Agenda packet — Half Moon Bay City Council, February 17, 2026

CITY COUNCIL *AMENDED* AGENDA

CITY COUNCIL REGULAR MEETING

CITY OF HALF MOON BAY
TUESDAY, FEBRUARY 17, 2026
7:00 PM
ADCOCK COMMUNITY CENTER Debbie Ruddock , Mayor
535 KELLY AVENUE Deborah Penrose, Vice Mayor
HALF MOON BAY, CA 94019 Robert Brownstone, Councilmember Patric Jonsson, Councilmember
Paul Nagengast, Councilmember
This agenda contains a brief description of each item to be considered. Those wishing to address the City Council on any matter not listed on the agenda, but within the jurisdiction of the City Council to resolve, may come forward to the podium during the Public