filing Subject Code Records Series & Description of Administrative Record Chemical Analysis Official Policy Records CFR 141.33(a); W-030-600-900 Water Reports — CU + 10 22 CCR Public Works (c) Buckeye Water Treatment Plant, Spring Creek 64400.25; 22 Chemical Analysis CCR §64470,40 CFR 141.33(a); *records located at Foothill facility 40 CFR 141.91 W-030-600-900 Water Reports — CU + 18 22 CCR Public Works (d) Buckeye Water Treatment Plant, Spring Creek 64400.25; 22 Quality — Lead & Copper CCR §64470,40 CFR 141.33(a); *records located at Foothill facility 40 CFR 141.91 W-030-600-900 Water Reports — P GC34090; Public Works (e) Buckeye Water Treatment Plant, Spring Creek Preference Monitoring Wells *records located at Foothill facility W-030-700 Water Districts CU + 2 GC34090 Public Works General correspondence W-030-700-010 Includes All Named Water Districts through W-030-700-500 W-030-725 Water Lines P GC34090; Public Works Information relating to water lines within the City Preference W-030-725-600 Polybutylene Line Replacement P GC34090; Public Works Information pertaining to replacement of polybutylene Preference water lines W-030-750 Wells CU + 2 GC34090; Public Works General correspondence Preference W-030-750-050 Cascade P GC34090; Public Works Information pertaining to wells located in the Cascade area Preference W-030-750-100 Enterprise Information relating to wells located in the Enterprise area W-030-750-900 Westwood Manor Information relating to wells located in the Westwood Manor Subdivision Benton Land ll We14 refer to 5-020-300-900 Records Retention Schedule — GGS Revised 1-2-2016 Page 86 of 86 AU=Audit (1 year) CL --Closed CU=Current E=Election L=Life MIN=Minimum P=Permanent S=Superseded T=Term All original Contracts forwarded to the City Clerk's office are imaged and maintained permanently. Agenda Staff Reports and Minutes created by the City Clerk are imaged and maintained as a permanent record. Agenda Staff Reports and Minutes for agencies and/or committees that are NOT under the City Clerk's direction must be maintained as a permanent record by the originating department.