Agenda packet — Belmont City Council, February 25, 2025 (part 1 of 2)

CITY OF BELMONT

CITY COUNCIL
www.belmont.gov

CITY COUNCIL REGULAR MEETING AGENDA
Tuesday, February 25, 2025
6:00 PM
City Council Chambers
City Hall, One Twin Pines Lane, Belmont, California
MEETING ATTENDANCE:

Council meetings, unless otherwise noted, are broadcast live to Belmont residents on

1. Comcast Cable Channel 27

2. Streamed live via the City’s website at Belmont.gov,

3. ZOOM https://belmont- gov.zoom.us/ Meeting ID: 95745673035

4. Public may attend the meeting in the Council Chambers, Belmont City Hall 2nd floor PUBLIC COMMENT:

Public in the Council Chamber present the Clerk a request to speak slip found at the table at the rear of the chamber.

If participating virtually use the Raise Hand feature to request to speak.

For dial- in comments, call *67 1-(669) 900-6833 (your phone number will appear on the live broadcast if *67 is not dialed prior to the phone number), enter Meeting ID: 95745673035, and press *9 to request to speak.

All public comments are subject to a 3-minute time limit unless otherwise determined by the Chair.

If you wish to submit written public comment, you may send an email to [email protected] before the council considers the item. Please indicate the agenda item topic or agenda item number you wish to comment on in your email’s subject line. Any public comment regarding agenda items that are received from the time of publication of the agenda and 3 hours before the start of the meeting will be distributed to the Council prior to the meeting and made part of the meeting record. Written public comments will not be read during the Council meeting.

The Mayor has the authority to rule any speaker out of order, including speakers during the Public Comment period; If the subject raised is not within the subject matter jurisdiction of the City Council, during a public hearing or a general business item if the speaker is not presenting testimony or evidence relevant to the matter or if the speaker becomes disruptive to the proceedings and conduct of the meeting.

The Mayor also has the authority to order any person who willfully interrupts the meeting to be removed. All persons are expected to conduct themselves with civility and courtesy at all times. All 1 1. CALL TO ORDER [6:15 pm]

2. ROLL CALL

3. CLOSED SESSION
A. Conference with Labor Negotiators (Govt Code Section 54957.6) Agency designated representatives: Afshin Oskoui, City Manager Employee organization:

Mid-Management Confidential Employee Association (MMCEA) and Belmont Police Officers Association (BPOA) and American Federation of State, County and Municipal Employees (AFSCME)

4. STUDY SESSION [none]

5. PLEDGE OF ALLEGIANCE

6. REPORT FROM CLOSED SESSION

7. SPECIAL PRESENTATIONS
A. Proclamation Recognizing March as Women's History Month B. Third Annual Dr. Martin Luther King, Jr. Poetry & Essay Contest Recitals C. Introduction of San Mateo Consolidated Fire Department Fire Chief

8. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA

9. COUNCILMEMBER ANNOUNCEMENTS

10. CONSENT BUSINESS
A. Approval of Minutes
persons giving comments shall speak directly to the Council and address issues, not individuals.

Personal attacks, cursing and outbursts from the audience in support or opposition to a speaker are not tolerated in order to foster an environment where everyone feels welcome to speak.

The public will have an opportunity to address the City Council concerning this item.

REGULAR BUSINESS ITEMS [7:00 pm]
This portion of the meeting is reserved for persons wishing to address the Body on any City matter not on the agenda. The period for public comment at this point in the agenda is limited to 15 minutes, with a maximum of 3 minutes per speaker. Speakers who requested but did not receive an opportunity to speak during this comment period will be given an opportunity to address the Body later in the meeting. State law prohibits the Body from acting on non-agenda items.

Consent business items are considered to be routine in nature and will be enacted by one motion. There will be no separate discussion on these items unless a member or staf request specific items to be removed for separate action.

The City Attorney will read the title of ordinances to be adopted.

Recommendation: Consider modifications and approve minutes Attachment(s):

February 11, 2025 meeting minutes
2 B. Monthly Financials
C. Adoption of Policy to Comply with Assembly Bill 2561 and Government Code 3502.3 D. Public, Education, and Government Access Program Ordinance Introduction E. Server Replacement and Upgrades to Security System
F. Revisions to the Records Retention Schedule
G. Primary Grant Agreement with the San Mateo County Transportation Authority Recommendation: Motion to accept monthly financials for the Months of October and November 2024
Attachment(s):

Monthly Financial Reports - October
Monthly Financial Reports - November
Recommendation: Staff recommends that the City Council adopt a policy which establishes the framework and requirements for holding public hearings and reporting on the City’s workforce vacancies, and recruitment and retention efforts in compliance with Assembly Bill (“AB”) 2561. (Gov. Code § 3502.3.)
Attachment(s):

Staff Report
Resolution
Recommendation: Introduce an ordinance establishing a state video franchise holder fee to support Public, Education, and Government (PEG) facilities and penalties of material breach of state and federal customer service standards.

Attachment(s):

Staff Report
Draft Ordinance
Recommendation: Adopt a resolution authorizing the City Manager to negotiate and execute an agreement for the acquisition and installation of a server and associated upgrades to the security system for an amount not to exceed $80,000
Attachment(s):

Staff Report
Resolution
Server Replacement and Upgrade Quote
Recommendation: Adopt a resolution approving a revised City Records Retention Schedule for all City Departments
Attachment(s):

Staff Report
Resolution
Records Retention Schedule(redlined)
Recommendation: Adopt a resolution authorizing the City Manager to negotiate and execute a Primary Grant Agreement (PGA) with the San Mateo County Transportation Authority (TA) to ensure eligibility for Measure A and Measure W grant funding Attachment(s):

Staff Report
Resolution
3 H. 2025 Pavement Rehabilitation Project Design Amendment #1 I. Declaration of City Owned Properties as Exempt Surplus Land

11. PUBLIC HEARINGS [none]

12. GENERAL BUSINESS
A. Community Benefits Program Implementation
B. Community Development Department Project Update

13. BRIEF VERBAL REPORTS FROM MEMBERS AND STAFF
Primary Grant Agreement Template
Recommendation: motion authorizing the City Manager to negotiate and execute Amendment #1 to the Task Order #8 with Pavement Engineering Inc. for additional services to develop progress sets and estimates for the 2025 Pavement Rehabilitation Project including the development of a Full Depth Reclamation (FDR) mix design and the design of a linear bioretention facility for an additional amount of $42,672, for a total contract cost not-toexceed amount of $453,500 Attachment(s):

Staff Report
Full Depth Reclamation (FDR) Quote
Bioretention
Recommendation: Approve resolutions declaring the city owned properties located at 730 El Camino Real, 503 Crest View Avenue, and 1000 O’Neill as exempt surplus land under the Surplus Lands Act and finding the declarations exempt from CEQA under Guidelines Section 15061(b)(3)
Attachment(s):

Staff Report
503 Crest View Ave SLA Resolution
730 El Camino Real SLA Resolution
1000 O'Neill Ave SLA Resolution
General Business items are considered separately, typically in the order listed. The chair will call for public comment on each item when the body considers the item.

Recommendation: Adopt a Resolution identifying community benefit priorities and receive an update on the proposed implementation strategy for the community benefit program Attachment(s):

Staff Report
Resolution
Recommendation: Receive a Community Development Department project update; no action required
Attachment(s):

Staff Memo
Presentation
A. Verbal report from Councilmembers on Intergovernmental (IGR) and Subcommittee Assignments
B. Verbal report from City Manager
4 14. MATTERS OF INTEREST/CLARIFICATION

15. ADJOURNMENT
Items in this category are for discussion and direction to staf only. However, Council/Board may take final action on an item if there is no need for additional staf analysis.

If you need assistance to participate in this meeting, please contact the City Clerk at (650) 595-7413. Notification in advance of the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

Meeting information can also be accessed via the internet at:www.belmont.gov. All staf reports will be posted to the web in advance of the meeting, and any writings or documents provided to a majority of the City Council/District Board or Commission regarding any item on this agenda will be made available for public inspection in the City Clerk's Of ice, One Twin Pines Lane, during normal business hours and at the Council Chambers at City Hall, Second Floor, during the meeting.

AGENDA POSTING: I declare a copy of this agenda was posted at City Hall, One Twin Pines Lane, and the City's website www.belmont.gov on ,by . /s/
5 City Council Meeting Minutes
February 11, 2025
1 CITY OF BELMONT CITY COUNCIL MEETING MINUTES
City Council Chambers, City Hall, One Twin Pines Lane, Belmont, California TUESDAY, FEBRUARY 11, 2025
CALL TO ORDER 6:30 PM

ROLL CALL
COUNCILMEMBERS PRESENT: Jordan, Latimerlo, McCune, Pang-Maganaris, Mates COUNCILMEMBERS ABSENT: None
CLOSED SESSION [None]

PLEDGE OF ALLEGIANCE
Leb by Mayor Mates
STUDY SESSION [6:30 p.m.]
Cannabis Retail Businesses Community Benefit Terms
Assistant City Manager Kleinbaum provided background of the Belmont and state cannabis retail regulatory framework. She noted that the state regulations are stringent. She provided information on two business that were invited to apply for a retail shop in Belmont; Canna-Bel at 1397 El Camino Real and Nug 1538 El Camino Real, Suite C. She continued to provide the possible economic opportunities of allowing cannabis retail and noted that potential revenues can rise to nine hundred thousand in total revenues for the city. She continued with an overview of community benefits including contributions to parks and recreation programs, and support to the Belmont Community Foundation. She ended her presentation with next steps including a Planning Commission on recommendations on entitlement application in March and Council review of the entitlement applications.

She noted that staff is asking for direction on the proposed Development Agreement terms under negotiation for the retail cannabis operators under entitlement review at 1397 El Camino Real and 1538 El Camino Real, Suite C and whether to continue to support consideration of one or both retail cannabis applications.

In response to Council questions, Ms. Kleinbaum explained that the cannabis market in the surrounding area is not yet fully tested. She stated that staff recommends proceeding with both retailers since they have different business models, and it is uncertain which one will be a better fit for the Belmont customer base.

Charles Stone, Canna-Bel explained that the 30% discretionary benefit to be determined annually by Canna-Bel Community Advisory Board, he stated that the advisory board expressed a need for discretion to provide benefit to broader nonprofit communities outside of the Belmont Parks and Recreation Department.
6 City Council Meeting Minutes
February 11, 2025
2 Public Comment
David Salguero provided comments in opposition to the Nug Dispensary, 1538 El Camino Location.

Mary Morrissey Parden provided comments on the community benefits model.

Public comments also received via email.

Council deliberation ensued and concluded to support staff recommendations regarding the Development Agreement terms for the retail cannabis operators at 1397 El Camino Real and 1538 El Camino Real, Suite C and to continue to support consideration both retail cannabis applications.

REGULAR BUSINESS ITEMS [7:00 pm]
REPORT FROM CLOSED SESSION (None)

SPECIAL PRESENTATIONS
Black History Month Proclamation
Mayor Mates read the proclamation and presented it to Stephen Booker, Political Director and Community Affairs Liaison of IBEW Local Union 617.

PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA
Tiffany Obayashi commented on installation of safety railing on Ralston Avenue.

COUNCILMEMBER ANNOUNCEMENTS
Councilmembers provided information on upcoming events and events they previously attended.

CONSENT BUSINESS
City Council Meeting Minutes, January 14, 2025 January 28, 2025 February 4, 2025 Council Intergovernmental Assignment Updates
Task Order with HdL authorizing the City Manager to negotiate and execute a 5-year Companies for Business License Tax administration services for an amount not to exceed $625,000, subject to annual Council budget appropriation
City of Belmont Investment Policy as submitted by the Finance Director/City Treasurer Resolutions 2025-06 authorizing the City Manager to negotiate and execute a Memorandum of Understanding (MOU) with the City of San Bruno regarding the administration of FEMA PreDisaster Mitigation Grant No. LPDM-PJ-09-CA-2023-003 and Resolution 2025-07 authorizing the City Manager to negotiate and execute two agreements purchasing fuel reduction work to be reimbursed by the FEMA grant and CAL FIRE Fire Prevention Grant No. 5GG21211 for a combined amount not to exceed $403,704 Resolution 2025-08 approving The Second Revised and Restated Joint Exercise Of Powers Agreement For The San Mateo County Operational Area Emergency Services Organization 7 City Council Meeting Minutes
February 11, 2025
3 Ordinance 2025-1182 Repealing Provisions in the Belmont City Code Chapter 12 and 19 Pertaining to Business Licenses Superseded by Measure DD and Amending Solicitor Regulations Contained Therein
Authorizing the City Manager to negotiate and execute Task Order No. 3 to the Master Service Agreement with The Lew Edwards Group to provide communications outreach and consulting services in the amount of $78,000 plus a 10% contingency, for a total Agreement not-to-exceed amount of $381,600
Approving Fiscal Year 2025-26 Budget Calendar
Resolution 2025-09 accepting the Bishop subdivision’s street improvements and fire road as completed and compliant with the City’s approved plans, authorizing the release of subdivision improvement bond, accepting a maintenance and warranty bond for the required one-year warranty period, and accepting the dedication of open space City Attorney Rennie read the title of Ordinance 2025-118.

City Manager Oskoui noted that minor changes were made to the Council Assignment list and the list was share with the Council.

ACTION: on a motion made by Councilmember Latimerlo and seconded by Councilmember McCune the consent business was unanimously approved by a roll call vote (5-0).

ITEM TAKEN OUT OF ORDER:

MATTERS OF INTEREST/CLARIFICATION
Discussion and Consideration of Endorsing San Mateo County’s March Ballot Measure A Mayor Mates asked the Council to consider adopting a resolution endorsing the March 4, 2025 Special Election Ballot Measure A - San Mateo County Charter Amendment Measure.

Public Comment
Rich Hedges, Charles Stone, Sean Harper, Vanessa Lemus Tapia, Mike Nash, Julie Lind, Jacki Rigoni provided comments in support of the resolution. James Simmons, District 2 representative on the Independent Advisory Commission to the Sheriff’s office provided comments on open communication and being informed. Email correspondence also received.

Council deliberation ensued.

ACTION: On A motion made by councilmember McCune and seconded by councilmember PangMaganaris Resolution 2025-11 Stating the City‘s Support For San Mateo County Measure A, on the Ballot March 4, 2025 was unanimously approved by a roll call vote (5-0) PUBLIC HEARINGS (None)

GENERAL BUSINESS
Adoption of Updated Sanitary Sewer Master Plan
8 City Council Meeting Minutes
February 11, 2025
4 Public Works Consultant, Shyamala Raveendran with IEC/Ardurra provided a project overview noted that the plan includes updated sewer planning criteria and explained that a sixteen year capital improvement program (CIP) was developed based on capacity and condition assessments. She outlined the estimated cost for the CIP totaling sixty-eight million dollars by the 2035-2039 fiscal years.

Council discussion ensued.

Public Comment
Mary Morrisey Parden commented on equitable pricing for commercial and residential properties.

ACTION: On a motion made by Councilmembers Pang-Maganaris and seconded by Councilmember Latimerlo the updated Sanitary Sewer Master Plan a forward-looking document that guides the management, maintenance, and development of the City’s sewer infrastructure was unanimously approved a roll call vote (5-0).

Report on Mid-Year Financial Results as of December 31, 2024 Finance Director Castaneda provided an overview of the 2024-2025 mid-year budget results.

She highlighted that the ongoing state takeaway of the Vehicle License Fee (VLF), a critical funding source for the City, remains a significant concern. Additionally, she reported that sales tax growth is declining, and there is a slowdown in development in the City. These factors continue to pose challenges in maintaining City services and infrastructure. She emphasized the City's commitment to engaging with the community to identify service priorities, exploring targeted locally controlled revenue sources, and maintaining a strategic financial focus.

She concluded her presentation by recommending that the Council adopt resolutions approving revisions to the capital improvement budgets for both the City and the Belmont Fire Protection District, reflecting updated project estimates, revised timelines, and necessary revenue transfers to Capital Improvement Program (CIP) project expenditure funds.

Council discussion ensued regarding shortfalls as related to state takeaways.

ACTION: On a motion made by Councilmember Pang-Maganaris and seconded by Councilmember Jordan Resolution 2025-10 Amending the Fiscal Year 2024-25 Budget By Approving Revisions to Revenue and Authorizing Supplemental Appropriations and Resolution 2025-01 - Belmont Fire Protection District - Mid Year Resolution Summarizing Proposed Budget Amendments by Fund were unanimously approved by a roll call vote (5-0) Appointment to City Commissions
Councilmembers deliberated on the applicants and made appointments. 9 City Council Meeting Minutes
February 11, 2025
5 ACTION: On a motion made by Councilmember Latimerlo and seconded by Councilmember Pang-Maganaris Council unanimously appointed the following individuals to City Commissions by a roll count vote (5-0):

Planning Commission 3 year term
Brian Kulich
Margaret Jadallah
Parks and Recreation Commission 3 year term
Adar Emken
Avery Lyford
Arianna Cunha
Non-voting Youth 1 year term
Jiya Venkatesh
Itza Perez

BRIEF VERBAL REPORTS FROM MEMBERS AND STAFF
Verbal report from Councilmembers on Intergovernmental (IGR) and Subcommittee Assignments
Councilmembers reported on their assignments.

Verbal report from City Manager
City Manager Oskoui reminded the community of the incoming inclement weather.

ADJOURNMENT at this time being 9:20 p.m.

10 FISCAL YEAR 2024-25
MONTHLY FINANCIAL REPORT - OCTOBER 31, 2024

HIGHLIGHTS

PERFORMANCE AT

A GLANCE REPORT
• General Fund balance increased
compared to prior YTD

FUND RECAP AT A GLANCE
REPORT
Notable Fund Balance Increase compared to prior YTD:
•General Fund
•Belmont Fire Protection District
•Street Maintenance
• Sewer Collection System
• Sewer Treament
Notable Fund Balance Decrease compared to prior YTD:
• Development Services
• Affordable Housing Successor
• Capital Improvement Projects

CASH DISBURSEMENTS &

PURCHASE ORDER

ACTIVITY REPORT
•Amounts equal to and above $50,000

BUDGET VARIANCE
REPORT
• Management Discussion & Analysis
• Tax Trends
This report contains financial information which has not been reviewed or audited by an independent auditor, does not reflect the application of generally accepted accounting principles in all instances and is subject to future revision. This report has not been prepared with a view to informing an investment decision in any of the City’s bonds, notes or other obligations. Any projections, plans or other forward-looking statements included in this report are subject to a variety of uncertainties that could cause any actual plans or results to differ materially from any such statement. The information herein is not intended to be used by investors or potential investors in considering the purchase or sale of the City’s bonds, notes or other obligations and investors and potential investors should rely only on information filed by the City on the Municipal Securities Rulemaking Board’s Electronic Municipal Market Access System for municipal securities disclosures and website, maintained on the World Wide Web at https://emma.msrb.org/ These financial reports are designed to provide a general overview of the City of Belmont’s interim finances. Questions concerning any information provided in 11 City of Belmont
Performance at a Glance
Results for the Period Ended October 31, 2024
(000's)
6/30/2015 2015 $9,049 Audited
6/30/2016 2016 $9,177 Audited
6/30/2017 2017 $11,128 Audited
6/30/2018 2018 $11,325 Audited
6/30/2019 2019 $14,846 Audited
6/30/2020 2020 $13,637 Audited
6/30/2021 2021 $13,398 Audited
6/30/2022 2022 $18,013 Audited
6/30/2023 2023 $26,586 Audited
6/30/2024 2024 $31,003 Audited
10/31/2024 2025 $29,996 Unaudited
* excludes Measure I
\0
Fund Balance - YTD Fund Deficits
As shown on the Fund Recap at a Glance (page 3) Recreation and Library Bond Debt Service funds have deficits and are expected to be eliminated in a future period.

The General Fund balance is $30 million, a decrease of $1 million compared to the amount at the prior fiscal year-end. This is primarily due to the timing of semi-annual property tax receipts received in December and April.

General Fund
General Fund Balance Trends*
$0 $20 $40 $60 $80
Budget
Expenditures
Actual
Expenditures
Budget
Revenues
Actual
Revenues
All Funds Revenues & Expenditures
YTD Comparison (in millions)
30%
64%
1%3%2%
Capital Improvement Plan
Streets
Sewer
Technology
Recreational Facilities
$0
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025
General Fund Balance Trend
(in million)
2 12
Audited Unaudited PY YTD
Fund Fund Balance YTD YTD PY YTD YTD YTD PY YTD Fund Balance Fund Balance Fund Name 06/30/24 Budget Actual (Under) % Actual Budget Actual Under % Actual 10/31/24 10/31/23 (1) (2) Over (3) (Over) (1)+(2)-(3)

GENERAL FUND
101 General $31,003 $11,071 $6,920 ($4,151) 63% $7,100 $10,662 $7,927 $2,736 74% $7,515 29,996 $ 26,172 102 Measure I 4,464 805 392 (413) 49% 427 2,823 2,639 184 93% 1,214 2,217 3,150

SPECIAL REVENUE FUNDS
205 Recreation 397 1,329 619 (710) 47% 584 1,362 1,357 5 100% 1,228 (341) (60) 206 Library Maintenance & Operation 777 114 8 (106) 7% 6 324 128 196 40% 128 656 693207 Athletic Field Maintenance 391 55 83 28 151% 48 118 53 65 45% 34 421 380208 City Tree 252 7 4 (3) 62% 16 45 11 35 24% 37 245 263 209 Senior Services Donation 96 4 8 4 222% 1 3 0 3 0% 0 104 93 210 Development Services 2,020 2,294 2,069 (225) 90% 3,174 2,400 2,084 317 87% 1,607 2,006 3,104212 General Plan Maintenance 1,492 168 157 (10) 94% 255 474 309 165 65% 168 1,341 1,679223 Belmont Fire Protection District 25,882 6,340 549 (5,792) 9% 1,090 4,620 7,415 (2,795) 161% 6,699 19,016 14,589225 Police Grants and Donations 35 0 1 0 216% 0 3 0 3 0% 0 36 30 227 Supplemental Law Enforcement 71 58 103 45 177% 111 29 30 (1) 104% 40 144 78231 Street Maintenance 1,365 893 469 (424) 53% 449 866 836 30 97% 822 998 (373)232 RMRA Street Project 498 256 200 (57) 78% 178 482 152 329 32% 1 545 783233 Measure W 2,295 163 89 (74) 55% 82 1,006 0 1,006 0% 0 2,384 1,891 234 Street Improvements 2,935 378 280 (98) 74% 399 1,159 98 1,061 8% 46 3,117 2,256 237 Traffic Impact 100 52 1 (51) 2% 1 0 0 0 N/A 0 101 97 239 Public Art 420 7 4 (3) 61% 3 3 0 3 0% 0 424 408
275 Affordable Housing Successor 6,056 76 64 (12) 84% 144 525 162 363 31% 75 5,958 9,518 277 Inclusionary Housing 3,254 64 12 (53) 18% 2 0 0 0 N/A 0 3,266 2,573 Total Special Revenue 48,336 12,259 4,721 (7,539) 39% 6,545 13,419 12,635 784 94% 10,885 40,422 38,002

CAPITAL PROJECT FUNDS
308 General Facilities 621 9 6 (3) 62% 6 198 2 196 1% 2 625 738310 Infrastructure 2,290 29 22 (7) 77% 20 1,088 (172) 1,260 -16% 24 2,485 2,391 312 Comcast PEG Program 421 5 4 (1) 85% 3 40 0 40 0% 0 425 408341 Planned Park 1,084 30 8 (22) 26% 14 233 1 232 1% 1 1,091 1,714342 Park Impact 680 15 7 (8) 49% 19 221 0 221 0% 0 687 660343 Open Space 104 0 11 N/A 1 35 53 (18) 152% 4 52 94399 Capital Improvement Projects 3,292 18,359 3,247 (15,112) 18% 6,151 19,614 4,329 15,285 22% 2,839 2,210 3,312704 Special Assessment Districts 328 4 3 (1) 85% 3 0 0 N/A 0 331 318 Total Capital Projects 8,820 18,451 3,299 (15,152) 18% 6,217 21,429 4,213 17,216 20% 2,871 7,906 9,634

DEBT SERVICE & OTHER FUNDS
406 Library Bond Debt Service 320 232 3 (229) 1% 0 227 550 (323) 242% 534 (226) (248) 501-505 Sewer Collection System 40,307 7,999 6,498 (1,501) 81% 602 12,459 10,042 2,417 81% 4,436 36,763 27,648 507 Sewer Treatment 28,834 1,103 50 (1,053) 5% 37 1,792 2,458 (667) 137% 2,053 26,426 25,375 525 Storm Drainage Enterprise 1,406 698 214 (484) 31% 183 983 413 570 42% 588 1,207 1,768530 Solid Waste Management 2,110 230 187 (43) 81% 160 203 182 21 90% 177 2,115 1,852570 Worker's Compensation 1,837 313 346 32 110% 350 284 754 (470) 266% 685 1,428 1,426571 Liability Insurance 3,324 305 303 (2) 99% (209) 464 683 (218) 147% 601 2,944 2,876572 Self Funded Vision 0 0 0 0 N/A 0 0 0 0 N/A (4) 0 4573 Fleet & Equipment Management 8,241 1,775 1,715 (59) 97% 1,578 2,351 1,767 584 75% 1,615 8,189 8,356574 Facilities Management 366 1,011 1,021 10 101% 968 1,057 989 69 94% 921 398 (557)575 Benefit Prefunding 1,313 503 453 (50) 90% 446 529 292 237 55% 359 1,474 1,322775 Successor Agency Trust Fund1 - 0 0 0 N/A 0 0 0 N/A 0 0 0 Total Debt & Other 88,058 14,170 10,791 (3,379) 76% 4,116 20,350 18,131 1,034 89% 11,965 80,718 69,824 Total All Funds $180,681 $56,756 $26,122 ($30,634) 46% $24,405 $68,683 $45,544 $21,954 66% $34,449 $161,259 $146,782 Fund Types:

Variance
City of Belmont
Fund Recap at a Glance
Results for the Period Ended October 31, 2024
(000's)
General Fund - Used to account for and report all financial resources not accounted for and reported in another fund.Special Revenue Funds - Used to account for and report the proceeds of specific revenue sources that are restricted or committed to expenditure for specific purposes other than debt service or capital projects.

Capital Projects Funds - Used to account for and report financial resources that are restricted, committed, or assigned to expenditure for capital outlays, including the acquisition or construction of capital facilities and other capital asse Debt Service & Other Funds - Includes funds used to account for and report financial resources that are restricted, committed, or assigned to expenditure for principal and interest; funds used to finance and account for special activities and services performed by a designated department for other departments in the City on a cost reimbursement basis; and funds to account for operations financed and operated in a manner similar to a private business enterprise with the intent that the cost of providing goods and services is primarily financed through user charges; and funds used to account for assets held by the City as an agent.

Variance
Expenditures Revenues
3 13
City of Belmont
Budget Variance Report
General Fund / All Other Funds
Results for the Period Ended October 31, 2024
(000's)
General Fund All Other Funds
Year to Date (YTD) Annual PY YTD Year to Date (YTD) Annual PY YTD Budget Actual Variance % Budget Actual Budget Actual Variance % Budget Actual

REVENUES
Taxes $7,908 $4,163 ($3,746) 53% a $23,725 $3,752 $7,516 $655 ($6,861) 9% a $22,549 $724 Licenses and permits 405 352 (53) 87% 1,215 248 795 1,173 378 148% 1,020 2,385 Intergovernmental 122 181 59 148% 366 193 4,411 569 (3,842) 13% d 4,335 13,233 Charge for services 1,439 1,393 (46) 97% 4,318 1,398 12,901 5,836 (7,064) 45% e 6,275 38,702 Fines and forfeits 48 29 (19) 60% 144 38 - - - N/A - -
796 639 157 125% 1,464 1,917 1,778 91 1,869 105% 5,334 2,072 Miscellaneous 107 6 (101) 5% b 8 321 9 95 86 1040% 27 256 Other financing sources - - - N/A - - - 6 6 N/A - -
Operating transfers in 402 - (402) 0% c - 1,205 18,277 8,998 (9,279) 49% c 2,622 54,830 Total Revenues 11,071 6,920 (4,151) 63% 33,212 7,100 45,687 19,202 (26,485) 42% 137,060 17,304

EXPENDITURES
General government 2,680 2,349 (331) 88% 8,040 1,975 3,013 3,457 444 115% f 9,040 3,264 Public safety 5,362 4,732 (630) 88% 16,086 4,741 4,536 7,479 2,944 165% g 13,607 6,717 Streets and utilities - - - N/A 0 0 24,396 10,037 (14,359) 41% 73,188 7,103 Culture and recreation 970 846 (124) 87% 2,911 799 3,598 2,636 (962) 73% 10,794 2,445 Urban redevelopment - - - N/A 0 0 2,768 2,031 (737) 73% 8,304 1,353 Non departmental - - - N/A 0 0 690 94 (596) 14% 8,304 - Debt service 1,650 - (1,650) 0% 4,950 0 341 2,885 2,544 846% h 3,431 (2,879) Operating transfer out 10,662 7,927 (2,736) 74% 31,987 7,515 8,016 1,071 (6,945) 13% 24,048 (4,893) Total Expenditures 21,325 15,854 (5,471) 74% 63,975 15,030 47,358 29,690 (17,668) 63% 144,404 19,419 ($10,254) ($8,934) $1,320 ($0) ($30,763) ($7,930) ($1,671) ($10,488) ($8,817) ($0) ($7,344) ($2,115) Management Discussion and Analysis
(Items with unfavorable budget variance more than $0.1 million) General Fund
Revenues
Other Funds
Revenues
Other Funds
Expenditures
d) Intergovernmental - Grant revenue will be received and reported in a future reporting period. e) Charges for Services - The Sewer User Fee (Collection & Treatment) is included as part of the City's Property Tax bill to be received semi-annually, typically in December and April. h) Debt service - The budget variance is primarily due to annual/semi-annual debt service payments made in the beginning of the year. g) Public Safety - Variance due to payments of $1.9M to BSCFD and quarterly payment of $2.4M to San Mateo Consolidated Fire Department for two quarters and annual insurance premium were made in July accumulated as year-to-date amounts.

Trends
f) General Government - The variance is due to annual insurance premiums, pension, and OPEB contributions were paid in July and accumulated as year-to-date amounts.

Use of money and property
c) Operating Transfers In – Budgeted operating transfers are recorded at the end of the fiscal year based on actual results. b) Miscellaneous – The budget variance is primarily due to the timing of the annual Crystal Springs Uplands School (CSUS) Public Service Fee, which will be received in a future reporting period. a) Taxes – The budget variance is primarily due to the timing of semi-annual property tax receipts received in December and April.

EXCESS OF REVENUES OVER/
(UNDER) EXPENDITURES
-$650
-$450
-$250
-$50
$150
$350
$550
$750
$950
Jul Aug Sep Oct
Thousands
Sales Taxes & TOT - Monthly Comparison
Sales Taxes FY 24 Sales Taxes FY 25 TOT FY 24 TOT FY 25 $0 $2,000
$4,000
$6,000
$8,000
$10,000
$12,000
$14,000
FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 FY 21 FY 22 FY 23 FY 24 Thousands
Major General Fund Taxes - 10-year Trends
Prop Tax Sales Taxes TOT
4 14
City of Belmont
Disbursements & Purchase Order Activity Report
Results for the Period Ended October 31, 2024
Vendor Description Date No. Amount
4LEAF INC Building Inspection July 10/11/24 EFT00036704 87,531.20 ALL FENCE CO., INC. CORP YARD GATE 10/4/24 1205075 59,725.00 BELMONT INVESTMENT GROUP LLC SURETY REFUND BISHOP RD 10/11/24 1205099 60,000.00 C2R ENGINEERING INC PROGRESS PAY 001 10/25/24 1205138 339,876.83 CALPERS PERS HEALTH PREMIUM-OCTOBER 10/9/24 DAJ000009300 222,574.66 CALPERS COB CONTRIBUTION PPE 10/4/24 10/10/24 DAJ000009301 138,017.04 CALPERS COB CONTRIBUTIONS-PPE 10/18/24 10/24/24 DAJ000009303 137,102.53 CASEY CONSTRUCTION INC PROGRESS PAY 1 10/4/24 1205083 439,067.20 DISBURSEMENTS Payroll Wage PPE 9/28/24 10/4/24 DAJ000009355 463,946.73 DISBURSEMENTS Payroll Tax PPE 9/28/24 10/4/24 DAJ000009357 115,264.03 DISBURSEMENTS Payroll Wage PPE 10/12/24 10/18/24 DAJ000009359 486,957.83 DISBURSEMENTS Payroll Tax PPE 10/12/24 10/18/24 DAJ000009361 111,993.11 DISBURSEMENTS PAYROLL ADP WAGE PPE10/26/24 10/31/24 DAJ000009364 493,636.08 DISBURSEMENTS PAYROLL ADP TAX PPE10/26/24 10/31/24 DAJ000009365 113,003.01 GHILOTTI BROS INC PROGRESS PAY 6 10/4/24 EFT00036670 557,095.73 MISSION SQUARE DEF COMP ACCT#302442 10/7/24 DAJ000009294 56,256.93 MISSION SQUARE DEF COMP ACCT#302442 10/21/24 DAJ000009297 55,525.87 PAVEMENT ENGINEERING INC QA FOR 2024 SLURRY THRU 9/30 10/25/24 EFT00036875 51,735.00 SILICON VALLEY CLEAN WATER NOVEMBER CONTRIBUTION 10/4/24 EFT00036651 399,366.00 SM COUNTY TAX COLLECTOR 24/25 PROPERTY TAXES 10/25/24 DAJ000009304 105,078.44 TOWNE FORD SALES 109/TRANSMISSION MOUNT 10/25/24 EFT00036900 106,193.41 Total Disbursements in Excess of $50,000 4,599,946.63 $ Total Count 21
Vendor Description Date No. Amount
GOOD CITY COMPANY BEAMREACH 405&455 HARBOR 10/3/24 25 00044 157,489.00 C2R ENGINEERING INC SAN JUAN SEWER CAP IMPROV 10/7/24 25 00049 1,483,618.40 Total Purchase Orders Issued in Excess of $50,000 1,641,107.40 $ Total Count 2
Disbursements Amounts Equal to $50,000 and Above
Purchase Order Amounts Equal to $50,000 and Above
5 15
Beginning Balance Ending Balance
September 30, 2024 Receipts Disbursements October 31, 2024 City of Belmont 119,901,870.32 $ 4,377,210.13 $ (5,694,281.75) $ 118,584,798.70 $ Belmont Fire Protection District 19,029,977.70 56,884.69 (89,613.91) 18,997,248.48 Total $ 4,434,094.82 138,931,848.02 $ (5,783,895.66) $ 137,582,047.18 $ -
Deposit Investments Pool Total
City of Belmont & Belmont Fire Protection District $ 136,587,024.30 995,022.88 $ 137,582,047.18 $ -
Respectfully Submitted,
s/b Grace Castaneda
Grace Castaneda
City Treasurer
I certify that this report accurately reflects all investments of City of Belmont and Belmont Fire Protection District, and is in conformance with the adopted Investment Policy mandated by Government Code 53646. Furthermore, I certify to the best of my knowledge, sufficient investment liquidity and anticipated revenues are available to meet the Agency's budgeted expenditure requirement for the next six months.

CITY OF BELMONT

TREASURER'S REPORT
October 31, 2024
Balance Summary
Agency Receipts and Disbursements Summary
treasurer report 10-2024

Page 1 of 2 ends

16 Investment Type Issuer
Maturity
Date Par Amount Current Market Value Interest Total
Investment
Period Rate
Pricing
Source Manager
Deposit
General Account Wells Fargo 995,022.88 $ 995,022.88 $ Bank Bank Investments:

L.A.I.F.-POOL State of California Daily 131,234,514.84 131,505,000.20 494,097.95 90 days 4.518% LAIF LAIF L.A.I.F.-BONDS State of California Daily 5,352,509.46 5,363,541.43 20,152.20 90 days 4.518% LAIF LAIF Total 137,582,047.18 $ 137,863,564.51 $ 514,250.15 $
s/b Grace Castaneda
S/B John Violet
Investment Detail

CITY OF BELMONT

TREASURER'S REPORT
October 31, 2024
Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 Apr-24 May-24 Jun-24 Jul-24 Aug-24 Sep-24 Oct-24 LAIF-POOL 115,089,713 115,789,713 132,764,713 133,851,862 133,701,862 133,701,862 148,550,443 147,950,443 148,650,443 138,672,002 138,272,002 132,972,002 131,234,515 LAIF-BOND 6,972,783 6,870,783 5,691,783 5,758,836 5,758,836 5,758,836 5,820,355 5,520,355 5,520,355 5,584,201 5,288,201 5,288,201 5,352,509 INTEREST RATE 3.670% 3.843% 3.929% 4.012% 4.122% 4.232% 4.272% 4.332% 4.480% 4.516% 4.579% 4.575% 4.518%

0.00%

1.00%

2.00%

3.00%

4.00%

5.00%

6.00%

7.00%
$0
$20,000,000
$40,000,000
$60,000,000
$80,000,000
$100,000,000
$120,000,000
$140,000,000
$160,000,000
City of Belmont Investment Portfolio Trends

Page 2 of 2 ends

FISCAL YEAR 2024-25
MONTHLY FINANCIAL REPORT - NOVEMBER 30, 2024

HIGHLIGHTS

PERFORMANCE AT

A GLANCE REPORT
• General Fund balance increased
compared to prior YTD

FUND RECAP AT A GLANCE
REPORT
Notable Fund Balance Increase compared to prior YTD:
•General Fund
•Belmont Fire Protection District
•Street Maintenance
• Sewer Collection System
Notable Fund Balance Decrease compared to prior YTD:
• Development Services
• Affordable Housing Successor

CASH DISBURSEMENTS &

PURCHASE ORDER

ACTIVITY REPORT
•Amounts equal to and above $50,000

BUDGET VARIANCE
REPORT
• Management Discussion & Analysis
• Tax Trends
This report contains financial information which has not been reviewed or audited by an independent auditor, does not reflect the application of generally accepted accounting principles in all instances and is subject to future revision. This report has not been prepared with a view to informing an investment decision in any of the City’s bonds, notes or other obligations. Any projections, plans or other forward-looking statements included in this report are subject to a variety of uncertainties that could cause any actual plans or results to differ materially from any such statement. The information herein is not intended to be used by investors or potential investors in considering the purchase or sale of the City’s bonds, notes or other obligations and investors and potential investors should rely only on information filed by the City on the Municipal Securities Rulemaking Board’s Electronic Municipal Market Access System for municipal securities disclosures and website, maintained on the World Wide Web at https://emma.msrb.org/ These financial reports are designed to provide a general overview of the City of Belmont’s interim finances. Questions concerning any information provided in 18 City of Belmont
Performance at a Glance
Results for the Period Ended November 30, 2024
(000's)
6/30/2015 2015 $9,049 Audited
6/30/2016 2016 $9,177 Audited
6/30/2017 2017 $11,128 Audited
6/30/2018 2018 $11,325 Audited
6/30/2019 2019 $14,846 Audited
6/30/2020 2020 $13,637 Audited
6/30/2021 2021 $13,398 Audited
6/30/2022 2022 $18,013 Audited
6/30/2023 2023 $26,586 Audited
6/30/2024 2024 $31,003 Audited
11/30/2024 2025 $29,436 Unaudited
* excludes Measure I
\0
Fund Balance - YTD Fund Deficits
As shown on the Fund Recap at a Glance (page 3) Recreation and Library Bond Debt Service funds have deficits and are expected to be eliminated in a future period.

The General Fund balance is $29.4 million, a decrease of $1.6 million compared to the amount at the prior fiscal year-end. This is primarily due to the timing of semi-annual property tax receipts received in December and April.

General Fund
General Fund Balance Trends*
$0 $20 $40 $60 $80 $100
Budget
Expenditures
Actual
Expenditures
Budget
Revenues
Actual
Revenues
All Funds Revenues & Expenditures
YTD Comparison (in millions)
30%
64%
1%3%2%
Capital Improvement Plan
Streets
Sewer
Technology
Recreational Facilities
$0
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025
General Fund Balance Trend
(in million)
2 19
Audited Unaudited PY YTD
Fund Fund Balance YTD YTD PY YTD YTD YTD PY YTD Fund Balance Fund Balance Fund Name 06/30/24 Budget Actual (Under) % Actual Budget Actual Under % Actual 11/30/24 11/30/23 (1) (2) Over (3) (Over) (1)+(2)-(3)

GENERAL FUND
101 General $31,003 $13,838 $8,947 ($4,891) 65% $8,914 $13,328 $10,514 $2,814 79% $9,416 29,436 $ 26,084 102 Measure I 4,464 1,006 598 (408) 59% 692 3,528 2,698 830 76% 1,326 2,363 3,303

SPECIAL REVENUE FUNDS
205 Recreation 397 1,661 743 (918) 45% 706 1,702 1,693 9 99% 1,470 (553) (180) 206 Library Maintenance & Operation 777 142 8 (135) 5% 6 405 153 252 38% 162 631 659207 Athletic Field Maintenance 391 69 84 15 122% 50 147 61 86 42% 44 413 371208 City Tree 252 8 5 (4) 56% 17 57 19 38 33% 41 238 259 209 Senior Services Donation 96 4 8 4 181% 1 4 0 4 0% 0 104 93 210 Development Services 2,020 2,868 2,431 (437) 85% 3,524 3,000 2,663 337 89% 2,053 1,788 3,008212 General Plan Maintenance 1,492 210 178 (31) 85% 269 592 415 177 70% 307 1,256 1,554223 Belmont Fire Protection District 25,882 7,926 2,031 (5,894) 26% 2,522 5,775 7,452 (1,677) 129% 6,738 20,462 15,982225 Police Grants and Donations 35 0 1 0 172% 0 4 0 4 0% 0 36 30 227 Supplemental Law Enforcement 71 73 119 47 164% 126 36 41 (4) 112% 50 150 83231 Street Maintenance 1,365 1,116 620 (496) 56% 505 1,083 1,048 35 97% 1,010 937 (505)232 RMRA Street Project 498 320 272 (48) 85% 242 602 202 400 34% 1 568 847233 Measure W 2,295 204 89 (115) 44% 119 1,258 86 1,172 7% 0 2,298 1,927 234 Street Improvements 2,935 472 391 (82) 83% 511 1,449 105 1,344 7% 64 3,221 2,351 237 Traffic Impact 100 65 1 (64) 2% 1 0 0 0 N/A 0 101 97 239 Public Art 420 9 4 (5) 49% 3 4 0 4 0% 0 424 408
275 Affordable Housing Successor 6,056 95 71 (24) 75% 151 656 183 473 28% 117 5,944 9,482 277 Inclusionary Housing 3,254 80 12 (69) 15% 2 0 0 0 N/A 0 3,266 2,573 Total Special Revenue 48,336 15,324 7,068 (8,256) 46% 8,753 16,774 14,120 2,654 84% 12,056 41,284 39,040

CAPITAL PROJECT FUNDS
308 General Facilities 621 12 6 (6) 50% 6 247 2 245 1% 5 625 735310 Infrastructure 2,290 36 22 (14) 62% 23 1,360 (172) 1,532 -13% 43 2,485 2,375 312 Comcast PEG Program 421 6 4 (2) 68% 3 50 0 50 0% 0 425 408341 Planned Park 1,084 38 8 (30) 21% 14 292 2 290 1% 2 1,090 1,713342 Park Impact 680 18 7 (11) 39% 19 276 0 276 0% 0 687 660343 Open Space 104 2 1 (0) 69% 1 43 53 (9) 122% 0 52 98 399 Capital Improvement Projects 3,292 22,948 4,301 (18,647) 19% 6,333 24,518 5,198 19,320 21% 3,174 2,395 3,159 704 Special Assessment Districts 328 5 3 (2) 68% 3 0 0 N/A 0 331 318 Total Capital Projects 8,820 23,066 4,353 (18,713) 19% 6,402 26,786 5,082 21,704 19% 3,223 8,091 9,467

DEBT SERVICE & OTHER FUNDS
406 Library Bond Debt Service 320 290 3 (287) 1% 0 284 557 (273) 196% 534 (234) (248) 501-505 Sewer Collection System 40,307 9,999 6,516 (3,483) 65% 611 15,574 11,025 4,549 71% 5,347 35,798 26,746 507 Sewer Treatment 28,834 1,379 50 (1,329) 4% 37 2,239 2,579 (340) 115% 2,063 26,305 25,365 525 Storm Drainage Enterprise 1,406 873 345 (528) 40% 316 1,229 625 604 51% 797 1,126 1,692530 Solid Waste Management 2,110 287 240 (47) 84% 208 253 232 22 91% 213 2,119 1,863570 Worker's Compensation 1,837 392 442 50 113% 414 355 755 (400) 213% 685 1,524 1,490571 Liability Insurance 3,324 381 370 (11) 97% (142) 581 700 (119) 121% 625 2,994 2,919572 Self Funded Vision 0 0 0 0 N/A 0 0 0 0 N/A (4) 0 4573 Fleet & Equipment Management 8,241 2,218 2,124 (94) 96% 1,962 2,939 2,090 849 71% 2,055 8,275 8,301574 Facilities Management 366 1,264 1,272 8 101% 1,207 1,322 1,144 178 87% 1,098 494 (494)575 Benefit Prefunding 1,313 629 618 (11) 98% 556 661 404 257 61% 426 1,527 1,364775 Successor Agency Trust Fund1 - 0 0 0 N/A 0 0 0 N/A 0 0 0 Total Debt & Other 88,058 17,712 11,981 (5,731) 68% 5,169 25,437 20,111 4,083 79% 13,839 79,928 69,002 Total All Funds $180,681 $70,947 $32,947 ($38,000) 46% $29,930 $85,854 $52,525 $32,085 61% $39,860 $161,103 $146,897 Fund Types:

Variance
City of Belmont
Fund Recap at a Glance
Results for the Period Ended November 30, 2024
(000's)
General Fund - Used to account for and report all financial resources not accounted for and reported in another fund.Special Revenue Funds - Used to account for and report the proceeds of specific revenue sources that are restricted or committed to expenditure for specific purposes other than debt service or capital projects.

Variance
Expenditures Revenues
3 20
City of Belmont
Budget Variance Report
General Fund / All Other Funds
Results for the Period Ended November 30, 2024
(000's)
General Fund All Other Funds
Year to Date (YTD) Annual PY YTD Year to Date (YTD) Annual PY YTD Budget Actual Variance % Budget Actual Budget Actual Variance % Budget Actual

REVENUES
Taxes $9,885 $5,773 ($4,112) 58% a $23,725 $5,118 $9,395 $2,413 ($6,982) 26% a $22,549 $2,534 Licenses and permits 506 425 (82) 84% 1,215 339 994 1,355 361 136% 1,238 2,385 Intergovernmental 153 203 50 133% 366 217 5,514 1,269 (4,245) 23% e 4,452 13,233 Charge for services 1,799 1,644 (155) 91% b 1,666 4,318 16,126 7,341 (8,785) 46% b 7,546 38,702 Fines and forfeits 60 40 (20) 66% 144 48 - - - N/A - -
853 799 55 107% 1,519 1,917 2,223 (321) 1,902 86% f 2,103 5,334 Miscellaneous 134 9 (124) 7% c 8 321 11 163 152 1436% 27 338 Other financing sources - - - N/A - - - 6 6 N/A - -
Operating transfers in 502 - (502) 0% d - 1,205 22,846 9,551 (13,295) 42% d 2,804 54,830 Total Revenues 13,838 8,947 (4,891) 65% 33,212 8,914 57,109 24,000 (33,109) 42% 137,060 21,016

EXPENDITURES
General government 3,350 3,122 (228) 93% 8,040 2,468 3,767 3,915 148 104% g 9,040 3,796 Public safety 6,703 6,274 (428) 94% 16,086 5,983 5,669 7,526 1,857 133% h 13,607 6,764 Streets and utilities - - - N/A 0 0 30,495 12,256 (18,239) 40% 73,188 8,854 Culture and recreation 1,213 1,117 (95) 92% 2,911 964 4,498 3,199 (1,299) 71% 10,794 2,944 Urban redevelopment - - - N/A 0 0 3,460 2,583 (876) 75% 8,304 1,851 Non departmental - - - N/A 0 0 863 96 (766) 11% 8,304 - Debt service 2,063 - (2,063) 0% 4,950 0 426 2,885 2,458 677% i 3,431 (2,879) Operating transfer out 13,328 10,514 (2,814) 79% 31,987 9,416 10,020 (963) (10,983) -10% 24,048 (6,611) Total Expenditures 26,656 21,027 (5,629) 79% 63,975 18,831 59,197 31,498 (27,700) 53% 144,404 21,028 ($12,818) ($12,081) $737 ($0) ($30,763) ($9,917) ($2,089) ($7,498) ($5,409) ($0) ($7,344) ($12) Management Discussion and Analysis
(Items with unfavorable budget variance more than $0.1 million) General Fund
Revenues
Other Funds
Revenues
Other Funds
Expenditures
e) Intergovernmental - Grant revenue will be received and reported in a future reporting period. f) Use of money and property - The budget variance is primarily due to interest revenues which will be posted in December. i) Debt service - The budget variance is primarily due to annual/semi-annual debt service payments made in the beginning of the year. h) Public Safety - Variance due to payments of $1.9M to BSCFD and quarterly payment of $2.4M to San Mateo Consolidated Fire Department for two quarters and annual insurance premium were made in July accumulated as year-to-date amounts.

Trends
g) General Government - The variance is due to annual insurance premiums, pension, and OPEB contributions were paid in July and accumulated as year-to-date amounts.

Use of money and property
d) Operating Transfers In - Budgeted operating transfers are recorded at the end of the fiscal year based on actual results. c) Miscellaneous - The budget variance is primarily due to the timing of the annual Crystal Springs Uplands School (CSUS) Public Service Fee, which will be received in a future reporting period. a) Taxes - The budget variance is primarily due to the timing of semi-annual property tax receipts received in December and April.

EXCESS OF REVENUES OVER/
(UNDER) EXPENDITURES
b) Charges for Services - The Sewer User Fee (Collection & Treatment) is included as part of the City's Property Tax bill to be received semi-annually, typically in December and April. -$650
-$450
-$250
-$50
$150
$350
$550
$750
$950
Jul Aug Sep Oct Nov
Thousands
Sales Taxes & TOT - Monthly Comparison
Sales Taxes FY 24 Sales Taxes FY 25 TOT FY 24 TOT FY 25 $0 $2,000
$4,000
$6,000
$8,000
$10,000
$12,000
$14,000
FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 FY 21 FY 22 FY 23 FY 24 Thousands
Major General Fund Taxes - 10-year Trends
Prop Tax Sales Taxes TOT
4 21
City of Belmont
Disbursements & Purchase Order Activity Report
Results for the Period Ended November 30, 2024
Vendor Description Date No. Amount
AMERICAN ASPHALT REPAIR AND PROGRESS PAY 2 11/1/24 EFT00036911 126,773.61 BENEFIT COORDINATORS CORP Dental and Vision 11/24 11/22/24 EFT00037051 51,638.13 C2R ENGINEERING INC PROGRESS PAY#2 SAN JUAN SEWER 11/15/24 1205167 365,254.12 CALPERS COB CONTRIBUTION PPE 11-01-24 11/8/24 DAJ000009329 138,462.18 CALPERS COB HEALTH PREMIUM-NOVEMBER 11/8/24 DAJ000009331 217,900.01 CALPERS COB CONTRIBUTIONS PPE 11-15-24 11/25/24 DAJ000009332 134,507.86 CALPERS COB CONTRIBUTION PPE 11-29-24 11/29/24 DAJ000009333 132,928.21 DISBURSEMENTS Payroll Wage PPE 11/9/24 11/14/24 DAJ000009379 494,155.55 DISBURSEMENTS Payroll Tax PPE 11/9/24 11/14/24 DAJ000009381 115,849.88 DISBURSEMENTS Payroll Wage PPE 11/23/24 11/27/24 DAJ000009382 465,671.81 DISBURSEMENTS Payroll Tax PPE 11/23/24 11/27/24 DAJ000009384 104,030.72 GOOD CITY COMPANY 401/501 Island Parkway Sept 24 11/1/24 EFT00036926 81,801.04 MISSION SQUARE DEF COMP ACCT#302442 11/4/24 DAJ000009325 57,113.04 MISSION SQUARE DEF COMP ACCT# 302442 11/18/24 DAJ000009328 60,693.94 MNS ENGINEERS INC HILLER STREET SEWER THRU 8/31 11/22/24 EFT00037052 65,891.05 PAVEMENT ENGINEERING INC PS&E 2023 PAVEMENT THRU 9/30 11/22/24 EFT00037053 59,061.25 SILICON VALLEY CLEAN WATER DECEMBER CONTRIBUTIONS 11/15/24 EFT00036968 399,366.00 Total Disbursements in Excess of $50,000 3,071,098.40 $ Total Count 17
Vendor Description Date No. Amount
WALLACE GROUP FOG CONTROL-SERVICE AGREEMENT 2024-24 11/15/24 25 00062 71,113.75 GOOD CITY COMPANY TO#5-AMEND #1-1301 SHOREWAY 11/27/24 25 00066 53,562.50 Total Purchase Orders Issued in Excess of $50,000 124,676.25 $ Total Count 2
Disbursements Amounts Equal to $50,000 and Above
Purchase Order Amounts Equal to $50,000 and Above
5 22
Beginning Balance Ending Balance
October 31, 2024 Receipts Disbursements November 30, 2024 City of Belmont 118,584,798.70 $ $ $ 118,617,453.71 (4,44, $ Belmont Fire Protection District 18,997,248.48
4,4
636,749.54 (452.25) 19,633,545.77
Total $ $ 5,0 137,582,047.18
$ 138,250,999.48 (4,45,) $
-
Deposit Investments Pool Total
City of Belmont & Belmont Fire Protection District $ 137,834,024.30 416,975.18 $ 138,250,999.48 $ -
Respectfully Submitted,
s/b Grace Castaneda
Grace Castaneda
City Treasurer
I certify that this report accurately reflects all investments of City of Belmont and Belmont Fire Protection District, and is in conformance with the adopted Investment Policy mandated by Government Code 53646. Furthermore, I certify to the best of my knowledge, sufficient investment liquidity and anticipated revenues are available to meet the Agency's budgeted expenditure requirement for the next six months.

CITY OF BELMONT

TREASURER'S REPORT
November 30, 2024
Balance Summary
Agency Receipts and Disbursements Summary
treasurer report 11-2024

Page 1 of 2 ends

23 Investment Type Issuer
Maturity
Date Par Amount Current Market Value Interest Total
Investment
Period Rate
Pricing
Source Manager
Deposit
General Account Wells Fargo 416,975.18 $ 416,975.18 $ Bank Bank Investments:

L.A.I.F.-POOL State of California Daily 132,734,514.84 133,008,091.82 495,210.35 90 days 4.477% LAIF LAIF L.A.I.F.-BONDS State of California Daily 5,099,509.46 5,110,019.98 19,025.42 90 days 4.477% LAIF LAIF Total 138,250,999.48 $ 138,535,086.98 $ 514,235.77 $
s/b Grace Castaneda
S/B John Violet
Investment Detail

CITY OF BELMONT

TREASURER'S REPORT
November 30, 2024
Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 Apr-24 May-24 Jun-24 Jul-24 Aug-24 Sep-24 Oct-24 Nov-24 LAIF-POOL 115,789,713 132,764,713 133,851,862 133,701,862 133,701,862 148,550,443 147,950,443 148,650,443 138,672,002 138,272,002 132,972,002 132,734,515 132,734,506 LAIF-BOND 6,870,783 5,691,783 5,758,836 5,758,836 5,758,836 5,820,355 5,520,355 5,520,355 5,584,201 5,288,201 5,288,201 5,099,509 5,099,509 INTERST RATE 3.843% 3.929% 4.012% 4.122% 4.232% 4.272% 4.332% 4.480% 4.516% 4.579% 4.575% 4.518% 4.477%

0.00%

1.00%

2.00%

3.00%

4.00%

5.00%

6.00%

7.00%
$0
$20,000,000
$40,000,000
$60,000,000
$80,000,000
$100,000,000
$120,000,000
$140,000,000
$160,000,000
City of Belmont Investment Portfolio Trends

Page 2 of 2 ends

Page 1 of 3 ends

Adoption of Policy to Comply with Assembly Bill 2561 and Government Code 3502.3 Public Hearings on Vacancies and Recruitment and Retention Efforts - Staff Report

STAFF REPORT
Meeting Date: February 25, 2025
Agency: City of Belmont
Staff Contact: Ann Rtizma, Interim Administrative Services Director, [email protected] Agenda Title: Adoption of Policy to Comply with Assembly Bill 2561/Government Code 3502.3:

Public Hearings on Vacancies and Recruitment and Retention Efforts Agenda Action: Resolution
Recommendation
Staff recommends that the City Council adopt a policy which establishes the framework and requirements for holding public hearings and reporting on the City’s workforce vacancies, and recruitment and retention efforts in compliance with Assembly Bill (“AB”) 2561. (Gov. Code § 3502.3.) Strategic Focus Area
Fiscal and Organizational Sustainability
Background
AB 2561, which became effective January 1, 2025, requires public agencies, including the City, to hold at least one public hearing per fiscal year to discuss vacancies and recruitment and retention efforts. This legislation aims to address job vacancies in local government, which negatively impact public service delivery and employee workload. Among its requirements, the law mandates that agencies present the status of vacancies and workforce efforts during a public hearing before the governing body.

This report serves as a precursor to tonight’s presentation and outlines the City's legal obligations under AB 2561 and recommends adopting measures to ensure compliance with the new requirements codified in Government Code Section 3502.3.

Analysis
In compliance with the new legal obligations, the City is required to do the following:

1. Public Hearing: At least once each fiscal year, at a public hearing before the City Council, the City shall present information regarding the status of vacancies and recruitment and retention efforts (Gov. Code § 3502.3(a)(1)) and identify any necessary changes to policies, procedures, and recruitment activities that may lead to obstacles in the hiring process (Gov. Code § 3502.3(a)(3)).

If the City Council adopts an annual or multiyear budget during the fiscal year, this presentation must occur prior to the City Council’s adoption of the City’s final budget. (Gov. Code § 3502.3(a)(2).)
25

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Adoption of Policy to Comply with Assembly Bill 2561 and Government Code 3502.3 Public Hearings on Vacancies and Recruitment and Retention Efforts - Staff Report

2. Employee Organization Participation: Allow the recognized employee organization for each bargaining unit at the City to make presentations during the public hearing concerning vacancies and recruitment and retention efforts. There are currently three (3) bargaining units at the City. (Gov. Code § 3502.3(b).)

3. Additional Reporting for High Vacancy Rates: If vacancies within a single bargaining unit meet or exceed 20% of authorized full-time positions in that bargaining unit, upon request of the recognized employee organization for that bargaining unit, the City must provide additional information during the public hearing, including the following: (1) the total number of vacancies; (2) the number of applicants; (3) the average time to fill positions; and (4) opportunities to improve compensation and working conditions for employees in the bargaining unit. (Gov. Code § 3502.3(c).)
Policy
The Policy sets forth requirements regarding the information that the City will provide concerning vacancies at the City, the City’s recruitment and retention efforts, and the identification of changes to City policies, procedures, and recruitment activities. In the event that the vacancy rate in any bargaining unit is at least 20% of the total number of authorized full-time positions in the bargaining unit, the Policy sets for additional information that the City will provide upon request of the employee organization that represents such bargaining unit.

The Policy also sets forth the legal entitlement for recognized employee organizations to make presentations at the public hearing.

The purpose of the Policy is to comply with applicable law and to ensure transparency, accountability, and responsiveness to community needs regarding the City's staffing practices.

Procedures for the Public Hearing on City Vacancies and Recruitment and Retention Efforts:

The Procedures for the Public Hearing on City Vacancies and Recruitment and Retention Efforts (“Procedures”) establish protocol for the City’s public hearings on vacancies to ensure a fair, orderly and efficient hearing process.

The Procedures set forth specific requirements concerning matters such as the provision of notice to recognized employee organizations regarding the public hearing and their right to make a presentation at the hearing, the length and order of the City’s and the employee organizations’ presentations, and the standards of discourse during the public hearing.

Alternatives

1. Provide staff with alternate direction to the proposed Policy in whole or in part.

2. Take No Action
26

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Adoption of Policy to Comply with Assembly Bill 2561 and Government Code 3502.3 Public Hearings on Vacancies and Recruitment and Retention Efforts - Staff Report
Attachments
A. AB 2561 Text
B. Exhibit A - Proposed Policy
Fiscal Impact
☒ No Fiscal Impact
There is no fiscal impact associated with conducting the public hearing required under Government Code Section 3205.3.

However, addressing recruitment and retention issues may involve future budget and bargaining considerations, which will be presented to the City Council as necessary.
☐ Funding Source Confirmed:

Source: Purpose: Public Outreach:

Staff Statutory/Contractual Requirement Posting of Agenda *Insert additional information, or delete if not used
27

Page 1 of 2 ends

RESOLUTION NO. 2025 –

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT ADOPTION OF POLICY TO COMPLY WITH ASSEMBLY BILL 2561/GOVERNMENT CODE 3502.3: PUBLIC HEARINGS ON VACANCIES AND RECRUITMENT AND

RETENTION EFFORTS
WHEREAS, the City of Belmont is committed to transparency, efficiency, and accountability in governance, including workforce reporting, and recruitment and retention practices; and,
WHEREAS, Assembly Bill 2561 (AB 2561) requires municipalities to enhance public participating, improve vacancy reporting and strengthen workforce recruitment and retention; and,
WHEREAS, the City has developed a Policy on Public Hearings, Vacancy Reporting, and Workforce Recruitment & Retention in compliance with AB 2561 to ensure best practices in these areas; and
NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:

SECTION 1. The City Council approves and adopts the Policy on Public Hearings, Vacancy Reporting, and Workforce Recruitment and Retention under AB 2561 (Exhibit A) SECTION 2. The City Manager, or designee, shall implement and enforce this Policy. * * *
ADOPTED February 25, 2025 by the City of Belmont City Council by the following vote:

Ayes:

Noes:

Absent:

Abstain:
28

Page 2 of 2 ends

ATTEST:

City Clerk Mayor
APPROVED AS TO FORM:

City Attorney
29 CITY OF BELMONT POLICY ON PUBLIC HEARINGS, VACANCY

REPORTING, AND WORKFORCE RECRUITMENT & RETENTION
UNDER AB 2561
1 Effective Date: February 25, 2025
Approved By: City Council
Purpose:

This policy establishes the framework and requirements for holding public hearings and reporting on the City's workforce vacancies, recruitment, and retention efforts in compliance with Assembly Bill (“AB”) 2561. (Gov. Code § 3502.3.) The purpose is to ensure transparency, accountability, and responsiveness to community needs regarding the City's staffing and employment practices.

Scope:

This policy applies to the City, City management and the City Council.

Definitions:

Public Hearing: A formal meeting that is open to the public, where City representatives present information and accept public comments on specific topics, as required by law.

Vacancies: Unfilled positions within the City's workforce that require recruitment efforts to be adequately staffed.

Recruitment: The process of attracting, screening, and selecting qualified candidates for employment with the City.

Retention: Efforts to maintain a stable and satisfied workforce by addressing the factors that contribute to stability in the workforce.

Policy Statement:

In accordance with AB 2561 (Gov. Code § 3502.3), the City is committed to holding a public hearing on vacancies at the City, the City’s recruitment, and retention efforts and any issues with the City’s policies, procedures, and recruitment activities that may lead to obstacles in the hiring process.

The City will hold a public hearing at least once each fiscal year and provide reports on vacancies, recruitment, and retention efforts.

Exhibit A
30 CITY OF BELMONT POLICY ON PUBLIC HEARINGS, VACANCY

REPORTING, AND WORKFORCE RECRUITMENT & RETENTION
UNDER AB 2561
2 Policy Provisions:

1. Public Hearing Requirements
The City shall conduct public hearings at least on an annual basis (once each fiscal year) to present information on vacancies, recruitment and retention efforts and issues with the policies, procedures, and recruitment activities that may lead to obstacles in the hiring process.

Public hearings shall be announced in advance and provide an opportunity for members of the public to make comments.

Recognized employee organizations shall have the right to present information, concerns, and recommendations at the public hearing.

Separate public hearings may be scheduled to address individual bargaining units or bargaining unit groupings.

The City shall ensure that each public hearing is adequately documented, with minutes and recordings made publicly available within 30 days of the hearing.

2. Reporting Requirements
The City shall present information on the following at the public hearing:

1. The status of vacancies at the City.

2. Information on the City's recruitment and retention efforts.

3. Identification of any obstacles in the City's policies, procedures, and recruitment activities that may create challenges in the hiring process.

If the City prepares a report that includes the information described above, the City may elect to make the report available to the public via the City's website or in print form prior to each public hearing.

3. Special Reporting Requirements for High Vacancy Rates If the number of job vacancies within a single bargaining unit meets or exceeds 20% of the total number of authorized full-time positions, the City shall, upon request of the recognized employee organization, include the following information during the public hearing:
31 CITY OF BELMONT POLICY ON PUBLIC HEARINGS, VACANCY

REPORTING, AND WORKFORCE RECRUITMENT & RETENTION
UNDER AB 2561
3 1. The total number of job vacancies within the bargaining unit.

2. The total number of applicants for vacant positions within the bargaining unit.

3. The average number of days to complete the hiring process from when a position is posted.

4. Opportunities to improve compensation and other working conditions.

4. Responsibilities
City Council: The City Council is responsible for overseeing compliance with this policy and ensuring public hearings and reports meet the requirements outlined in AB 2561.

City Management: City management shall coordinate with the Human Resources department to gather necessary data and ensure accurate reporting.

Human Resources Department: The Human Resources Department is responsible for compiling vacancy, recruitment, and retention data, and preparing reports in collaboration with City management.

5. Monitoring and Review
The City Council shall review the effectiveness of this policy on a biannual basis and make revisions as necessary to ensure ongoing compliance with AB 2561 and alignment with best practices in public transparency.

6. Compliance and Enforcement
The City will maintain records of all public hearings, reports, and related documents for a minimum of five years, in compliance with public records requirements.

Approval and Revision History:

Approved: February 25, 2025
Revised: NA
Appendices:

1. AB 2561 Text.
32 CITY OF BELMONT POLICY ON PUBLIC HEARINGS, VACANCY

REPORTING, AND WORKFORCE RECRUITMENT & RETENTION
UNDER AB 2561
4 Appendix A – AB 2561 Text
33 CITY OF BELMONT POLICY ON PUBLIC HEARINGS, VACANCY

REPORTING, AND WORKFORCE RECRUITMENT & RETENTION
UNDER AB 2561
5 34

CITY OF BELMONT POLICY ON PUBLIC HEARINGS, VACANCY

REPORTING, AND WORKFORCE RECRUITMENT & RETENTION
UNDER AB 2561
6 35

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Public, Education and Government Access Fee - Staff Report –Public, Education and Government Access Program

STAFF REPORT
Meeting Date: February 25, 2025
Agency: City of Belmont
Staff Contact: Ann Ritzma, Interim Administrative Services Director Agenda Title: Public, Education, and Government Access Program Agenda Action: Ordinance
Recommendation
Introduce an ordinance establishing a state video franchise holder fee to support Public, Education, and Government (PEG) facilities and penalties of material breach of state and federal customer service standards.

Strategic Focus Area
Fiscal and Organizational Sustainability
Background
The Digital Infrastructure and Video Competition Act of 2006 (DIVCA) went into effect January 1, 2007.

DIVCA established a state franchising system administered by the California Public Utilities Commission (CPUC) for video service providers that has replaced city-issued franchises. A statutory DIVCA video franchise lasts for a 10-year term and requires the holder to pay a franchise fee of 5% of gross cable revenues to the local jurisdiction. The franchise certificate requires video operators to provide three public, educational and governmental (PEG) access channels, and cities may opt to establish a fee to support those channels in the amount of 1% of a state video franchise holder’s gross revenue. There are currently two video service providers with state franchises in Belmont: DirecTV and Comcast. Their video franchises expire in 2027 and 2028, respectively.

Analysis
Belmont’s PEG channel is currently used to broadcast City Council meetings, Commission meetings and public workshops. A 1% PEG fee is estimated to generate $55,000 annually, although revenue is forecasted to decrease as the trend for video cable subscribers is also projected to decrease. The 1% PEG fee can provide funding to upgrade equipment and technology in the Council Chamber and broadcasting booth. The broadcasting equipment was upgraded in August 2024 from analog to digital and another upgrade to the equipment will be necessary in 5-7 years.

Under Public Utility Code Section 5870(n), the Council may opt to establish the 1% PEG fee by adopting an ordinance requiring the state franchise holder to pay the fee to the City. The revenue can only be used to support PEG channel facilities consistent with federal law. The state franchise holder’s obligation to pay the PEG fee expires upon expiration of the state franchise but may be reauthorized if the state franchise is renewed.
36

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Public, Education and Government Access Fee - Staff Report –Public, Education and Government Access Program Alternatives

1. Take No Action
Attachments
A. Draft Ordinance
Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:

The 1% PEG fee will be accounted for in the PEG Capital Fund 312 that can fund for upgrade equipment and technology in the Council Chamber and broadcasting booth.

Source: Purpose: Public Outreach:

Council Discretionary Action Posting of Agenda
37

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ORDINANCE NO. ______

AN UNCODIFIED ORDINANCE OF THE CITY OF BELMONT ESTABLISHING A

PUBLIC, EDUCATIONAL, AND GOVERNMENTAL ACCESS (PEG) FEE TO

SUPPORT PEG CHANNEL FACILITIES
THE CITY COUNCIL OF THE CITY OF BELMONT DOES ORDAIN AS FOLLOWS:

SECTION 1. LEGISLATIVE FINDINGS
The City Council finds as follows.
(a) California Public Utility Code (PUC) Section 5870, subdivision (n) authorizes a local public agency to require the holder of a state franchise under the Digital Infrastructure and Video Competition Act of 2006 to a pay a fee not exceed 1 percent of the holder’s gross revenue as defined in PUC Section 5860 to support public, educational, and governmental access (PEG) channel facilities.
(b) On January 17, 2017, the State of California Public Utilities Commission (CPUC) issued a state franchise (California Video Franchise Certificate Number 0002) to Pacific Bell Telephone Company dba SBC Pacific Bell Telephone Company dba AT&T California to provide video service in the City of Belmont. The franchise effective date was March 30, 2017 and the expiration date March 30, 2027.
(c) On November 1, 2017, the CPUC issued a state franchise (California Video Franchise Certificate Number 0021) to Comcast of California IX, Inc. and Comcast of California/Colorado/Florida/Oregon, Inc. (“Comcast”). The franchise effective date was January 2, 2018 and the expiration date January 2, 2028.
(d) On November 20, 2020, the CPUC issued an amendment to Franchise Certificate Number 0021 giving Comcast Cable Communications Management, LLC dba Comcast the right to offer video service in Belmont.
(e) On June 15, 2021, the CPUC approved an application by AT&T California to transfer its state video franchise (California Video Franchise Certificate Number 0002) to DIRECTV, LLC, dba DIRECTV.

SECTION 2. DEFINITIONS
Unless the term is specifically defined in this ordinance or the contrary is stated or clearly appears from the context, the definitions in the Digital Infrastructure and Video Competition Act of 2006, as codified in Public Utility Code Division 2.5 and as may be amended, govern the interpretation of this ordinance.

SECTION 3. STATE FRANCHISE FEE
In accordance with Public Utility Code Section 5840, subdivision (q) and Section 5860, a state franchise holder authorized and operating within the boundaries of the city must pay to the city a franchise fee equal to 5 percent of franchise holder’s gross revenue. 38

Page 2 of 3 ends

SECTION 4. STATE PEG FEE
(a) In accordance with Public Utility Code Section 5870, subdivision (n), a state franchise holder authorized and operating within the boundaries of the city must pay a fee of 1 percent of the holder’s gross revenue to the city to support PEG channel facilities. (b) PEG fees may only be used to support PEG channel facilities consistent with federal law. The city treasurer is directed to maintain PEG fees in a separate account from franchise fees. (c) The obligation in subsection (a) expires, and may be reauthorized by the City Council, upon the expiration of the holder’s state franchise.

SECTION 5. COMPLIANCE WITH STANDARDS
(a) A state franchise holder must comply with all applicable state and federal customer service and protection standards pertaining to the provision of video service as provided in Public Utility Code Section 5900.
(b) In accordance with Public Utility Code Section 5900, subdivision (d), a material breach by a state franchise holder of the standards required by Public Utility Code Section 5900 is subject to local penalties as provided in this ordinance section.
(c) If the enforcement authority determines that a state franchise holder has materially breached applicable customer service and protection standards, the enforcement authority must give notice to the franchise holder and allow the franchise holder 30 days from receipt of the notice to remedy the specified material breach before issuing monetary penalties under this section. Notice served by regular mail is deemed received after five calendar days. (d) Material breaches not remedied within the 30 days of receipt of notice are subject to the following monetary penalties as may be imposed by the enforcement authority in accordance with state law. A monetary penalty may not be assessed for a material breach if it is out of the reasonable control of the holder.
(1) A monetary penalty of $500.00 for each day of each material breach, not to exceed $1,500 for each occurrence of a material breach.
(2) If a material breach of this section has occurred, and the enforcement authority provided notice and a fine or penalty has been assessed, and if a subsequent material breach of the same nature occurs within 12 months, a monetary penalty of $1,000 for each day of each material breach, not to exceed $3,000 for each occurrence of the material breach. (3) If a third or further material breach of the same nature occurs within those same 12 months described in (d)(2), and the enforcement authority has provided notice and a fine or penalty has been assessed, the penalties may be increased to a maximum of $2,500 for each day of each material breach, not to exceed $7,500 for each occurrence of the material breach.

SECTION 6. EFFECTIVE DATE.

This Ordinance takes effect and will be enforced 30 days after its adoption. 39

Page 3 of 3 ends

* * *
The City Council of the City of Belmont, California introduced the foregoing ordinance, on [insert date], 2012 and adopted the ordinance at a regular meeting held on [insert date], 2012 by the following vote:

Ayes:

Noes:

Absent:

Abstain:

ATTEST:

City Clerk Mayor
APPROVED AS TO FORM:

City Attorney
40

Page 1 of 2 ends

Server Replacement and Upgrades to Security System - Staff Report

STAFF REPORT
Meeting Date: February 25, 2025
Agency: City of Belmont
Staff Contact: Jason Eggers, IT Manager, [email protected] Agenda Title: Server Replacement and Upgrades to Security System Agenda Action: Resolution
Recommendation
Adopt a resolution authorizing the City Manager to negotiate and execute an agreement for the acquisition and installation of a server and associated upgrades to the security system for an amount not to exceed $80,000.

Strategic Focus Area
Fiscal and Organizational Sustainability
Background
The City of Belmont utilizes an Avigilon security system that was installed in 2017. The system was installed by Edgeworth Integration, LLC, a certified Elite Plus Partner with Avigilon. As the sole registered value-added reseller (VAR) for the City of Belmont, Edgeworth provides maintenance, monitoring, and upgrades to this system.

The City’s security monitoring needs have evolved over the past eight years. There are monitoring systems at City Hall as well as all other city facilities. The most recent upgrades to the system were made in the summer of 2024, when new cameras and monitoring tools were installed at the City’s corporation yard. Although the system has expanded and there have been significant upgrades, the security system server has not been replaced since the initial implementation in 2017.

The original server is now end-of-life and showing signs of failure. Additionally, some of the peripheral gear for the systems is wearing out, and the access control software is overdue to be upgraded.

Analysis
The project includes a new video storage server, a UPS kit, a replacement camera, updated software and licensing for the system, and the labor for installation and setup. • The new server will allow for improved video retention, and higher-resolution video storage capacity. This is especially important as video city retention requirements have increased since 2017.
• The UPS kit is a network controllable unit. This will provide better continuity of operations in the case of power outages or other system reset events. • Upgrading the access control software and updating the licensing for all 64 security cameras is 41

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Server Replacement and Upgrades to Security System - Staff Report needed to bring the system to a current state or operations. These system upgrades will provide for a security system that more reliable, and easier to control, monitor, and service.

The vendor proposal (Attachment B) outlines the materials and labor needed, with a total quoted price of $76,203. This quoted price includes a discount of $8,105 that was negotiated by reducing labor costs by scheduling all the work to be done at the same time. Staff is recommending a project continency of 5% bringing the total project cost to a not-to-exceed amount of $80,000.

Alternatives

1. Return to staff for additional information

2. Take no action
Attachments
A. Vendor Proposal
Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:
$50,000 for this project is available in the Capital Improvement Program (CIP) Avigilon Security System Refresh Project
#2166, with the remaining $30,000 funded from CIP Continuity of Operations Project #2160.

Source: Purpose: Public Outreach:

Staff Discretionary Action Posting of Agenda
42

Page 1 of 1 ends

RESOLUTION NO. 2025 –

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT

AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A

CONTRACT FOR THE ACQUISITION AND INSTALLATION OF SECURITY SYSTEM UPGRADES IN A NOT-TO-EXCEED AMOUNT OF $80,000
WHEREAS, the city utilizes an enterprise security system to monitor and manage physical access to City Hall; and,
WHEREAS, the server for managing the security system is failing and is due to be replaced; and,
WHEREAS, funding has have been budgeted for the Avigilon Security System Refresh Project (CIP #2166) and for the Continuity of Operations Project (CIP #2160).

NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:

SECTION 1. The City Manager is authorized to negotiate and execute an agreement for the acquisition and installation of a server and associated upgrades to the Avigilon security system from for an amount not to exceed $80,000.
* * *
ADOPTED February 25, 2025 by the City of Belmont City Council by the following vote:

Ayes:

Noes:

Absent:

Abstain:

ATTEST:

City Clerk Mayor
APPROVED AS TO FORM:

City Attorney
43 PREPARED FOR:

City of Belmont
City of Belmont - 1 Twin Pines Lane
Chris Rogers
Project Installation Manager
[email protected]
+1 5102033113
1000 Commerce Dr.

Suite 200
Pittsburgh, PA 15275
US
The information contained within this report is proprietary and confidential. This report should be distributed to only those individuals with a need-to-know. Paper copies should be properly secured, and electronic copies stored offline and protected appropriately.
44 Edgeworth Security
City of Belmont

CONFIDENTIAL
This document is proprietary and confidential. No part of this document may be disclosed in any manner to a third party without prior written consent form Edgeworth Security, LLC.

System Design Description
Security system design and integration plan detailed below for Client.

Proposal Assumptions
Clarifications & Exclusions:

1. EW is a fully bonded and insured, (non-union) specialty contractor licensed with the California State Licensing Board

2. It is assumed that the work stated herein, can be achieved during normal business hours (Mon-Fri 7am-5pm), unless otherwise noted.

3. This proposal has been bid at standard wage and NOT State of CA Prevailing Wage Rates.

4. Our security designs may include various countermeasures to offset currently known security (hacking) vulnerabilities, with security levels predicated upon discussed needs, customer priorities, and customer budget.

5. All new electrical conduit & 120VAC circuit power needs are excluded.

6. EW has excluded project drawings (i.e. AutoCAD or MS Visio) for this project.

7. Static IP Address / VLANs / Network Connections shall be provided by others, including network router/ managed switch/ firewall / modem configurations.

8. Connections between electronic security system into fire/life safety systems are not included.

9. EW assumes that there are no hazardous materials or asbestos at worksite. Cost of removal or abatement is excluded.

10. Building/Electrical permits, Umbrella Insurance, Bid or Performance/Payment Bonds or such (if required), is excluded from this proposal.

11. Work Areas over 15 feet may require a suitable lift (e.g. Scissor Lift, Boom Lift, etc.) for safety purposes. These lifts are excluded from this proposal.

12. Costs associated with Riser Management Companies, (if necessary or applicable), are excluded from this proposal.

13. EW reserves the right to replace any proposed equipment with equivalent/equal products, due to manufacturer supply shortages, product expiration (end of life), or any other such reasons. EW will notify client of such occurrences & events when applicable.

14. EW will warranty our workmanship (and any new parts proposed & installed under this proposal), for a period of 1 year after substantial completion date.

15. Our EW warranty does not apply to any existing cabling, existing devices or and existing equipment that may have been re-utilized if applicable.
**Due to supply chain price increases from our manufacturers and our effort to minimize those effects on Edgeworth clients our quotes are only valid for 60 business days. Impacts to schedule and delivery of equipment may also be affected due to manufacture delays. Please discuss with your sales representative if you have any questions or concerns about pricing**
Scope of Work
Edgeworth Security will provide the quoted equipment, installation and/or services.

Install new Unity 8 server.

Upgrade all other servers to Unit 8.

Upgrade all licenses to Unity 8
Install and set up Wattbox UPS with smart PDU and set up remote access to Edgeworth Monitoring.

Re set up access to monitoring with Belmont IT assistance.

Set up and install badging software to existing access control system and help with Badge design Replace camera in IT hallway
45 Edgeworth Security
City of Belmont

CONFIDENTIAL
This document is proprietary and confidential. No part of this document may be disclosed in any manner to a third party without prior written consent form Edgeworth Security, LLC.

Set up tech check for all camera in city to monitor system health Quarterly maintenance all all cameras through out the city and system updates all system quarterly. 46 Quote #: Q-00818
Quote Prepared On: 1/31/2025
1 Quote Prepared For Quote Prepared By
Contact: Jason Eggers Contact: Chris Rogers
Company: City of Belmont Company: Edgeworth Security
Address: 1 Twin Pines Lane
Belmont, CA 94002 Address:
1000 Commerce Dr.

Suite 200
Pittsburgh, PA 15275
Phone: (650) 637-2970 Phone:

Email: [email protected] Email: [email protected]

01. Access Control badging License
Product Details
Qty Product Name Description Discount
%
Net Unit
Price Total Price
1 AC-SW-LIC16RCU-6-P
Access Control Manager 6 16 Reader Count Software
License 20% $2,040.00 $2,040.00

02. Server
Product Details
Qty Product Name Description Discount
%
Net Unit
Price Total Price
1 NVR6-PRMFORM-D-160TBS22-NA
NVR6 PRM FORM D 160TB 2U Rack Mnt; WS22; 5Y
Onsite 4HMC; NA 10% $60,736.50 $60,736.50

03. It Hallway Camera
Product Details
Qty Product Name Description Discount
%
Net Unit
Price Total Price
1 32C-H5A-4MH 4X8MP, WDR, 360 degree max field of view, Lightcatcher, 3.3-5.7MM, Camera Only 10% $2,849.40 $2,849.40

04. Accessories
Product Details
Qty Product Name Description Discount
%
Net Unit
Price Total Price
1 H5AMH-DCCOVR1
Dome bubble and cover, for in-ceiling mount, clear. For use with the
Avigilon H5A Multisensor

10.002% $79.18 $79.18
1 H4AMH-ADIRIL1
Optional IR illuminator Ring, Up to 30m (100ft), for use with H4AMH-DO-COVR1 10% $350.46 $350.46
1 H5AMH-AD- In-ceiling adapter, must order either a H5AMH-DC- 10% $159.30 $159.30 47 Quote #: Q-00818
Quote Prepared On: 1/31/2025
2 CEIL1 COVR1 or
H5AMH-DC-COVR1-SMOKE
1 CLPNL-1001 Ceiling panel metal white 2 ft X 2 ft to replace exisiting ceiling tile for Multi Sensor Multi directional camera

10.001% $99.17 $99.17
1 POE60U-1BTE Gigabit 802.3bt 60 W PoE Injector, Indoor, single port 10% $159.30 $159.30

05. Option Equipment
Product Details
Qty Product Name Description Discount
%
Net Unit
Price Total Price
1 KIT-UPSIPVM12-1500 WattBox® IP UPS Kit - 12 Controllable Outlets 1500VA 10% $1,847.70 $1,847.70 64 ACC-ENTSMART-1YR ACC Enterprise Smart Plan; 1 year 10% $32.40 $2,073.60

06. Services
Product Details
Qty Product Name Description Discount
%
Net Unit
Price Total Price
1 Labor - Video
Scope of Work - The below SOW represents Edgeworth
Security's proposal based on customer provided
requirements and site walk.
1) Run cable infrastructure
2) Install video equipment
3) Focus, adjust and test equipment
0% $1,950.00 $1,950.00
1 EMC/IT
Professional
Services
Re-set up and re onboard Corps yard monitoring
through new server.

1. System Compatibility 2. Communication Setup 3.

Analytic Programming 4. Monitoring Protocol 5. Analytic Signal Handling 6. Testing, Go-Live
0% $1,250.00 $1,250.00
1 Professional
Services
Remote System set up and initializing equipment prior to site deployment. Includes set up of latest system
firmware, bios set up etc.
0% $2,050.00 $2,050.00
1 Processing &
Procurement Order processing, tracking and staging management. 0% $125.25 $125.25 1 Shipping Shipping & Handling Costs. This does not include expedited shipping. 0% $250.00 $250.00
48 Quote #: Q-00818
Quote Prepared On: 1/31/2025
3 Special Instructions
Please use instructions below to wire deposit. Final bill will be invoiced upon completion of job.

ACH/Wire Transfer Instructions:
1000 Commerce Dr., Ste. 200
Pittsburgh, PA, 15275
Comerica Bank
2000 Avenue of the Stars St. 210
Los Angeles, CA, 90067
Routing: 121137522
For Credit to:

Edgeworth Integration, LLC
Account: 1895235263
Subtotal: $84,124.82
Tax: $182.46
Discount Amount: $8,104.96
Integration Grand Total: $76,202.32
Terms & Conditions
A 50% deposit is required to proceed with installation once the quote has been accepted. ONE YEAR PARTS WARRANTY, 90 DAYS ON LABOR.

Court costs & attorney fees will be added in case of collections. All sales are final & all deposits are non-refundable. All service calls not related to system failure, will be charged the normal service rate. Edgeworth Integration, LLC lists the above client as an additional insured on if required by written contract or agreement. . Late Payment. Any Edgeworth invoice not paid within the due date of such billing is subject to interest due and payable by Customer at the rate of one and one-half percent (1.5%) per month or the highest rate allowed by law, whichever is less, on any portion of Edgeworth's invoice which has not been paid. In addition, Customer will pay Edgeworth's costs of collection of any unpaid invoice. Due to supply chain price increases from our manufacturers and our effort to minimize those effects on Edgeworth clients our quotes are only valid for 5 business days
Remote Guard Monthly
Cost: $0.00
49 Quote #: Q-00818
Quote Prepared On: 1/31/2025
4 EDGEWORTH SECURITY, LLC City of Belmont
Name: Chris Rogers Name: Jason Eggers
Title: Project Installation Manager Title: \customtext1 {“label:”Title”}\ Signature: \signature2\ Signature: \signature1\
Date: \date2\ Date: \date1\
50

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Revisions to the Records Retention Schedule - Staff Report

STAFF REPORT
Meeting Date: February 25, 2025
Agency: City of Belmont
Staff Contact: Jozi Plut, City Clerk, [email protected], 650-595-7414 Agenda Title: Revisions to the Records Retention Schedule Agenda Action: Resolution
Recommendation
Adopt a resolution approving a revised City Records Retention Schedule for all City departments Strategic Focus Area
Fiscal and Organizational Sustainability
Background
State law establishes a minimum retention period of two years for most records that are required to be retained. Specific state or federal statutes require shorter or longer retention periods for certain records. A local agency may vary the retention period for a record so long as it complies with the applicable statutory minimum or maximum. The City of Belmont completely overhauled its outdated Records Retention and Destruction Policy in 2015 and made modifications to the procedures for individual departments to request destruction of records based on the retention schedule. In November 2020 the Council adopted Resolution 2020-101 updating record types that were not initially captured in the 2015 revised document.

Analysis
The Schedule is a comprehensive index of those records which are managed by city departments and describes each record type and a retention period for each type. The retention periods are based on the needs of individual departments and complies with the state and federal statutes. The periods balance transparency to ensure public access to the activities of the City with efficient business operations regarding records retention.

In addition to the existing records, new line items were added to the schedule to include equipment used by the Police Department. This ensures that the schedule accurately reflects the current inventory of departmental assets and is up to date with the evolving needs of law enforcement operations. This update is a part of our ongoing commitment to maintaining a comprehensive and accurate records retention schedule.

Furthermore, we have made several overall edits to the schedule to ensure it aligns with the most recent legislative requirements and best practices. One significant update includes the incorporation of agenda packets and meeting videos as permanent records. These additions will enhance the City’s ability to maintain records for future research and Public Records Act (PRA) requests. By ensuring that these critical 51

Page 2 of 2 ends

Revisions to the Records Retention Schedule - Staff Report materials are preserved for historical and legal purposes, we can provide greater transparency and accessibility for the public.

These revisions not only ensure compliance with state and federal statutes but also reflect the practical operational needs of the city departments. This proactive approach helps safeguard the integrity of municipal operations and further strengthens our commitment to openness and accountability.

Alternatives

1. Do not revise the records retention schedule at this time

2. Provide further direction regarding the proposed amendments Attachments
A. Resolution
B. Proposed Retention Schedule (redline)
Fiscal Impact
☒ No Fiscal Impact
Source: Purpose: Public Outreach:

Staff Discretionary Action Posting of Agenda
52

Page 1 of 2 ends

RESOLUTION NO. 2025 –

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT

APPROVING A REVISED CITY RECORDS RETENTION SCHEDULE FOR ALL

CITY DEPARTMENTS
WHEREAS, state law requires a minimum retention period of two years for most records, with certain records subject to shorter or longer retention periods based on specific state or federal statutes; and,
WHEREAS, the City of Belmont updated it’s Records Retention and Destruction Policy since 2015, which was updated to ensure compliance with statutory requirements and operational needs; and,
WHEREAS, the City Council, through Resolution 2020-101, adopted an updated records retention schedule in November 2020, which included modifications to incorporate records types that were not initially captured in the 2015 document; and, WHEREAS, the City has recently undertaken an additional review and update to the Records Retention Schedule to better align with evolving city operations and legislative requirements; and,
WHEREAS, new line items have been added to the schedule to include equipment used by the Police Department, ensuring that the schedule reflects the current inventory of departmental assets; and,
WHEREAS, additional revisions have been made to incorporate agenda packets and meeting videos as permanent records, enhancing the City’s ability to maintain these materials for future research and Public Records Act (PRA) requests; and, WHEREAS, these updates balance transparency and accessibility for the public with efficient business operations and safeguard the integrity of municipal operations; and, NOW, THEREFORE, the City Council of the City of Belmont hereby approves the revised City Records Retention Schedule for all City departments, as presented, and directs that the updated schedule be implemented in accordance with applicable state and federal statutes. * * *
53

Page 2 of 2 ends

ADOPTED February 25, 2025 by the City of Belmont City Council by the following vote:

Ayes:

Noes:

Absent:

Abstain:

ATTEST:

City Clerk Mayor
APPROVED AS TO FORM:

City Attorney
54 City of Belmont
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12 PARKS & RECREATION FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
12-01-00 General Parks & Recreation Administration
12-01-01 Grant Applications & Agreements Includes applications and agreements for awarded grants AFP+5 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years.

State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.

Added
description.
12-01-02 Volunteers - Accepted Applications Includes emergency contact information, volunteer applications, and any fingerprinting records.

C AT+3 GC 12946; 2 years after completion/position filled State of California Guidelines; 2 years after termination Administrative Decision: Maintain volunteer files for 3 years after termination for hired, 3 years after position filled for denied applications to follow Police Department retention.

Amended to
match the Police
Department.
12-01-03 Volunteers - Denied Applications Includes emergency contact information and volunteer applications.

C AC+3 GC 12946; 2 years after completion/position filled State of California Guidelines; 2 years after termination Administrative Decision: Maintain volunteer files for 3 years after termination for hired, 3 years after position filled for denied applications to follow Police Department retention.

Amended to
match the Police
Department.
12-01-04 Partnership Agreement Workpapers Includes partnerships with various other agencies and organizations including Memorandums of Understanding,
Joint Use Agreements, etc.

AE+5 State of California Guidelines; Termination/expiration of agreement plus 5 years
Expanded
description.
12-02-00 Parks Records
12-02-01 Park Development Files Includes plans, specifications, correspondence, agreements, grant information, and other park history information.

P GC 34090(a); Permanent for land and real property
records.

Administrative Decision: Maintain permanently to track
history of the parks.
12-02-02 Pesticide & Chemical Use & Training CY+7 State of California Guidelines; Current year plus 7 years for non-safety training records.
12-02-03 Pesticide Usage Reports P F&AC 14011.5 - 12; maintain and submit Pesticide Use Reports
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV: 2/20/2025 55 City of Belmont
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12 PARKS & RECREATION FUNCTION
Legend:

P GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2
years for maintenance projects.

Amended descrip
12-03-00 Facilities Maintenance
12-03-01 City Facility / Equipment Permits & Inspections Includes elevator, wheelchair lift, generators, and other permits required for operation of City property, and
inspections of the facilities.

AE+20 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for municipal facility rental / use permits
Extended
retention period.
12-03-02 Contractor Services AC+5 48 CFR 4.601; 5 years for procurements exceeding $25,000
Removed series
to avoid
duplication/varia
nce from "03
Legal &
12-03-02 Facility Maintenance Records Includes janitorial, pest control, elevator servicing, elevators, plumbing, and other contract services.

AC+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects.

Renumbered
series code.

Extended
retention period.
12-04-00 Recreation
12-04-01 ActiveNet Database Cloud-based software managing program registrations and facility and IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.

Amended
description.
12-04-02 Activity Guides & Newsletters Includes department activity guide and newsletters. CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years Administrative Decision: Maintain activity guides for the current year plus 10 years for reference purposes.

Amended series
name to include
newsletters.

Added
description.

Reduced
retention period.
12-04-03 Sign Board Postings CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 12-04-04 Artists Studios Rental agreements and records of payment for the long-term rental spaces in AE+5 State of California Guidelines; Termination/expiration of agreement plus 5 years
Amended
description.
12-04-05 Facility & Picnic Area Rentals Written reservation requests. AE+5 State of California Guidelines; Termination/expiration of agreement plus 5 years
Amended series
name.

Amended
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12 PARKS & RECREATION FUNCTION
Legend:

AE+5 State of California Guidelines; Termination/expiration of agreement plus 5 years
Amended
description.
12-04-07 Rental Insurance Proof of insurance submitted for picnic, facility, athletic and field rentals and community events. Applicable to both onetime and ongoing rentals.

AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for insurance certificates filed separately from contracts/agreements, including insurance filed by licensees. No citations
given other than GC 34090.

Added series;
this insurance
type not
captured under
"Legal &
12-04-08 Instructors Files Includes contractor agreements and course submission forms. Insurance doc AT+4 CCP 337.2; Statutes of limitations of 4 years CCP 343; Statutes of limitations of 4 years
Administrative Decision: Maintain instructor files for 4 years after the instructor terminates the class.

Amended series
code.

Amended
description.
12-04-08 Ralston Sports After school sports program registration information for middle school. Monies received by the City for
distribution to the school. As of Fall 2013, registration completed online through Activenet. Older registration
forms maintained in paper format.

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

State of California Guidelines; 2 years plus the current year.

Removed
series; no longer
applicable.
12-04-09 Recreation Class Files Includes files collected during and after the program such as sign-in sheets and evalutation forms.

CY+3 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

GC 945.6(a)(2); 6 months or 2 years
22 CCR 101221; 3 years

Amended series
name.

Amended
description.
12-04-10 Registration Files Written registration request forms or, for the Twin Pines Senior & Community Center, participant lists generated by staff or volunteers.

C CY+3 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.
22 CCR 101221; 3 years
State of California Guidelines; 2 years plus the current Amended
description.
12-05-00 Senior Center Removed series
to combine with
"Recreation"
series.
12-04-11 Nutritional Lunch Program Files on each senior who visits the center including the 100X forms which contain name, address, phone number, birth
date, emergency contact information, physicians, nutritional assessments, any financial abuse or elder abuse and neglect, and other information on seniors. 100X forms are completed annually for the state/regional system.

C CY+5 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.

Administrative Decision: Maintain for current year plus 5 years to mirror the retention for grant programs
covered by series 12 01 01
Amended series
code to include
in "Recreation"
section above.

Extended
retention period.
12-05-02 Weekly Attendance Reports CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion Removed series
because
included in
series 12-04-10.

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12 PARKS & RECREATION FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 12-05-03 Senior Transportation Grant provided through the County for vehicles. AFP+5 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4
years after closure of loan
Removed series
because
included in
series 12-01-01.
12-05-04 Senior Classes Classes include exercise, crafts, trips, 55 Alive, Rejuvinate and Retirement, arts and other senior programs.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for event records.

Removed series
because
included in
series 12-04-09
and 12-04-10.
12-05-05 Senior Newsletter Twin Pines Senior & Community Ctner newsletter of events, menus, classes, dances, and more.

CY+10 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Maintain for the current year
plus 10 years for historical reference.

Removed series
to combine with
series 12-04-02.
12-06-00 Belmont Community Learning Center
12-06-01 Children's Files State licensed facility. Includes enrollment packets, parent agreements, emergency medical treatment forms,
identification emergency contacts, physician's report, parents rights notification, pre-admission heath report, personal rights form, background check forms, evacuation forms, liability and photo releases, immunization records, address, custody, restraining orders, and other parent information.

C AT+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
12-06-02 Payment General Ledger CY+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
12-06-03 Daily Fee Report CY+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
12-06-04 Teacher's Files Includes CPR and other certificates, educational background, criminal clearance, physical testing, and other contact information for teachers.

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12 PARKS & RECREATION FUNCTION
Legend:

Amended
description.
12-07-02 Minutes P GC 34090e; Minutes of governing bodies, Permanent 12-07-03 Meeting Audio/Video Recordings CY+10 GC 54953.5; 30 days after recording Administrative Decision: Maintain meeting recordings
for the current year plus 10 years to support the
minutes and public reference.
12-08-00 Senior Advisory Board
12-08-01 Agendas/Agenda Packets CY+20 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 20 year for reference.
12-08-02 Minutes P GC 34090e; Minutes of governing bodies, Permanent 12-09-00 Tree Board (dissolved 2014)
12-09-01 Agendas/Agenda Packets CY+20 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 20 year for reference.
12-09-02 Minutes P GC 34090e; Minutes of governing bodies, Permanent 12-09-03 Meeting Audio Recordings CY+10 GC 54953.5; 30 days after recording Administrative Decision: Maintain meeting recordings
for the current year plus 10 years to support the
minutes and public reference.

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12 PARKS & RECREATION FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 12-01-00 General Parks & Recreation Administration
12-01-01 Grant Applications & Agreements Includes applications and agreements for awarded grants AFP+5 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years.

State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
12-01-02 Volunteers - Accepted Applications Includes the application, contact information, fingerprint verification, correspondence and any general information about the volunteer.

Includes emergency contact information, volunteer
applications, and any fingerprinting records.

C AT+2
AT+3
GC 12946; 2 years after completion/position filled
State of California Guidelines; 2 years after
completion/position filled
Maintain volunteer files for 3 years after termination for hired, 3 years after poistion filled for denied applications to follow police Department retention
12-01-03 Volunteers - Denied/Non-hired Applicants Includes the application, contact information, fingerprint verification, correspondence and any general information about the volunteer.

Includes emergency contact information and volunteer
applications.

C AC+2 GC 12946; 2 years after completion/position filled State of California Guidelines; 2 years after
completion/position filled
Maintain volunteer files for 3 years after termination for hired, 3 years after poistion filled for denied applications to follow police Department retention
12-01-04 Partnership Agreement Workpapers Includes partnerships with various other agencies and organizations including Memorandums of Understanding,
Joint Use Agreements, etc.

AE+5 State of California Guidelines; Termination/expiration of agreement plus 5 years
12-02-00 Parks Records
12-02-01 Park Development Files Includes plans, specifications, correspondence, agreements, grant information and other park history information.

P GC 34090(a); Permanent for land and real property
records.

Contractor
Services
Tree Removal Permits For tree removal and pruning.

Retain all tree removal applications regardless of status AC+2
P
GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2
years for maintenance projects.

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12 PARKS & RECREATION FUNCTION
Legend:

AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for municipal facility rental / use permits
12-03-02 Contractor Services Includes janitorial, pest control, elevator servicing, elevators, plumbing and other contract services.

AC+5 48 CFR 4.601; 5 years for procurements exceeding
$25,000
12-03-03 Facilit+A85:B85y Maintenance Records Documents include work orders, inspection, repairs, cleaning, reports, preventative maintenance and complaints for City facilities. Annual inspections of the Corp Yard and Island Parkway are included in this series.

AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects.
12-04-00 Recreation
12-04-01 ActiveNet Database Manages classes ad programs offered by the department. Not used for facility reservations.

Cloud Based software managing program registration and
facility and picnic area rentals.

IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
12-04-02 Activity Guides & Newsletters Brochure listing all of the events and schedules for programs.

Includes department activity guide and newsletters.

CY+20
CY+10
GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years Administrative Decision: Maintain activity guides for the current year plus 20 years for reference purposes.
12-04-03 Sign Board Postings CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 12-04-04 Artists Studios Original agreement and working files for the faciliy. Longer term studio rentals.

Rental agreements and records of payment for the long-term rental spaces intended for artists.

AE+5 State of California Guidelines; Termination/expiration of agreement plus 5 years
12-04-05 Facilities & Picnic Area Rentals Original agreement and working files for the faciliy.

Written Resefvations requests
AE+5 State of California Guidelines; Termination/expiration of agreement plus 5 years
12-04-06 Field Reservations Original agreement and working files for the faciliy. AE+5 State of California Guidelines; Termination/expiration of agreement plus 5 years
12-04-07 Instructors Files Includes the instructor's agreement, if any, and associated information for the class.

AT+4 CCP 337.2; Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
Administrative Decision: Maintain instructor files for 4 years after the instructor terminates the class.
12-04-08 Ralston Sports After school sports program registration information for middle school. Monies received by the City for distribution to the school. As of Fall 2013, registration completed online through Activenet. Older registration forms maintained in paper format.

Original agreements are kept with the City Clerk.

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

State of California Guidelines; 2 years plus the current year.

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12 PARKS & RECREATION FUNCTION
Legend:

CY+3 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

GC 945.6(a)(2); 6 months or 2 years
22 CCR 101221; 3 years
State of California Guidelines; 2 years plus the current year.
12-04-10 Registration Files Both paper and online through Active.net. C CY+3 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.
22 CCR 101221; 3 years
State of California Guidelines; 2 years plus the current year.
12-05-00 Senior Center
12-05-01 Nutritional Lunch Program Files on each senior who visits the center including the 100X forms which contain name, address, phone number, birth
date, emergency contact information, physicians, nutritional assessments, any financial abuse or elder abuse and neglect, and other information on seniors. 100X forms are completed annually for the state/regional system.

C AT+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.

Administrative Decision: Maintain while applicant is
actively participating in programs plus 2 years.
12-05-02 Weekly Attendance Reports CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion 12-05-03 Senior Transportation Grant provided through the County for vehicles. AFP+5 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years.

State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
12-05-04 Senior Classes Classes include exercise, crafts, trips, 55 Alive, Rejuvinate and Retirement arts and other senior programs
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current 12-05-05 Senior Tales Newsletter A newsletter of events, menus, free classes, dances and other information materials
CY+10 GC 34090; 2 year minimum
Administrative Record State of California Guidelines
12-06-00 Belmont Community Learning Center
12-06-01 Children's Files State licensed facility. Includes enrollment packets, parent agreements, emergency medical treatment forms,
identification emergency contacts, physician's report, parents rights notification, pre-admission heath report, personal rights form, background check forms, evacuation forms, liability and photo releases, immunization records, address, custody, restraining orders and other parent information.

C AT+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
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12 PARKS & RECREATION FUNCTION
Legend:

AT+5 California Social Services Recommendation: 3 years after termination for personnel records.
12-06-05 Annual Licensing Roster Updates Send together with licensing fee to the State. CY+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
12-06-06 Sign-in Sheets C CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 12-07-00 Park & Recreation Commission
12-07-01 Agendas/Agenda Packets Includes staff reports CY+20 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 20 year for reference.
12-07-02 Minutes P GC 34090e; Minutes of governing bodies, Permanent 12-07-03 Meeting Audio/Video Recordings CY+10 GC 54953.5; 30 days after recording Administrative Decision: Maintain meeting recordings
for the current year plus 10 years to support the
minutes and public reference.
12-08-00 Senior Advisory Board
12-08-01 Agendas/Agenda Packets CY+20 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 20 year for reference.
12-08-02 Minutes P GC 34090e; Minutes of governing bodies, Permanent 12-09-00 Tree Board
12-09-01 Agendas/Agenda Packets CY+20
P
GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 20 year permanent for reference.
12-09-02 Minutes P GC 34090e; Minutes of governing bodies, Permanent 12-09-03 Meeting Audio Recordings CY+10
P
GC 54953.5; 30 days after recording
Administrative Decision: Maintain meeting recordings
for the current year plus 10 years permanent to support the minutes and public reference.

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13 ECONOMIC DEVELOPMENT & HOUSING FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
13-01-00 Economic Development
13-01-01 Outreach Includes community meetings and non-project specific outreach activities.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
13-01-02 Grant Project Files Includes applications and agreements and other financial documents and correspondence for monies provided by the City.

AFP+5 State of California Guidelines; 5 years after grant closure. * State recommends referring to grant
application close-out procedures, if any.

Administrative Decision: Based on grant agreemet
laguage, maintain grant project files for 5 years after submission of the last expenditure report for the grant.

If the grant is renewed annually, maintain for 5 years
after last expenditure report for the federal fiscal year. 13-01-03 Development & Disposition Agreement
Supporting Documents
Includes copies of the agreements and supporting
documents. Original agreement maintained by the City Clerk.

P GC 34090(a), Real property records, maintain
H&S 19850; Life of Building, with exceptions.
13-01-04 Marketing Materials Includes advertisements, promotional brochures, property profile reports, community overview, broker materials and other marketing materials.

EY+10, AR State of California Guidelines; Current year plus 7 Administrative Decision: Maintain for 10 years after the event year. Review annually for maintenance for future
reference.
13-02-00 Housing
13-02-01 Housing Element Planning Includes 5 year plans, strategic plans and other documents for the element, and new programs and policies. Documents include studies and compliance documents.

AP+8 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after master plan is superseded.

Administrative Decision: Maintain housing element
support documents for 8 years after approval to follow
the general plan cycle.
13-02-02 First Time Homebuyer Loans AC+4 24 CFR 570.502(a)(7)(i)(A); Deeds/CDBG activities, 4 years after closure of loan
13-02-03 Owner Rehabilitation Loans May contain DDAs, construction contracts, compliance monitoring, lease agreements, rental agreements, property management and other affordable housing information
AC+4 24 CFR 570.502(a)(7)(i)(A); Deeds/CDBG activities, 4 years after closure of loan
13-02-04 Affordable Housing New construction properties includining loans, construction, land purchase, maps, DDAs, monitoring, GAP loans and
other information for construction financing tax credits AC+4 24 CFR 570.502(a)(7)(i)(A); Deeds/CDBG activities, 4 years after closure of loan
13-02-05 Property Management Documents Reimbursements, financial expenditures, rent receipts, general maintenance, improvements
CY+4 CCP 337; Statute of Limitations of 4 years
State of California Guidelines; Current year plus 2 years for code enforcement
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV: 2/20/2025 64 City of Belmont
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Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 13-02-06 Property Acquisition & Disposition AC+10 State of California Guidelines; Completion or expiration + 10 years
Caveat: The State references GC 34090(a) which is
permanent.
13-03-00 Former Redevelopment Agency
13-03-01 Agency Formation Documents V P GC 34090(e); Permanent for ordinances and resolutions
State of California Guidelines; Permanent for
administrative records and for decisions made by public agencies
13-03-02 City Appraisals Attorney work product C AC+2 GC 34090; 2 year minimum requirement GC 6254(h); PRA, confidential record designation until
acquisition complete.

State of California Guidelines; 2 years after completion 13-03-03 Project Files Includes all project information from the former Redevelopment Agency, and associated documents.
- Renderings, correspondence, legal documents, and any
other project supporting documents.
* Project files may include feasibility studies, which are confidential documents.

C* AC+10 CCP 337.15; SOL of 10 years for construction defect actions
13-03-04 Project Files Includes all project information from the former Redevelopment Agency, and associated documents.
- Proposed Projects - Not Completed
* Project files may include feasibility studies, which are confidential documents.

C* CY+4 CCP 343; SOL of 4 years
13-03-05 Bonds Issued by the RDA. Includes housing and non-housing bonds. AC+4 CCP 337; 4 years for deeds of trust and mortgage instruments.

State of California Guidelines; Closure of the bond plus 4 years for housing bonds and revenue bond
documentation.
13-03-06 Property Acquisition & Disposition AC+10 State of California Guidelines; Completion or expiration + 10 years
Caveat: The State references GC 34090(a) which is
permanent.
13-04-00 Property Management
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Legend:

AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects.
13-04-02 Property Manager Contract Documents Includes correspondence, work order, invoices, and other property manager documents. Original contract maintained in the City Clerk's Office.

AE+4 CCP 337; Statutes of limitations of 4 years for contracts CCP 343; Statutes of limitations
48 CFR 4.703, 704, 705 et seq; 3 to 4 years after final payment to contractor for federal contracts and
supporting documents.
*If involving state or federal funds, the life of the
contract + 5 years.
13-04-04 Income Verification Verification for tenants to rent/lease locations. AC+2 GC 34090; 2 year minimum requirement 13-04-05 Environmental Remediation Includes requests from the County for remediation. Not CEQA or EIR related documents. Public Works also maintains the documents for the site work.

P GC 34090(a); Permanent for property related
documents.

State of California Guidelines; Permanent for CEQA
documents and reports.
13-05-00 Economic Development Subcommittee
13-05-01 Agendas/Agenda Packets CY+20 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 20 years for reference purposes
and to support the action minutes.
13-05-02 Minutes Not formal minutes. Maintained in ED. V, H P GC 34090e; Minutes of governing bodies, Permanent State of California Guidelines; Permanent
13-06-00 Oversight Board
13-06-01 Agendas/Agenda Packets Includes staff reports CY+20 P
GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 20 years for reference purposes
and to support the action minutes.

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Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
14-01-00 Administration / Chief of Police Records
14-01-01 Administrative Staff Projects General status updates on current projects and items of interest.

CY+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
14-01-02 Explorer Program Includes application, background authorization, supplemental background information form, criminal history and records checks, LiveScan fingerprinting, training, community service records, performance evaluations, correspondence,
background letters to neighboring agencies, and ID cards.

Exit the program when they turn 21 or sooner.

Does not include suspension information and reason for
exiting the program.

AT+6 29 USC 1113; 6 years after date of last action
14-01-03 Volunteers - Accepted Applications Volunteers to assist the PD in events, administration and other tasks, as needed. Includes emergency contact
information and volunteer applications.

AT+3 GC 12946; 2 years after completion/position filled State of California Guidelines; 2 years after termination Administrative Decision: Maintain volunteer files for 3 years after termination for hired, 3 years after position filled for denied applications to follow recruitment
retention.
14-01-04 Volunteers - Denied Applications Volunteers to assist the PD in events, administration and other tasks, as needed. Includes emergency contact
information and volunteer applications.

AC+3 GC 12946; 2 years after completion/position filled State of California Guidelines; 2 years after termination Administrative Decision: Maintain volunteer files for 3 years after termination for hired, 3 years after position filled for denied applications to follow recruitment
retention.
14-01-05 Grant Applications & Agreements Incoming grants for the PD. AFP+5 * State of California Guidelines; 5 years after grant closure. State recommends referring to grant
application close-out procedures, if any.
* Refer to grant application close-out procedure for
potential extensions in retention period.
14-01-06 Property Audits Performed under the Chief of Police. CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for property control documents and logs.
14-01-07 City Crime Maps Maintained by Crimereports.com. IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV: 2/20/2025 68 City of Belmont
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Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 14-01-08 Pitchess Motions May also be held in the City Attorney's Office. AC+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain pitchess motions for
2 years after closure for reference purposes.
14-01-09 Watch Schedules S+2
CY 2
GC 34090; 2 year minimum requirement
State of California Guidelines; After superseded stating GC 34090
14-01-10 Community Event Community service activities, events attended, neighborhood watch, national night out and other events.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 1 year for case assignment logs.
14-01-11 Gym Waivers Waivers for previous employees CY+2 AT
GC 34090; 2 year minimum requirement retention
State of California Guidelines; 2 years plus the current year
14-01-12 Discovery Requests Requests from outside for documents, along with responses to requestor. May include redacted documents. Scanned and maintained on shared servers, and also attached to the case in RIMS.

AC+2
IND
GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 14-02-00 Records *** Maintain all case files confidential while active. California Public Records Act to be consulted.
14-02-01 RIMS Records management system. Started in 2007. From 2012 back, case images are stored in a shared server volume.

Some audio recordings are stored in RIMS.

IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
14-02-02 Series Available for Use
14-02-03 Case Reports Crime reports, DUI's, incidents, manditory registrants, bookings/arrests, missing persons, restraining orders,
criminal protective orders, NCIC entries. May include
property, photos, field interview cards, additional documents and any other elements for the case. All files scanned and stored in the RIMS system, and paper destroyed after
verification of images.

See specific case retention periods listed below this
heading:

Varies See specific case retention periods and citations listed below this heading:

Traffic Collision Involving injury, non-fatal and/or misdemeanor violations.

Collisions involving fatalities
C ***, V
C ***, V, H
CY+3
P
CA Law Enforcement Warrant Officers Association
recommends keeping for an additional 3 years, and
permanently for collisions involving fatalities.
187 - Murders C *** P PC 187; Definitions
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

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Legend:

PC 832.5; 5 years after case closure, confidential
document not for public exposure.

VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

State Recommendation; Closure of case plus 25 years.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.

Child Molestation C *** AC+10 PC 11169; Maintain
PC 11170; 10 years from date of reporting , DOJ
Recommendation
Drug / Sex Crime Registration Sex offenders - Adult
Sex offenders - Juvenile
C *** LOR+2
* Varies
GC 34090; 2 year minimum requirement
* PC 290; definitions and references
W&IC 781; 5 years after record sealed or when juvenile
reaches 38 years. Permanent if tried as an adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.

City Employee Cases C *** AC+7 29 CFR 1904.33; OSHA reports maintained for the current year plus 5 years.

State of California Guidelines; 7 years after closure
Sex Crimes Reports C *** P PC 261; Definitions
PC 220; Definitions & punishments
PC 286; Definitions & punishments
PC 289; Definitions & punishments
W&I 781; Juvenile records, when offender reaches age
38, or 5 years after records are sealed.

Department of Justice recommends 25 years.

Administrative Decision: Based on registration
requirements, maintain sex crime cases Permanently
for adult offenders.

Weapon Crimes Possession of illegal weapons, carrying concealed weapons, and other crimes relating to the possession or use of illegal weapons where no other crime has occurred.

C *** AC+10 GC 34090; 2 year minimum requirement
Administrative Decision: Retain weapon crime
information for 10 years to track potentially violent
individuals.

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Legend:

State of California Guidelines; Permanent
Child Abuse C ***, V AC+10 PC 11169; Maintain
PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
Missing Persons C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for non-criminal occurrences, including missing persons where person has been returned/found.

DOJ recommends permanent for unsolved missing
persons.

Unattended Death / Suicide Suspicious
No suspicious circumstances
C ***, V, H
C ***, V
P
AC+2
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
GC 34090; 2 year minimum requirement
Robberies / Burglary C *** AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.

State Recommendation; Closure of case plus 3 years.

Stolen Vehicles C *** AC+10 CA Law Enforcement Warrant Officers Association recommends keeping for 10 years.

Misdemeanors / Petty Theft C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

Misdemeanors / Infractions, Not Filed Misdemeanors with no leads, no convictions or arrests not filed.

V, C *** AC+2 GC 34090; 2 year minimum requirement
CCP 338; up to 3 years after commission of offense or
after realization of offense.

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

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Legend:

18. Combined cases may be retained for the longest
applicable retention period.
14-02-04 CHP 187 Vehicle Pursuits Includes a log tracking filing and sending the report, a summary of the actions, and proof of delivery from the CHP.

IND VC 17004.7; Maintain vehicle pursuit records, no
retention.
14-02-05 Traffic & Parking Citations Handheld electronic citations are in AutoCite database and paper citations are entered into RIMS maintained in Records.

Wet signature and officer notes make the paper citation an original and evidentiary.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking and traffic citations.
14-02-06 Warning Citations Entered into RIMS and destroyed after verification. Can be for parking, moving or code enforcement.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking and traffic citations.
14-02-07 Cash Flow Statements Forwarded to Finance for processing. PD scans documents for reconciliation. Duplicate record.

ACT GC 34090.7; Duplicate records may be destroyed at
any point before the total retention period
14-02-08 Alarm Permits Entered into RIMS for the duration of the permitee residence.

Paper registration shredded after the information is entered into RIMS.

AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for alarm records.

Administrative Decision: Maintain permits for 2 years
after expiration.
14-02-09 Subpoenas Duces Tecum Subpoenas for records. Scanned to electronic and placed on a shared drive.

CY+2 GC 34090.7; Duplicate records may be destroyed at
any point before the total retention period
State of California Guidelines; Current year plus 2
years. Courts/County maintain the original record.
14-02-10 Record Sealings - Adults C *** AC+3 * PC 851.8(a); Factually innocent records, 3 years after arrest, * with district attorney approval.

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Legend:

C *** AC+5 ** Date of court ordered destruction
GC 68152(g); 5 years after sealed
W&IC 781; 5 years after sealed by court order for atrisk youth; ** W&IC 781; When juvenile reaches the age of 38 for
murder and/or sex crimes occuring before the child is
14 years of age
** W&IC 781; For murder and/or sex crimes occuring
on or after the child reaches age 14, DO NOT
DESTROY.
14-02-12 Monthly DOJ/UCR/MACR/NCIC Reporting Maintained in RIMS, printed to hardcopy and submitted to the DOJ.

CY+5 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly, and annual
activity/statistical reports, including UCR reports.

Administrative Decision: Maintain copies of UCR
Reports for the Current Year plus 5 years for historical trending.
14-02-13 Criminal Case Disposition Notification/Reports Case disposition confirmation from the District Attorney or court system. DOJ 8715 & JUS 8716 disposition forms.

Documents scanned in to RIMS.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for case tracking records
14-02-14 Prisoner Screening Forms Used to initially evaluate prisoner's medical status prior to incarceration. Holding cell logs are for juveniles only.

C AC+7 * H&S 123145; * Under 18 - 1 year after 18th birthday or 7 years, whichever is longer. Over 18 - 7 years after
discharge.
15 CCR 1205; Maintain separately from inmate files, no
retention listed
15 CCR 1207; Maintain, no retention listed
California "Minimum Guidelines for Local Detention
Facilities" state "There is no Title 15 regulation related to records retention" for these records.
14-02-15 Arrest Logs Maintained for all persons arrested and brought into the building.

CY+6 State of California Guidelines; Current year plus 6 years for jail logs
14-02-16 Child Abuse/Elder Abuse Referrals Hardcopy log for requests from Child Protective Services and Adult Protective Services. Draw a case number and become part of the case file in RIMS.

CY+3 GC 34090; 2 year minimum requirement retention
State of California Guidelines; Current year plus 2 years for most Public Safety logs.

Administrative Decision: Maintain referral logs for the current year plus 3 years to support cases.

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Legend:

AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 14-02-19 Criminal Background Checks Requests for criminal history from an outside agency or the public. Processed and destroyed after completion. If there is a person in the system, history of request is entered into RIMS and paper request is destroyed. Includes denial of request, which is maintained on the shared drive.

CY+3 11 CCR 707(c); 3 years after release of record
14-02-20 11590 H&S Registration For drug registrants. Officers create the registration, then scanned to the person's records.

LOR+2 GC 34090; 2 year minimum requirement
H&S 11594; 5 years after termination of parole or
probation
PC 186.32; 5 years after last registration requirement
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
14-02-21 290 Registration - Adults Tracked electronically in RIMS. For sex offenders. Activity based on ORI status.

LOR+2 GC 34090; 2 year minimum requirement
* PC 290; definitions and references
* W&IC 781; 5 years after record sealed or when
juvenile reaches 38 years. Permanent if tried as an
adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
14-02-22 290 Registration - Juvenile Tracked electronically in RIMS. For sex offenders. Activity based on ORI status.
* Varies GC 34090; 2 year minimum requirement
* PC 290; definitions and references
* W&IC 781; 5 years after record sealed or when
juvenile reaches 38 years. Permanent if tried as an
adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
14-02-23 Arson Registration - Adults Officers create the registration, then scanned to the person's records.

LOR+2 GC 34090; 2 year minimum requirement
* PC 457; Varies. Life, 25 years of age, or upon sealing * W&IC 781; 5 years after record sealed or when
juvenile reaches 38 years. Permanent if tried as an
adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.

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Legend:

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
14-03-00 Traffic Division & Fleet Management
14-03-01 Equipment Calibrations Preliminary Alcohol Screening Device, speedometer checks, and radar and lidar calibration.

AT+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after termination for radar calibration records
14-03-02 Equipment Inventory Includes alcohol screening, radar, batteries and other equipment distributed to officers and/or vehicles used in Traffic.

ACT GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for equipment inventory records.

Administrative Decision: Inventories are maintained in
RIMS for active equipment. Previous assignments not
tracked or maintained.
14-03-03 Tow Rotation Logs Maintained in RIMS. Tracks which tow company was contacted.

CY+2 GC 34090; 2 year minimum requirement
14-03-04 Tow Service Agreements/Inspections Includes service agreements and vehicle inspections for service providers.

CY+2 GC 34090; 2 year minimum requirement
14-04-00 Personnel Records
14-04-01 Recruitment Includes copies of electronic or paper applications prior to screening process.

Candidates maintained in separate folders, including drivers licenses, certificates of completion, oral interview scores and comments, and other personal information.

C AC+3 State of California Guidelines; 3 years after
completion/position filled.
14-04-02 Promotional Testing Process Maintained by test session. AC+3 State of California Guidelines; 3 years after completion/position filled.

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Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 14-04-03 Personnel Records Long term employees (10 years or more) Short term employees (lees than 10 years)
C P
AT+6
29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 2 years after termination or action
State of California Guidelines; 3 years after termination for non-safety employees; 5 years after termination for safety employees.

Administrative Decision: Maintain long term employees
files permanently and short term employees for 10
years after termination/separation.
14-04-04 Background Checks - Hired Personnel Includes DOJ fingerprinting, pre-employment physicals (nonhired) and other background checks for hired and non-hired candidates.

Hired non-safety employees
Hired safety employees
Not hired applicants
C
AT+3
AT+6
AC+2
PC 832.5; 5 years for officer complaints
State of California Gudelines; Permanent for hired
Safety Personnel
Administrative Decision: Maintain background checks
for 6 years after separation/termination.
14-04-05 Background Checks - Unsuccessful
Candidates
C AC+3 PC 832.5; 5 years for officer complaints
State of California Gudelines; 2 years after position
closes for Safety Personnel not hired.

Administrative Decision: Maintain background checks
for 3 years after the position is filled to meet recruitment retention requirements.
14-04-06 In-House Harassment Investigation Reports -
Hired Employees, Non-Sworn
AT+2 GC 34090; 2 year minimum requirement
GC 12946; 2 years after completion
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
14-04-07 In-House Harassment Investigation Reports -
Hired Employees, Sworn
AT+5 GC 34090; 2 year minimum requirement
GC 12946; 2 years after completion
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
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Legend:

AE+2 GC 34090; 2 year minimum requirement
State Recommendation, 2 years after the license
expires.
14-04-09 Concealed Weapons Permits - CCW, Denied
Permit Applications
CY+2 GC 34090; 2 year minimum requirement
State Recommendation, 2 years after the license
expires.
14-04-10 Emergency Contact Cards Separate from employee personnel files. Accessed by supervisors when needed.

ACT GC 34090.7; Duplicate records may be destroyed at
any point before the total retention period
14-04-11 Overtime & Request for Leave Slips CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for timekeeping records.
14-04-12 DOJ / FBI Fingerprinting - Hired Employees Includes Livescan application forms and removal forms.

Results are destroyed after immediate use.

AT+3 GC 34090; 2 year minimum requirement
State of California Gudelines; 3 years after
termination/separation for hired general employees,
Permanent for hired Safety Personnel; 2 years after
position closes for Safety Personnel not hired.
14-04-13 DOJ / FBI Fingerprinting - Non-hired
Applicants
Includes Livescan application forms and removal forms.

Results are destroyed after immediate use.

AC+2 GC 34090; 2 year minimum requirement
State of California Gudelines; 3 years after
termination/separation for hired general employees,
Permanent for hired Safety Personnel; 2 years after
position closes for Safety Personnel not hired.
14-04-14 Red Light Camera Notices Includes letters regarding city vehicles running red lights out of jurisdiction.

CY+2 GC 34090; 2 year minimum requirement
14-05-00 Internal Affairs
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Legend:

C AC+5 PC 832.5; 5 years after case closure, confidential document not for public exposure.

EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

PC 801.5; SOL of 4 years after event
PC 803(c); public officer, crime descriptions
VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

State Recommendation; Closure of case plus 5 years
for internal investigations, closure of case plus 25 years for officer involved shootings, 2 years plus the current year for death in custody reporting.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.
14-05-02 Officer involved shootings and weapons
discharge
C AC+25 PC 832.5; 5 years after case closure, confidential document not for public exposure.

EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

PC 801.5; SOL of 4 years after event
PC 803(c); public officer, crime descriptions
VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.

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Legend:

EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

PC 801.5; SOL of 4 years after event
PC 803(c); public officer, crime descriptions
VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.
14-05-04 Internal Affairs Statistical Reports Provided to DOJ and for SB90 reporting. CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical
reports.
14-05-05 Supervisor's Reports Assessments Completed evaluation by the supervisor. May not result in a formal investigation.

Long term employees;
Short term employees;
C AC+5
P
AT+6
29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 2 years after termination or action
State of California Guidelines; 3 years after termination for non-safety employees; 5 years after termination for safety employees.

Administrative Decision: Maintain long term employees
files permanently and short term employees for 10
years after termination/separation.
14-06-00 Training
14-06-01 TIMS management system Includes date of training, type of training, training number and hours trained for POST and inhouse non-POST training.

Includes lethal & non-lethal weapons, qualifications and defensive tactics qualification, active shooter, CPR
qualifications and perishable skills.

IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.

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Legend:

AC+15 7 State of California Guidelines; 15 years after
completion for range lesson plans. No citation given.
14-06-03 Personnel Training Records Individual records by employee. Includes certificates, program attendance, equipment, diploma copies, oaths of office, duty assignments, academy records, CLETS Full / Less-than-full Operator Exams, POST and all other training records for the PD.

AT+7 State of California Guidelines; 7 years after termination, no specific citation given. 2 years after termination for certificates and designations training.
14-06-04 Range Qualification & Lesson Plans AC+15 State of California Guidelines; 15 years after completion for range lesson plans. No citation given.
14-06-05 SWAT Training Files AT+7 State of California Guidelines; 7 years after termination, no specific citation given. 2 years after termination for certificates and designations training.
14-06-06 POST Reimbursements CY+4 CCP 337; Statute of limitations of 4 years State of California Guidelines; 4 years after audit
14-06-07 Training Bulletins Provided by training agencies. Originally maintained for reference to training events and to support IA investigations.

P AC+4 State of California Guidelines; Permanent, no citation given.
14-06-08 Annual Training Report Internal report on training activities and costs. CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical
reports.
14-07-00 Investigations Records
14-07-01 Confidential Informant Files Maintained in paper form and reviewed annually for activity. C AT+10 State of California Guidelines; 10 years after termination for informant files, no citation stated
14-07-02 Massage Permits Regulatory Permits (Cannabis/Massage/Chapter 13) AC+2 4 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
closure/completion.
14-07-03 Series Available for Use
14-07-04 ABC License Applications Temporary Use
Establishments; includes ABC Form 211 new and transfer
notices received by the City Clerk.

AE+2
AT+2
GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for temporary use permits, life of business plus 2 years 14-08-00 Property & Evidence
14-08-01 Evidence Purge/Disposition Includes weapons destruction logs, drug destruction logs, deposit receipts, property disposition memorandums and
returns to owners. Completed annually.

P State of California Guidelines; Permanent for gun
destruction. No citation given. Current year plus 2 years for property control logs recording items coming into
and going out of property rooms.

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Legend:

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for property control logs recording items coming into
and going out of property rooms.
14-08-03 Property Release Forms CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for property control logs recording items coming into
and going out of property rooms.
14-08-04 Property Auction Manifest Report of materials released to auctioneer. Copy kept to show the release.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after financial audit for surplus property auctions including listings of property.
14-08-05 Audio & Video Recordings - Personal
Recording Units
Body worn camera recordings by officers using recording devices controlled by the officer.

Non-evidentiary recordings
Evidentiary recordings (* see notation under Citations) 60 Days
2 Years
PC 832.18 (b)(5)(A) - nonevidentiary body worn camera
footage; 60 days
* PC 832.18(b)(5)(B) - evidentiary body worn camera
footage; 2 years if (1) the recording is of an incident involving use of force by a peace officer; (2) the
recording is of an incident that leads to detention or
arrest; or (3) the recording is relevant to a formal or informal complaint against a law enforcement
officer/agency.

UAS Flight Logs Flight logs, clearances and deployments 2 Years *Recordings related to cases which are within the statute of limitations, ongoing litigation, related to
potential civil litigation or complaints may be retained longer
UAS Operator Certifications IND
Detentions & Contacts Any activity that results in a detention. May also be used for non-criminal cases that need to be retained longer than the Non-Enforcement category (i.e. 11-81/82, public fall).
2 Years
Misdemeanors, Citations, 5150s and Use of
Force
Provides sufficient time for most criminal cases and citations to adjudicate or SOL to elapse.
2 Years
Major Cases - Felony Most felony cases except homicide / attempt homicide / sexual assaults. Provides sufficient time for most felony cases to adjudicate or SOL to elapse.
4 years
Non-enforcement Non-enforcement related calls which will likely not be needed as evidence in any type of proceeding (i.e. 11-23s, Citizen Assist, etc.). Also includes calls where no public contact is made (i.e. attempted subpoena service, Code 14, 11-24,
etc.).
60 Days
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Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Restricted Incidents/cases that have potential for significant litigation or liability requiring limited access and strict controls (i.e. OIS, IA). Videos in this category will not be accessible by officers. 5 Years
Homicide / Sex Assault / Indefinite Incidents/cases that have potential for significant litigation or liability requiring limited access and strict controls (i.e. OIS, IA). Videos in this category will not be accessible by officers.

IND Until manually deleted by management order.
14-08-06 Audio & Video Recordings - Routine Building
Surveillance
CY+2 * GC 34090.6; 100 days. * If a claim is filed or pending litigation, retain with the case file.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordings pertaining to GC 34090.6
14-08-07 Property Inventory Form Equipment issued to officers and other department equipment. Equipment tracked through RIMS after entered in from the form.

CY+2 GC 34090; 2 year minimum requirement
State Recommendation; 2 years after superseded for
listings of equipment assigned to divisions and officers.

Administrative Decision: Maintain forms for the current year plus 2 years since inventory and changes are
tracked in RIMS software.
14-08-08 Locker Assignments S State of California Guidelines; After superseded Administrative Decision: Maintained in RIMS until the
locker is reassigned.
14-08-09 DOJ Property Audits Primarily spot audits and an occasional full audit. Available for review by the DOJ upon request. Includes letters to the Chief notifying the audit is complete.

AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly, and annual
activity/statistical reports.
14-08-10 General Statistical Reports Requests for information from the Chief and other units on incoming items processed, disposed of, and/or purged.

Internal report only.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical
reports.

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Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 14-08-11 Automated License Plate Reader All ALPR data will be only retained for 30 days unless the data is evidence in a criminal or civil action.
30 days
from
capture
All ALPR data downloaded to the server should be
stored for a minimum of one year (Government Code §
34090.6) and in accordance with the established
records retention schedule. Thereafter, ALPR data
should be purged unless it has become, or it is
reasonable to believe it will become, evidence in a
criminal or civil action or is subject to a discovery
request or other lawful action to produce records. In
those circumstances the applicable data should be
downloaded from the server onto portable media and
booked into evidence.
14-09-00 Communications
14-09-01 Warrants Served warrants. Unserved warrants are maintained until served, recalled or purged.

CY State of California Guidelines; Current year for served warrants
14-09-02 Ride-along Waivers CY+2 GC 34090; 2 year minimum requirement retention State of California Guidelines; 2 years plus the current year
14-10-00 Code Enforcement
14-10-01 Administrative Citations Issued for City code violations. Reports are written and tracked in RIMS.

AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.

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01 CITYWIDE ADMINISTRATIVE RECORDS FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
01-01-00 Administrative Materials
01-01-01 Administrative Rules, Policies & Procedures V S+5 CCP 343; 4 years to commence action Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-01-02 Correspondence & Reports - External Includes general correspondence, subject information, reports and reference documents relating not associated with a
specific project or record series elsewhere in the retention schedules.

CY+2, AR GC 34090; 2 year minimum requirement
Administrative Record; Review annually for relevance
to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-01-03 Correspondence & Reports - Internal Includes general correspondence, subject information, reports and reference documents relating not associated with a
specific project or record series elsewhere in the retention schedules.

CY+2, AR GC 34090; 2 year minimum requirement
Administrative Record; Review annually for relevance
to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-01-04 Departmental Goals/Objectives S+5 Administrative Record, State of California Guidelines recommends retaining for 5 years after superseded.
01-01-05 Staff & Interdepartmental Meetings Includes informal meeting agendas. EY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
01-01-06 Surveys & Studies - General City AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for general studies and surveys
01-02-00 Reference Materials
01-02-01 Chronological Files ACT GC 34090.7; Duplicate records may be destroyed at any point before the total retention period.

Administrative Record, State of California Guidelines
01-02-02 Community Information/Events Includes external community-related events. Some events may have historical significance to the City, but are not arranged by the City.

H ACT GC 34090.7; Duplicate records may be destroyed at any point before the total retention period.

Administrative Record, State of California Guidelines
Administrative Decision: Maintain while active, review
for potential historical content.
01-02-03 Community Organizations/Foundations Includes reference information on community organizations or foundations.

CY+2 GC 34090(d); 2 year minimum requirement
Administrative Record, State of California Guidelines
01-02-04 Complaint Files General complaints to City departments. Does not include claims against the City.

AC+7 42 USC 1983; Settlement of complaint plus 7 years
01-02-05 Dues/Subscriptions CY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-06 Historical Information/Events Includes City-sponsored events that have historical value to the City.

H P GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Administrative Decision: Retain permanently for
historical value
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All Rights Reserved. DRAFT: 2/20/2025 84 The City of Belmont
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Legend:

Administrative Record, State of California Guidelines
01-02-08 Professional Associations/Organizations CY+2 GC 34090(d); 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-09 Public Relations Information / Handouts /
Speeches / Biographies
H EY+7, AR State of California Guidelines; Current year plus 7 Administrative Decision: Review before destruction for
potential historical content and reclassification to
Historical Information/Events as a permanent record.
01-02-10 Technical Reference S GC 34090.7; Duplicate records may be destroyed at any point before the total retention period.

Administrative Record, State of California Guidelines
01-03-00 Records & Information Management Program
01-03-01 Active Filing System Includes inventory lists of active filing systems and electronic records stored on file servers.

S+2 State of California Guidelines; 2 years after superseded 01-03-02 Business Continuation Plan & Vital Records
Program
V S+5 Administrative Record, State of California Guidelines recommend retaining for 5 years after superseded.
01-03-03 Certificates of Destruction P GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded Administrative Decision: Permanent for destruction
tracking purposes.
01-03-04 Inactive Records and Archives Includes listings of inactive records and boxes in storage. S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded 01-03-05 Record Series Index S Administrative Decision; Retain current version only.

Destroy printed versions older than 30 days, due to
potential updates.
01-03-06 Retention Review & Destruction Request
Forms
City Clerk maintains the original signed destruction request forms.

P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Administrative Decision: Permanent for destruction
tracking purposes.
01-04-00 Forms/Labels/Graphics
01-04-01 Blank Forms S Administrative Record, State of California Guidelines 01-04-02 Form Letters S Administrative Record, State of California Guidelines 01-04-03 Form Master/Originals S Administrative Record, State of California Guidelines 01-04-04 Labels S Administrative Record, State of California Guidelines TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All Rights Reserved. DRAFT: 2/20/2025 85 The City of Belmont
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Legend:

CY+2, AR GC 34090; 2 year minimum requirement
GC 34090.7; Duplicate records may be destroyed
within the 2 year minimum period
State of California Guidelines; Administrative Record
01-05-02 County Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
relevance to current projects or subjects, and for duplication or reference purposes.

CY+2, AR GC 34090; 2 year minimum requirement
GC 34090.7; Duplicate records may be destroyed
within the 2 year minimum period
State of California Guidelines; Administrative Record
01-05-03 Federal Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
relevance to current projects or subjects, and for duplication or reference purposes.

CY+2, AR GC 34090; 2 year minimum requirement
GC 34090.7; Duplicate records may be destroyed
within the 2 year minimum period
State of California Guidelines; Administrative Record
01-05-04 Regional Agencies/Districts Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
relevance to current projects or subjects, and for duplication or reference purposes.

CY+2, AR GC 34090; 2 year minimum requirement
GC 34090.7; Duplicate records may be destroyed
within the 2 year minimum period
State of California Guidelines; Administrative Record
01-05-05 Special Districts Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
relevance to current projects or subjects, and for duplication or reference purposes.

CY+2, AR GC 34090; 2 year minimum requirement
GC 34090.7; Duplicate records may be destroyed
within the 2 year minimum period
State of California Guidelines; Administrative Record
01-05-06 State Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
relevance to current projects or subjects, and for duplication or reference purposes.

CY+2, AR GC 34090; 2 year minimum requirement
GC 34090.7; Duplicate records may be destroyed
within the 2 year minimum period
State of California Guidelines; Administrative Record
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02 CITY MANAGEMENT FUNCTION
Legend:

Series
Code
Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
02-01-00 City Council
02-01-01 Agendas Maintained electronically. Paper is destroyed after the meeting.

ACT GC 34090.7; Duplicate records may be destroyed at
any point before the total retention period.
02-01-02 Agenda Packets / Staff Reports Filed by subject, then chronologically by meeting date. Paper version is sent to the City Clerk, and the departments will post a pdf version on the web. Includes the agenda, staff report and all other documents submitted to Council for the meeting.

CY+20 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Current Year plus 20 years for reference purposes.
02-01-03 Minutes V, H P GC 34090e; Minutes of governing bodies, Permanent 02-01-04 Speaker Cards Speaker's comments recorded in the minutes. CY+2 CCP 1094.6; 90 days to file petition, 190 days to respond to petition
State of California Guidelines; Maintain for the Current Year plus 2 years
02-01-05 Proclamations Includes proclamations, scholarships, awards, commendations, presentations, certificates of recognition and other ceremonial items presented to or by the Council.

EY+2 GC 34090; 2 year minimum requirement
02-01-06 Meeting Recordings Includes audio and video recordings to support the agenda packet and summary minutes. Recorded by an outside service and posted to the web for the public. Will use Granicus in the future.

CY+10 GC 54953.5; 30 days after recording
Administrative Decision: Maintain meeting recordings
for the current year plus 10 years to support the agenda packets and minutes.
02-02-00 Boards, Commissions & Committees - Including Ad Hoc, Task Force & Standing 02-02-01 Rosters, Membership & Oaths Attendance reports, communications to staff liaisons, training and resource materials, appointment, oaths of office,
termination and leave of absence correspondence,
programmatic rules review, research and analysis.

LOB+5 GC 34090; 2 years minimum
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after board,
commission or committee is dissolved.
02-02-02 Recruitment Materials Includes annual Maddy Act Notices, annual and periodic notices of vacancy, press releases and other vacancy
information.

CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-02-03 Applications, Selected AT+5 GC 34090; 2 years minimum GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after term of
office
02-02-04 Applications, Not Selected AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; maintain not selected
applications for 2 years after completion
02-02-05 Correspondence CY+2 GC 34090; 2 year minimum requirement AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months TM Trademarked proprietary work product by Records Control Services, Inc. 1999. All rights reserved. DRAFT: 2/20/2025 87 The City of Belmont
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Legend:

CY+20
P
GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 20 years for reference purposes.
02-02-07 Minutes P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
02-02-08 Meeting Recordings Includes audio and video recordings to support the agenda packet and minutes. Recorded by an outside service and
posted to the web for the public.

CY+10
P
GC 54953.5; 30 days after recording
Administrative Decision: Maintain meeting recordings
for the current year plus 10 years to support the agenda packets and minutes.
02-03-00 General City Management
02-03-01 City Manager's Weekly Update
Weekly News
Maintained electronically. Includes information gathered from other departments in PDF and posted on the web, Twitter, Facebook and other social media sites to maintain
transparency. Departments and Council receive a link to the report.

Created in an online electronic format with City information and links to outside agency information
CY+2 State of California Guidelines; 2 years for management reports
02-03-02 Council Correspondence General correspondence to or from outside sources. CY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
02-03-03 Council Goals & Priorities S+5 Administrative Record, State of California Guidelines recommends retaining for 5 years after superseded.
02-03-04 Monthly Report Maintained in electronic form. Compiled report from all departments on current status. Distributed to employees, Council and Planning Commission. Posted to the web for
public access.

CY+2 State of California Guidelines; 2 years for management reports
02-03-05 Weekly News Includes newspaper articles scanned to PDF and distributed to employees, Council and Planning Commission.

H CY+2, AR GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Administrative Decision: Current year plus 2 years,
review annually for historical content
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02 CITY MANAGEMENT FUNCTION
Legend:

H CY+2, AR GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Administrative Decision: Current year plus 2 years,
review annually for historical content
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03 LEGAL & LEGISLATIVE FUNCTION
Legend:

Series
Code
Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
03-01-00 Legislative Information
03-01-01 Resolutions - City Council Currently documents are scanned and the paper is maintained.

V P GC 34090(e); Permanent for decisions of the City
03-01-02 Resolutions - Planning Commission Currently documents are scanned and the paper is maintained.

V P GC 34090(e); Permanent for decisions of the City
03-01-03 Resolutions - Redevelopment Agency /
Successory Agency
Currently documents are scanned and the paper is
maintained.

V P GC 34090(e); Permanent for decisions of the City
03-01-04 Resolutions - Oversight Board V P GC 34090(e); Permanent for decisions of the City 03-01-05 Municipal Code V P GC 34090(e); Permanent for decisions of the City 03-02-00 Elections Materials
03-02-01 Municipal Elections (General & Special) Includes campaign materials, ballot arguments, mailers, correspondence and general election materials.

Original canvass information including records used to
compile final election results are approved by Council and attached to the resolution. The county maintains the official election materials.

AC+5 EC 17000-1; Affidavits and indexes are 5 years
EC 17300; 5 years after election for election rosters
GC 34090.7; Duplicate copies may be destroyed at any
time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7. Non-records
may be destroyed at any time.

For all election documents where the State's
requirement is permanent, but for which the County
maintains the original documents.
03-02-02 Nomination Packet - Elected Includes nomination papers, ballot designation worksheet, permission to post information on the web, initial Form 700s, candidates statements and other nomination documents.

AT+4 GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
03-02-03 Nomination Packet - Not Elected Includes nomination papers, ballot designation worksheet, permission to post information on the web, initial Form 700s, candidates statements and other nomination documents.

AC+4 GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
State of California Guidelines; Closure of election plus 4 years
03-03-04 Initiative Measures Includes petitions AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.
03-03-05 Referendums Includes petitions AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.
03-03-06 Recalls Includes petitions AC+8M EC 17400; 8 months after election/final examination for election recall petitions.
03-03-00 City Attorney Records
03-03-01 Closed Session Records Includes information on closed sessions used for reference purposes by the City Attorney
AC+2, AR GC 34090; 2 year minimum requirement
Administrative Decision: Maintain for 2 years after
closure, review annually for current subject matters.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. DRAFT: 2/20/2025 90 The City of Belmont
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03 LEGAL & LEGISLATIVE FUNCTION
Legend:

Series
Code
Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-03-02 Conflict of Interest Advisory Records AT+7 GC 81009(e); 7 years for reports and statements not listed in other sections of GC 81009
Administrative Decision: Maintain conflict of interest for the Current Year plus 7 years to support reports and
statements for successful and unsuccessful candidates.
03-03-03 Conflict of Interest Investigations AC+7 GC 81009(e); 7 years for reports and statements not listed in other sections of GC 81009
State of California Guidelines; Current year plus 5 years for conflict of interest under FPPC
Administrative Decision: Maintain conflict of interest for the Current Year plus 7 years to support reports and
statements for successful and unsuccessful candidates.
03-03-04 General Assignments & Departmental Advisory Includes City departments and subject matters addressed by the City Attorney.

AC+2 GC 34090; 2 year minimum requirement
GC 34090.7; Duplicates of records may be destroyed
within the 2 year minimum period.

Administrative Decision: Maintain general assignments
for 2 years after the matter is closed or completed, if record of review is maintained.
03-03-05 Potential Litigation Documents showing the potential for, or threat of, litigation. AC+7 State of California Guidelines; Settlement of complaint plus 7 years
03-03-06 Litigation Includes summons, complaints, pleadings, discovery, correspondence, expenses, notes, research and all other case information.

AC+7 State of California Guidelines; 7 years after closure for case records * unless determined to be historical or
holds City to future compliance.
03-03-07 Pitchess Motions May also be held in the Police Department. AC+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain pitches motions for 2 years after closure for reference purposes.
03-03-08 Public Records Requests PRA requests are forwarded to the responsible department.

After processing, the department sends the response to the City Attorney.

AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 03-03-09 Subpoenas CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2
years for copies of subpoenas.
03-03-10 Weapons Petitions Includes 5150 petitions. AC+3 GC 34090; 2 year minimum requirement Administrative Decision: Maintain for 3 years after
closure to support potential civil rights claims.
03-04-00 General Legal Matters
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03 LEGAL & LEGISLATIVE FUNCTION
Legend:

CY+4 CCP 343; Statutes of limitations, 4 years
03-05-00 Agreements / Contracts / MOUs / Recordations
03-05-01 General City Agreements/Contracts
Includes product acquisitions, services, non-CIP related professional services and consultants and all other general City agreements.

AC+4 CCP 337; Statutes of limitations of 4 years for contracts CCP 343; Statutes of limitations
48 CFR 4.703, 704, 705 et seq; 3 to 4 years after final payment to contractor for federal contracts and
supporting documents.
*If involving state or federal funds, the life of the
contract + 5 years.
03-05-02 Development Agreements Includes Disposition & Development Agreements, Owner Participation Agreements and Development Agreements
P GC 34090(a), Real property records, maintain
H&S 19850; Life of Building, with exceptions.
03-05-03 Franchise Agreements Original agreement is adopted by Council resolution and maintained with the resolution.

P 48 CFR 4.601; 5 years for procurements exceeding
$25,000
State of California Guidelines; Permanent
03-05-04 Subdivision Agreements Original agreement is adopted by Council resolution and maintained with the resolution.

P GC 34090(a), Real property records, maintain
H&S 19850; Life of Building, with exceptions.
03-05-05 Bond Agreements AC+10 CCP 337.5; Statutes of limitations, 6 years after expiration
State of California Guidelines; 10 years after
closure/expiration
03-05-06 Capital Improvement Project Agreements Includes Public Works Improvement Project design and construction contracts, bonds and insurance certificates.

Specifications and all other project related documents are maintained by Public Works.

P GC 34090(a); Real property records, maintain
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent
03-05-07 Non-CIP Construction Contracts & Agreements AC+10 CCP 337.15; 10 years State of California Guidelines; 10 years after project
completion
03-05-08 Lease Agreements AE+4 CCP 337; Statutes of limitations of 4 years for contracts CCP 343; Statutes of limitations
48 CFR 4.703, 704, 705 et seq; 3 to 4 years after final payment to contractor for federal contracts and
supporting documents.
*If involving state or federal funds, the life of the
contract + 5 years.
03-05-09 Memorandum of Understanding Original labor MOU is adopted by Council resolution and maintained with the resolution.

P 29 USC 211c; Maintain, indefinite
State of California Guidelines; Permanent
03-06-00 Property Related Records
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03 LEGAL & LEGISLATIVE FUNCTION
Legend:

P GC 34090(a); Permanent for land and property related
documents
24 CFR 1710; Permanent
03-06-02 Vacations/Abandonments Original agreement is adopted by Council resolution and maintained with the resolution.

P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
03-06-03 Easements, Deeds, Grant Deeds & Quitclaim
Deeds
P GC 34090(a); Permanent for land and property related
documents
24 CFR 1710; Permanent
03-06-04 Encroachment Permits - Construction P GC 34090(a) Real property records, maintain Permanently
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits.
03-06-05 Real Property Acquisitions/Dispositions Original agreement is adopted by Council resolution and maintained with the resolution. Includes supporting
documents for sale, purchase, exchange, lease and rental of property by the City.

P CCP 337.15; 10 years after completion of construction or improvement
State of California Guidelines; Completion expiration 10 years for acquisitions.

Administrative Decision: Maintain acquisitions and
dispositions permanently for historical reference.
03-06-06 Annexations Original agreement is adopted by Council resolution and maintained with the resolution.

P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
03-06-07 Assessment District Formation P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
03-06-08 Prop 218 Ballots & Protest Letters Also includes returned envelopes. AC+2 GC 53753; 2 years after completion for ballots GC 53755; 2 years after completion for protests
03-07-00 Fair Political Practices Commission Materials
03-07-01 Statement of Economic Interest (Form 700) -
Elected Officials
Mayor, city council members, planning commissioners, city manager and city attorney. GC 87200 filers.

AT+7 GC 81009(e); 7 years for other reports and statements.

State of California Guidelines: 7 years after term ends for elected officials.
03-07-02 Statement of Economic Interest (Form 700) -
Designated
Designated Positions AC+7 GC 81009(e); 7 year requirement for originals 03-07-03 Campaign Statements - Elected Includes Form 460, 465 and 470 for elected officials, committees supporting/opposing elected officials and
independent committees. Includes campaign statements and oaths of office.

P GC 81009(b); maintain elected indefinitely
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03 LEGAL & LEGISLATIVE FUNCTION
Legend:

AC+5 GC 81009(b); 5 years for unsuccessful candidates
03-07-05 Campaign Statements - Committees Committees formed to support or oppose a ballot measure.

Includes campaign statements and oaths of office.

AC+7 GC 81009(c) and (e) ; 7 years for committees and
unsuccessful candidates
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04 FINANCE FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes Total Required Retention Legal Basis for Minimum Required Retention 04-01-00 General Accounting Records
04-01-01 Microsoft Great Plains Software Includes third party applications used with Great Plains, such as Mekorma, Integrity Data, Greenshades, BI360, and other connected software.

ACT Transitory Record; Databases are maintained while
active
04-01-02 Journal Entries AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
04-02-00 Accounts Payable Records
04-02-01 Accounts Payable Warrants Includes invoices from vendors and credit cards, filed by payee name and check date.

AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
CCR 18995.2; 5 years
04-02-02 A/P Posting Reports Kept by fiscal year by type report. Includes edit approvals, check run, checks paid and direct deposits.

ACT GC 34090.7; Duplicate records may be destroyed at
any point before the total retention period
04-02-03 Annual Tax Payments Includes payments on sales, fuel, use and other taxes due. AA+5 29 USC 436; 5 years State of California Guidelines; 4 years after audit
04-02-04 W-9s From vendors. AA+4 26 CFR 31.6001; 4 years after tax return is filed R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-02-05 1099 Reporting Also includes 1096 summary forms. AA+4 26 CFR 31.6001; 4 years after tax return is filed R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-02-06 Quarterly Fee Payments Includes SB1186, SMIP and Special Revolving Fund. AA+4 26 CFR 31.6001; 4 years after tax return is filed State of California Guidelines; 4 years after audit
04-03-00 Budgeting
04-03-01 Annual Budget Includes the Budget in Brief, which is a summary high-level overview of the budget, the fiscal model and the final
operations budget. Includes the RDA budget.

P GC 53901; Budgets copy must be filed with the County
State of California Guidelines; Permanent
Permanent refers to one final copy of the approved
budget. Working copies can be destroyed after use.
04-03-02 Budget Workpapers - Finance Both confidential and non-confidential folders. Includes the City and RDA budget.

AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after audit
04-03-03 Budget Workpapers - Departmental Documents used by departments to create the department's budget.

CY+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
Administrative Decision: Maintain departmental budget
workpapers current year plus 2 years since information
is compiled into the final budget and/or Finance budget workpapers.
04-03-04 Mid-Year Budget Reviews Includes mid-year budget reports to Council. AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
04-03-05 Monthly Departmental Budget Reports Purely for the department's use to manage their budgets.

Posted to the web site for 2 years plus the current year for public access.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years for management
reports
Administrative Decision: Maintain monthly reports for
the current year plus 7 years for reference purposes.
04-03-06 Master Revenue Schedules S+2 GC 34090; 2 year minimum requirement 04-04-00 Accounts Receivable & Collections
04-04-01 Transient Occupancy Tax Includes invoices, payments and remittance forms. AA+3 CCP 338; Statute of limitations, 3 years for action State of California Guidelines; 3 years after audit
04-04-02 Daily Cash Summary Report Collected downstairs at the counter. Includes cash receipts and credit card transactions, sales tax receipts, and franchise fees.

Checks are scanned and sent to the bank for deposit. Paper checks are maintained as a copy for 7 days and then
destroyed.

AA+4 CCP 337; Statute of limitations, 4 years for action State of California Guidelines; 4 years after audit
04-04-03 Daily Cash Report Includes receipt of cash and bank transfers. Signed by the finance director and the treasurer, then returned to Accounting Technician.

AA+4 CCP 337; Statute of limitations, 4 years for action State of California Guidelines; 4 years after audit
04-04-04 Miscellaneous Receivables Includes voided invoices, rental receivables, fire inspection receipts and other miscellaneous receivables.

AA+4 CCP 337; Statute of limitations, 4 years for action State of California Guidelines; 4 years after audit
04-04-05 Aging Reports Internal report for informational purposes. AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
04-04-06 Possessory Interest Report Prepared for and submitted to the County. C AA+5 29 USC 436; 5 years State of California Guidelines; 4 years after audit
State Board of Equalization; Possessory Interests
Annual Usage Reports must be held in confidence.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV: 2/20/2025 95 The City of Belmont
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04 FINANCE FUNCTION
Legend:

AC+4 CCP 337; Statute of limitations of 4 years
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain for 4 years after
closure or collection.
04-05-00 Debt Financing Records
04-05-01 Bond Statements & Reports Includes official statements, trustee bank statements, and LAIF statements.

AC+10 CCP 337.5; Statutes of limitations, 10 years after expiration
State of California Guidelines; 10 years after
closure/expiration
04-05-02 Bond Issues P CCP 337.5; Statutes of limitations, 10 years after expiration
State of California Guidelines; Permanent for bond
issues
04-05-03 Capital Lease Payable For equipment leases AE+5 48 CFR 4; 5 years for procurements exceeding $25,000 State of California Guidelines; 5 years after
completion/expiration of the lease
04-05-04 Supplemental Bond Disclosure Documents AC+10 CCP 337.5; Statutes of limitations, 10 years after expiration
State of California Guidelines; 10 years after
closure/expiration for statements an administrative
documents supporting bonds.
04-06-00 Audits Group
04-06-01 CAFR Annnual Financial Statement Includes the Management Representation Letters and Auditor Management Letters.

P State of California Guidelines; 7 years after audit for annual financial reports, permanent for audits
Administrative Decision: Maintain annual financial
statements permanently.
04-06-02 Single Audit P State of Calfornia Guidelines; Permanent 04-06-03 Measure A Audit Reports P State of Calfornia Guidelines; Permanent 04-06-04 Annual Fire Financial Statements P State of Calfornia Guidelines; Permanent 04-06-05 Memo on Internal Control - City Externally distributed report. Separate for City and Fire. P State of Calfornia Guidelines; Permanent 04-06-06 Memo on Internal Control - Fire P State of Calfornia Guidelines; Permanent 04-06-07 GANN Appropriation Limit Reports - City Separate for City and Fire. P State of Calfornia Guidelines; Permanent 04-06-08 GANN Appropriation Limit Reports - Fire P State of Calfornia Guidelines; Permanent 04-06-09 Net Six JPA Financial Statements Specific to Fire. Copies go to five other cities. P State of Calfornia Guidelines; Permanent 04-06-10 Auditor Confirmation Letters Auditor sends these out to insurance brokers, banks, and other organizations that maintain a financial relationship with the City.

Request information from the organization.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for audit internal or external periodic audit reviews.
04-06-11 Audit Workpapers For final and interim audits. Requested by and sent to the auditor prior to the audit. Includes transmittal letters, checklist items for interim, final and SCO.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for audit internal or external periodic audit reviews.
04-07-00 Payroll Group
04-07-01 Time Sheets AA+6 R&T 19704; 6 year statute of limitations State of California Guidelines; 6 years after audit
04-07-02 Leave Requests Time sheet and leave requests are completed electronically in 2012. Original leave requests may be retained by the
department in addition to Payroll.

AA+6 R&T 19704; 6 year statute of limitations
State of California Guidelines; 6 years after audit
04-07-03 Personnel Files Includes deductions and changes to payroll, W-4/DE-4, personnel action forms, withholding orders & garnishments, correspondence and other payroll related employee
documents. Filed by employee.

C AT+6 LC 1174; 3 years for payroll records
LC 1197.5(d); 2 years for payroll records
22 CCR 1085.2(c); 4 years for unemployment
contributions
29 CFR 516.2(a)(10); Maintain
29 CFR 516.6; 2 years
LC 1174; 2 years after pay period
29 USC 255(a); 2 to 3 years statute of limitations for
minimum and unpaid wages
29 USC 1027, 1113, 1451 (ERISA) (6 years); Benefit
plans for employees
State of California Guidelines; 4 years after termination TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV: 2/20/2025 96 The City of Belmont
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04 FINANCE FUNCTION
Legend:

AA+6 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-07-05 W-2s / W-2 Reporting Started e-filing records in 2010. No records printed out since 2010.

C AA+6 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-07-06 Payroll Process Report Includes the payroll and deduction registers. Used to show the payroll process for the period. Bank confirmations are originals in paper form. All other reports can be reproduced from GP.

C P GC 12946; 2 years after termination
29 CFR 516.2-6; 4 years after tax return filing
29 CFR 1627; 3 years
State of California Guidelines; Permanent
04-07-07 Live Check Log Keeps track of the printed checks. Wet signature log. CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Records
04-07-08 Direct Deposit Log Keeps track of the direct deposit check stock. Wet signature log.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Administrative Records
04-08-00 Banking & Investing Group
04-08-01 Bank/Investment Statements & Reconciliations Includes LAIF statements. AA+5 26 CFR 31.6001-1(e)(2); 4 years State of California Guidelines; 5 years after audit
04-08-02 Investment Policy Presented to Council annually. S+5 Administrative Record, State of California Guidelines recommends retaining for 5 years after superseded.
04-09-00 Financial Reporting
04-09-01 Monthly Financial Reports Internal summary reports, compiled by department, to Council. AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
04-09-02 Monthly Treasurers Reports Internal report to Council AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
04-09-03 Tax Reports Includes reports from an outside service for sales and property taxes.

AA+5 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-09-04 Community Facilities District Reports Includes reports for utility users, sales and property taxes. P State of California Guidelines; Permanent for assessment district information in Finance.
04-09-05 State Controllers Reports - City Submitted electronically to the State, but maintained in paper form by the City along with the work papers.

P State of California Guidelines; Permanent, State
Controller's Office maintains reports for 5 years.
04-09-06 State Controllers Reports - Special Districts P State of California Guidelines; Permanent, State Controller's Office maintains reports for 5 years.
04-09-07 Annual Street Reports State Controller mandated report. P State of California Guidelines; Permanent, State Controller's Office maintains reports for 5 years.
04-09-08 Maintenance of Effort for Public Safety Report - Prop 172
Relates to an assembly bill. P State of California Guidelines; Permanent 04-09-09 Development Impact Reports State requires review by the City Council. AA+7 State of California Guidelines; 7 years after audit for annual financial reports, stating GC 34090.7 which
states that duplicate records may be destroyed at any
point before the total retention period.
04-09-10 OPEB Actuarial Reports Externally prepared management report to track contributions.

Report filed with PERS. Similar to an Accounts Payable report.

AA+4 26 CFR 31.6001; 4 years after tax return is filed
State of California Guidelines; 4 years after audit for accounts payable tax reporting and paid invoices,
current year plus 2 years for benefit and employee
statistics reports.

Administrative Decision: Maintain for 4 years after the annual audit to follow tax reporting requirements.
04-10-00 Business Licensing Records
04-10-01 Hansen Business License Software Hansen and CRW interface with Great Plains to update the general ledger.

ACT Transitory Record; Databases are maintained while
active
04-10-02 Business License Files Includes the applications, receipts, renewal notices, changes, customer correspondence and the license. The license is maintained in the tracking system electronically.

AT+4 CCP 337; Statute of limitations of 4 years
State of California Guidelines; 4 years after termination 04-11-00 Successor Agency Reporting
04-11-01 Statement of Indebtedness Inactive reports only. AA+7 State of California Guidelines; 7 years after audit for annual financial reports
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04 FINANCE FUNCTION
Legend:

P GC 53901; Budgets copy must be filed with the County
State of California Guidelines; Permanent
Permanent refers to one final copy of the approved
budget. Working copies can be destroyed after use.
04-11-03 Due Dilligence Reviews Audit required by state law. Submitted to the county and the State Controller's Office.

P State of California Guidelines; 7 years after audit
Administrative Decision: Maintain annual financial
statements permanently.
04-11-04 Asset Reports P State of California Guidelines; Permanent 04-11-05 Audit Reports P State of California Guidelines; Permanent 04-12-00 Risk Management Records
04-12-01 CSAC-EIA Correspondence General information and correspondence with the JPA and program documents for the City's excess liability,
environmental, property, vehicle and machinery insurance.

CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidlines; Administrative Record
04-12-02 CSAC-EIA Program Documents Includes bylaws, contract originals, MOUs, policies and other documents establishing the program.

P State of California Guidlines; Permanent for joint
powers agreements for excess liability insurance.
04-12-03 Third Pary Administrator Includes correspondence and information on claims and adjustments for activities over the year. George Hill.

CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidlines; Administrative Record
04-12-04 Claims Against the City Includes non-litigated claims. Filed individually by claim. AC+10 29 USC 1113; 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
Administrative Decision: Maintain claims for 10 years
after closure for reference to new claims and cases.
04-12-05 Subrogation Claims Claims by the City for damages from another person or entity.

Filed by the department seeking reimbursement for damages.

Includes police and incident reports for the claim.

AC+6 29 USC 1113; 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 25105.5; 5 years after closure/completion
State of California Guideline; 7 years after settlement or closure for incident reports.

State of California Guideline; 5 years after settlement or closure for claims.
04-12-06 Loss Control Reports / Claim Registers Reports of litigated and non-litigated claims. Received from the third party administrator.

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

State of California Guideline: 5 years after completed
04-12-07 Public Self-Insures Annual Report Includes reports for the City and for Fire from the third party administrator. Annual report filed by the City with the State Dept of Industrial Relations.

AC+7 State of California Guidelines; 7 years after completion for accident reports and related records for City assets. 04-12-08 Liability Insurance Policies From CSAC and third party provider. P State of California Guidelines; Permanent for liability and property insurance
04-12-09 General City Insurance Policies Includes facilities, auto and other general insurance policies P State of California Guidelines; Permanent for liability and property insurance
04-12-10 Certificates of Insurance Certificates provided by contractors and vendors for liability coverage.

P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for insurance certificates filed separately from contracts/agreements, including insurance filed by licensees. No citations
given other than GC 34090.
04-13-00 Measure I Advisory Committee
04-13-01 Agendas/Agenda Packets CY+20
P
GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 20 year for reference. Permanent
04-13-02 Minutes P GC 34090e; Minutes of governing bodies, Permanent 04-13-03 Meeting Recordings Includes audio and video recordings CY+10 P
GC 54953.5; 30 days after recording
Administrative Decision: Maintain meeting recordings
permaently for the current year plus 10 years to support the minutes and public reference.

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05 PURCHASING FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
05-01-00 Purchasing & Material Acquisition
05-01-01 RFPs / RFIs / RFQs Includes competitive bid quotes. AC+5 State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
05-01-02 Bids - Successful AC+5 State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
05-01-03 Bids - Unsuccessful CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 for unsuccessful bids
05-01-04 Purchase Order Files Generated from HTE and sent to the requestor. Printed for reference in Purchasing.

AA+4 CCP 337; Statute of limitations of 4 years
State of California Guidelines; 4 years after audit
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV: 2/20/2025 99 City of Belmont
UFIRSTTM Index and Records Retention Schedule

Page 46 ends

06 HUMAN RESOURCES FUNCTION
Legend:

Series
Code
Series Name Description of Documents, As Needed Special Attributes
Total Required
Retention
Legal Basis for Minimum Required Retention
06-01-00 Personnel Data
06-01-01 Personnel Files - Permanent/Part Time Includes benefit plan paperwork, Action Request Forms, original application, training certificates, educational incentive programs, performance evaluations, employment contracts / agreements (not including union negotiations and resulting contracts / agreements), insurance
information, EDD claim forms for unemployment, payroll
forms (tax, deferred compensation, direct deposit and
benefit payments), and miscellaneous communications.

C AT+6 29 USC 1113; 6 years after date of last action
State of California Guidelines; 3 years after termination for non-safety employees; 5 years after termination for safety employees.
06-01-02 Personnel Files - Elected Includes benefit plan paperwork, Action Request Forms, original application, training certificates, educational incentive programs, performance evaluations, employment contracts / agreements (not including union negotiations and resulting contracts / agreements), insurance
information, EDD claim forms for unemployment, payroll
forms (tax, deferred compensation, direct deposit and
benefit payments), and miscellaneous communications.

C AT+6 29 USC 1113; 6 years after date of last action
GC 12946; 2 years after termination or action
State of California Guidelines; 3 years after termination 06-01-03 Personnel Files - Temporary/Seasonal Includes benefit plan paperwork, Action Request Forms, original application, training certificates, educational incentive programs, performance evaluations, employment contracts / agreements (not including union negotiations and resulting contracts / agreements), insurance
information, EDD claim forms for unemployment, payroll
forms (tax, deferred compensation, direct deposit and
benefit payments), and miscellaneous communications.

C AT+6 29 USC 1113; 6 years after date of last action
GC 12946; 2 years after termination or action
State of California Guidelines; 3 years after termination 06-01-04 Personnel Files - Belmont Fire Protection
District
Includes benefit plan paperwork, Action Request Forms,
original application, training certificates, educational incentive programs, performance evaluations, employment contracts / agreements (not including union negotiations and resulting contracts / agreements), insurance
information, EDD claim forms for unemployment, payroll
forms (tax, deferred compensation, direct deposit and
benefit payments), and miscellaneous communications.

C AT+6 29 USC 1113; 6 years after date of last action
GC 12946; 2 years after termination or action
State of California Guidelines; 3 years after termination 06-01-05 Personnel Files - Belmont / San Carlos
Fire Department JPA
Includes benefit plan paperwork, Action Request Forms,
original application, training certificates, educational incentive programs, performance evaluations, employment contracts / agreements (not including union negotiations and resulting contracts / agreements), insurance
information, EDD claim forms for unemployment, payroll
forms (tax, deferred compensation, direct deposit and
benefit payments), and miscellaneous communications.

C AT+6 29 USC 1113; 6 years after date of last action
GC 12946; 2 years after termination or action
State of California Guidelines; 3 years after termination AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System S f S
TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved.

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C AT+3 GC 34090; 2 year minimum requirement
PC 832.5; 5 years for officer complaints
State of California Gudelines; 3 years after
termination/separation for hired general employees,
Permanent for hired Safety Personnel; 2 years after
position closes for Safety Personnel not hired 06-01-07 Background Check Information - Hired Public Safety Employees
Includes DOJ fingerprinting, pre-employment physicals
and other background checks for hired and non-hired
candidates
C P GC 34090; 2 year minimum requirement
PC 832.5; 5 years for officer complaints
State of California Gudelines; 3 years after
termination/separation for hired general employees,
Permanent for hired Safety Personnel; 2 years after
position closes for Safety Personnel not hired 06-01-08 Background Check Information - Non Hired Applicants
Includes DOJ fingerprinting, pre-employment physicals
and other background checks for hired and non-hired
candidates.

C AC+2 GC 34090; 2 year minimum requirement
PC 832.5; 5 years for officer complaints
State of California Gudelines; 3 years after
termination/separation for hired general employees,
Permanent for hired Safety Personnel; 2 years after
position closes for Safety Personnel not hired 06-01-09 Disciplinary Actions - Miscellaneous Employees
Maintained in a separate file folder in the employee's
personnel file for confidentiality. Most stored in the
Personnel file.

AT+2 GC 12946; Until resolved
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees 06-01-10 Disciplinary Actions - Public Safety Employees
Maintained in a separate file folder in the employee's
personnel file for confidentiality. Most stored in the
Personnel file.

AC+5 GC 12946; Until resolved
29 CFR 1602.14; 1 year after action/change
PC 832.5;
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees 06-01-11 I-9 Forms Maintained in a separate file folder in the employee's personnel file for confidentiality.

AT+3 USCIS Form I-9; Maintain for 3 years after completion or 1 year after employment is terminated, whichever is
longer.

Administrative Decision: Maintain for 3 years after
termination to follow the longest retention on the I-9
Form guidelines 06-01-12 Medical Files Includes FMLA C AT+30 29 CFR 1910.1020; 30 years after employee termination
State of California Guidelines; 30 after
completion/closure
06-01-13 Oaths of Office Currently maintained in the personnel file. City attorney recommends permanent due to potential litigation.

P 29 USC 1113; 6 years after date of last action
State of California Guidelines; 6 years after termination Administrative Decision: Maintain permanently to
support potential litigation.

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Results are destroyed after immediate use.

AT+3 GC 34090; 2 year minimum requirement
State of California Gudelines; 3 years after
termination/separation for hired general employees,
Permanent for hired Safety Personnel; 2 years after
position closes for Safety Personnel not hired 06-02-02 DOJ/FBI Fingerprinting - Non-Hired Employees
Includes Livescan application forms and removal forms.

Results are destroyed after immediate use.

AC+2 GC 34090; 2 year minimum requirement
State of California Gudelines; 3 years after
termination/separation for hired general employees,
Permanent for hired Safety Personnel; 2 years after
position closes for Safety Personnel not hired 06-02-03 EEOC / FEHA Claims - Hired Employees, Non-sworn
AT+2 GC 34090; 2 year minimum requirement
GC 12946; 2 years after completion
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees 06-02-04 EEOC / FEHA Claims - Hired Employees, Sworn
AT+5 GC 34090; 2 year minimum requirement
GC 12946; 2 years after completion
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees 06-02-05 EEOC / FEHA Claims - Applicants who filed a complaint
AC+2 GC 34090; 2 year minimum requirement
GC 12946; 2 years after completion
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees 06-02-06 Harassment Claims - Hired Employees, Non-sword
AT+2 GC 34090; 2 year minimum requirement
GC 12946; 2 years after completion
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees 06-02-07 Harassment Claims - Hired Employees, Sworn
AT+5 GC 34090; 2 year minimum requirement
GC 12946; 2 years after completion
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees 06-02-08 Harassment Claims - Applicants who filed a complaint
AC+2 GC 34090; 2 year minimum requirement
GC 12946; 2 years after completion
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved.

Approved by City Council on November 24, 2020 via
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Series
Code
Series Name Description of Documents, As Needed Special Attributes
Total Required
Retention
Legal Basis for Minimum Required Retention
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System S f S
06-02-09 Classifications / Specifications Includes general job descriptions. P GC 34090; 2 year minimum requirement State Recommendation; 2 years after superseded
Administrative Decision: Maintain job description
history permanently for reference purposes 06-02-10 Reclassifications/Job Analysis May include salary survey information. P GC 34090; 2 year minimum requirement State Recommendation; 2 years after superseded
Administrative Decision: Maintain position
classification/reclassification history permanently for reference purposes 06-02-11 Rules, Regulations & Policies Includes harassment, internet use, and other personnel rules and regulations.

P GC 34090; 2 year minimum requirement
State Recommendation; 2 years after superseded
Administrative Decision: Maintain rules, regulations &
policies permanently for historical purposes
06-03-00 Personnel Recruitment
06-03-01 Applicant Performance Requests Used for employment verification for Police recruitment. AC+3 State of California Guidelines; 3 years after completion/position filled
06-03-02 Eligibility Lists Lists are separated by position. AC+3 State of California Guidelines; 3 years after completion/position filled
06-03-03 Recruitment Accommodations AC+3 State of California Guidelines; 3 years after completion/position filled
06-03-04 Recruitment Files Includes job flyers, applications, interview rating sheets, final scoring, practical tests, correspondence, oral board and other information related to the recruitment. Police maintains recruitment files for candidates.

AC+3 State of California Guidelines; 3 years after
completion/position filled
06-04-00 Workers Compensation & Safety
06-04-01 City State and County, CSAC JPA Includes excess workers compensation claims, audits, agreements, settlements, amendments and other
documents. Used for claims over $500,000. TPA maintains materials tracking the claims.

P State of California Guidelines; Permanent for joint
powers agreements for excess liability insurance.
06-04-02 Third Party Administrator Includes correspondence and information on claims and adjustments for activities over the year. JT2 Integrated Resources.

CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidelines; Administrative Record
06-04-03 Incident Reports Reports submitted by the associated department. AC+7 29 USC 1113; 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 7 years after settlement or closure
06-04-04 Injury & Illness Prevention Program S+5 State of California Guideline: 5 years after superseded or expired
TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved.

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CY+2 GC 34090; 2 year minimum requirement
GC 12946; 2 years after submission or creation
State of California Guidelines; 2 years after action
06-04-06 OSHA 300 Logs Received from the third party administrator CY+5 29 CFR 1904.33; 5 years for OSHA reports 8 CCR 14300.33; 5 years for OSHA 300 reports
8 CCR 10102; 5 years from date of injury
State of California Guideline: 5 years after completed
06-04-07 Workers Compensation Claims Includes claim correspondence, doctor notes and other information on the claim. Maintained by the Third Party Administrator and currently accessible electronically by the City. Older files maintained in paper form.

C P 8 CCR 15400; Maintain reports
State of California Guidelines; Permanent for workers
compensation working files (claim files, reports,
incidents). Originals filed with third party administrator. 06-04-08 Workers Compensation Loss Reports Received from the third party administrator CY+5 8 CCR 15400.2; 5 years 8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
State of California Guidelines; Risk Management
Reports (including Loss Analysis Reports) are 5 years
after completion/closure.

Administrative Decision: Maintain for the current year
plus 5 years for reference
06-05-00 Driver Monitoring
06-05-01 DMV Pull Notice Program Information stored with a third party provider (Samba) electronically and accessible at any time.

S VC 1808.1; must pull record at least every 12 months
06-05-02 Random Drug Pulls - DOT Records of inspection, maintenance, and calibration of EBTs
C CY+2 49 CFR 40.333; 1 to 5 years depending upon
document type. All documents must be maintain in a
secured area.
06-05-03 Random Drug Pulls - DOT Records of negative and cancelled drug test results and alcohol test results with a concentration of less than 0.02 C CY+1 49 CFR 40.333; 1 to 5 years depending upon
document type. All documents must be maintain in a
secured area.
06-05-04 Random Drug Pulls - DOT Records of alcohol test results indicating an alcohol concentration of 0.02 or greater; records of verified
positive drug test results; documentation of refusals to take required alcohol and/or drug tests (including substituted or adulterated drug test results); SAP reports; and all followup tests and schedules for follow-up tests.

C CY+5 49 CFR 40.333; 1 to 5 years depending upon
document type. All documents must be maintain in a
secured area.
06-06-00 Safety & Training
06-06-01 Safety & Training Program Sign-in sheets, handouts, consultant training programs and other program information for general employee
training. Does not include safety personnel. Programs filed separately by course.

CY+7 State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2 years for certificates and designations training.

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AC+5 29 CFR 1904.33; maintain OSHA reports for 5 years
from the end of the calendar year they relate to.
8 CCR 14300.33; current year plus 5 years for OSHA
300 reports
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; 1 year from date
compensation was last provided; upon payment of all
compensation due; when audit findings are final.

State of California Guideline: 5 years after completed
Administrative Decision: Maintain safety inspections for 5 years after completion to support OSHA reports.
06-06-03 Ethics Training Filed by official. Includes code of conduct acknowledgements.

AT+5 GC 53235(b); 5 years
Administrative Decision: City Attorney recommends
maintaining records for 5 years after termination or
completion of term
06-07-00 CalPERS
06-07-01 Circular Letters ACT GC 34090.7; Duplicate records may be destroyed at any point before the total retention period.

Administrative Record, State of California Guidelines
06-07-02 Plan Contracts & Plan Amendments P State of California Guidelines; Permanent for PERS documents
06-07-03 Valuation Reports & Rate Changes Supplied by PERS for rate changes. Currently pulled from the website as needed. Older versions maintained in paper format.

P State of California Guidelines; Permanent for PERS
documents
06-08-00 Benefits
06-08-01 Benefit Plan Information Plan information and correspondence. Does not include individual contributions or claims.

S+2 GC 34090; 2 year minimum requirement
GC 12946; 2 years after submission or creation
State of California Guidelines; 2 years after action
06-08-02 Deferred Compensation Plan information and correspondence. Does not include individual contributions.

S+2 GC 34090; 2 year minimum requirement
GC 12946; 2 years after submission or creation
State of California Guidelines; 2 years after action
06-08-03 Retirement Health Savings Accounts Includes tracking information on rates and plan benefits and types for retirees.

S+2 GC 34090; 2 year minimum requirement
GC 12946; 2 years after submission or creation
State of California Guidelines; 2 years after action
06-08-04 Vision Reimbursement Requests Includes paperwork from doctor's visits for reimbursement.

No reporting required for the reimbursements.

CY+6 29 USC 1027; 6 years after action
29 USC 1113; 6 years after date of last action
06-08-05 Vision Reimbursement Program S+2 GC 34090; 2 year minimum requirement GC 12946; 2 years after submission or creation
State of California Guidelines; 2 years after action
TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved.

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CY+2, AR GC 34090; 2 year minimum requirement
Administrative Decision: Maintain correspondence and
communications for the current year plus 2 years.

Review annually for relevant content 06-09-02 Memorandums of Understanding P 29 USC 211c; Maintain, indefinite State of California Guidelines; Recommend Permanent
retention without relevant statutes or regulations cited. 06-09-03 Negotiations Maintained by bargaining unit and contract year. Includes salary surveys, meet and confer, and equity studies.

P 29 USC 211c; Maintain, indefinite
State of California Guidelines; Permanent
06-09-04 Grievances - Miscellaneous Employees AT+2 GC 12946; 2 years after completion State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
06-09-05 Grievances - Public Safety Employees AT+5 GC 12946; 2 years after completion PC 832.5; 5 years for peace officers
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved.

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07 INFORMATION TECHNOLOGIES FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
07-01-00 Infrastructure & Security
07-01-01 Xdesk Hosted database for management of helpdesk activities. IND Transitory Record; Databases are maintained while active 07-01-02 ArcMail Manages e-mail retention. Currently have a 90 day retention for inbox, junk and sent mail. Not used to assign retention to archive folders.

IND Transitory Record; Databases are maintained while active 07-01-03 Spiceworks Used to manage the City network for hardware and software.

Will replace Xdesk for help desk and support.

IND Transitory Record; Databases are maintained while active 07-01-04 GFI Used for patch/update management. IND Transitory Record; Databases are maintained while active 07-01-05 Network Diagrams Includes the final network diagram for the City. Completed annually or semi-annually.

C CY+4 CCP 343; SOL of 4 years
State of California Guidelines; Current year plus 4 years for network configuration and diagrams 07-01-06 IT Projects Includes all project related documents, repairs and maintenance.

AT+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations Administrative Decision: Maintain while software or hardware is actively in use plus 2 years. 07-01-07 Backup Exec Manages system backups. IND Transitory Record; Databases are maintained while active 07-01-08 Backup Plan - User & Server Files Complete daily incremental and weekly full tape backup.

Monthly backups stored at Recall in Sacramento.

V CM+2M GC 34090.7; Duplicate records may be destroyed at any point before the total retention period State of California Guidelines; Current month plus 2 months for daily backups 07-01-09 Backup Plan - Databases Includes a complete year end backup of each department's databases.

V 1Y GC 34090.7; Duplicate records may be destroyed at any point before the total retention period 07-01-10 Security Policies & Procedures Includes password, access and other policies. V S+5 Administrative Record, State of California Guidelines recommends retaining for 5 years after superseded. 07-01-11 Service Level Agreements Maintenance and service agreements. AT+5 48 CFR 4.601; 5 years after completion for procurements exceeding $25,000 07-02-00 Applications
07-02-01 Software Applications Includes installation software, end user license agreements and annual maintenance for RIMS, CRW, Great Plains, MS
Office, productivity and other City software applications.

AT+5 48 CFR 4.601; 5 years after completion for procurements exceeding $25,000 07-02-02 How-to Guides & Application Manuals Handouts and manuals on how to use equipment or software.

ACT GC 34090.7; Duplicate records may be destroyed at any point before the total retention period. Non-records may be destroyed at any time.

Administrative Record; Reference materials
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV 2/20/2025 107
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08 PLANNING FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total Required
Retention
Legal Basis for Minimum Required Retention
08-01-00 Planning Administration Records
08-01-01 CRW Database IND Transitory Record; Databases are maintained while active
08-01-02 Public Notification / 300 Foot List Used as a courtesy notice to the public of changes, such as property changes that impact neighbors.

CY+5 CCP 343; Statutes of limitations, 4 years
Administrative Decision: Maintain notifications for the current year plus 5 years for tracking purposes and
consistency in retention.
08-02-00 Project Applications
08-02-01 Planning Appeals Handled through the City Clerk's Office P GC 34090(a); Real property records, maintain Permanently
H&S 19850; Buidling plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
08-02-02 Design Review Projects Includes preliminary reviews, landscape reviews and other design reviews.

P GC 34090(a); Real property records, maintain
Permanently
H&S 19850; Buidling plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
08-02-03 Sign Permits P GC 34090(a); Real property records, maintain Permanently
H&S 19850; Buidling plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
08-02-04 Service Agreements Includes backup documentation for the service / development agreement and a copy of the agreement, which is maintained by the City Clerk.

P GC 34090(a); Real property records, maintain
Permanently
H&S 19850; Buidling plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
08-02-05 Zoning Text Amendments - Approved P GC 34090(e); maintain Permanently State of California Guidelines; Permanent
08-02-06 Zoning Text Amendments - Denied CY+2 GC 34090; 2 year minimum requirement 08-02-07 Environmental Reviews Includes CEQA documents, mitigated negative declarations, EIRs, and other environmental documents.

P State of California Guidelines; Permanent
recommendation for environmental related documents.
08-02-08 Lot Line Adjustments P GC 34090(a), Real property records, maintain 08-02-09 Tentative Maps - Parcel & Tract P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent
08-02-10 Variances P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent
08-02-11 Conditional Use Permits P GC 34090(a); Real property records, maintain Permanently
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV: 2/20/2025 108
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Legend:

AE+5 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
Administrative Decision: Maintain temporary use
permits for 5 years after expiration for tracking
purposes.
08-02-13 Food Truck Permits Issued with a conditional use permit. P GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits
Administrative Decision: Maintain food truck permits
permanently to support the conditional use permit.
08-02-14 Home Occupation Permits AT+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Use Permits
Administrative Decision: Maintain use permits for 2
years after termination.
08-02-15 Certificates of Compliance P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent
08-02-16 Planned Developments Includes unit and master plans. P GC 34090(a); Real property records, maintain Permanently
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
08-02-17 Deed Restrictions Requirement for the property owner to record second dwelling restrictions to the deed.

P GC 34090(a); Real property records, maintain
Permanently
State of California Guidelines; Permanent
08-02-18 Second Units Ties into the Unit Investigations to confirm second units on a property and cross referenced with Building Permits.

P GC 34090(a); Real property records, maintain
Permanently
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
08-03-00 General Plan
08-03-01 General Plan & Elements Includes elements, goals and policies report, EIR and other general plan documents.

V P GC 34090(a); Real property records, maintain
State of California Guidelines; Permanent
08-03-02 Plan Amendments Approved V P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
08-04-00 Planning Commission
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08 PLANNING FUNCTION
Legend:

P GC 34090e; Minutes of governing bodies, Permanent
State of California Guidelines; Permanent
08-04-03 Meeting Audio/Video Recordings Maintain to support the minutes. Audio recording backs up the video.

CY+10
P
GC 54953.5; 30 days after recording
Administrative Decision: Maintain meeting recordings
Permanently
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09 BUILDING FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total
Required
Retention
Legal Basis for Minimum Required Retention
09-01-00 General Building Records
09-01-01 CRW Database IND Transitory Record; Databases are maintained while active
09-01-02 Building Permits & Applications Entered into and assigned by CRW. Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports, Title 24 Energy Report, Land Surveys, Pad Elevations,
Special Inspection Reports, Plan Check Comments /
Responses, Request for Waiver for Accessibility
Requirements, Inspection Reports and Cards with wet
signatures, and other documents for building projects. Also maintained in paper format for reference for payments.

P H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
09-01-03 Building Permit Construction Plans Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports, Title 24 Energy Report, Land Surveys, Floodplain Documents for commercial building,
tenant improvements and residential construction projects.

P GC 34090(a); Real property records, maintain
permanently
H&S 19850; Life of Building, with exceptions
09-01-04 Building Permit Maps/Drawing - Incomplete
Projects
Maintained with the address. Can be purged after the
retention period.

CY+2 GC 34090; 2 year minimum requirement
09-01-05 Building Permit Project Documents Includes Special Inspection Reports, PG&E Releases, Plan Check Comments / Responses, Notice of Intent to Rough
Frame, Request for Use of an Alternate Material, Request for Waiver for Accessibility Requirements.

AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after project
completion
09-01-06 Daily Inspection Schedules Log of inspections. Similar to a field log. Inspections are recorded and stored in the CRW software system.

P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion Administrative Decision: Maintain daily inspection logs permanently to track progress of projects on a property. 09-01-07 Weekly Permits Issued Reports CY+5 State of California Guidelines; Current year plus 5 years for building activity logs
09-01-08 New Address / Address Change Letters Includes electronic copies P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
09-01-09 Certificates of Occupancy Certificate pertains to the business, not building. Certificates are recorded and stored in the CRW software system.

LOB GC 34090(a); Real property records, maintain
State of California Guidelines; Life of building
Administrative Decision: Maintain certificates of
occupancy for the life of the associated business, since the certificate depends upon the business operations.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months TM Trademarked proprietary work product of Records Control Services, Inc. 1999. All rights reserved. REV: 2/20/2025 111
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10 PUBLIC WORKS ENGINEERING FUNCTION
Legend:

Series Code Series Name Description of Documents, As Needed Special Attributes
Total Required Retention Legal Basis for Minimum Required Retention 10-01-00 Engineering Administration
10-01-01 Grants Applications & Agreements AFP+5 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years.

State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
10-01-02 Street Files Includes street addresses and work completed, correspondence and general information on the address.

CY+2 GC 34090; 2 year minimum requirement
10-02-00 Design/Project Planning
10-02-01 Design Consultant Contract Documents AC+10 CCP 337.15; 10 years State of California Guidelines; 10 years after completion for capital improvement projects.
10-02-02 Other Agencies / Permits AC+10 CCP 337.15; 10 years State of California Guidelines; 10 years after completion for capital improvement projects.
10-02-03 Communications AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement projects.
10-02-04 Submittals AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement projects.
10-02-05 Construction Design Management AC+10 CCP 337.15; 10 years State of California Guidelines; 10 years after completion for capital improvement projects.
10-02-06 Financial AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement projects.
10-03-00 Capital Improvement Projects
10-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

CY+2, AR GC 34090; 2 year minimum requirement
Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-03-02 Project Planning Documents Includes planning documents, planning consultant contracts, studies, resolutions, staff reports and other initial project related documents.

P State of California Guidelines; Permanent for capital improvements
10-03-03 Contract Documents Includes bids, proposals, contract, insurance, bonds, special provisions, professional service agreements, notice to
proceed, change orders, notice of completion and plan and specifications.

P State of California Guidelines; Permanent for capital improvements
10-03-04 Other Agencies / Permits Includes utilities, CalTrans, Fish & Game, RWQCB and other agency related documents.

P State of California Guidelines; Permanent for capital improvements
10-03-05 Communications Includes communications to the public, notices, press releases, RFIs, letters, memos, e-mail and meeting notes.

AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement projects.

Approved by City Council on November 24, 2020 via
Resolution 2020-101
112
City of Belmont
UFIRSTTM Index and Records Retention Schedules

Page 59 ends

Belmont City CouncilFebruary 25, 2025

Belmont City Council
February 25, 2025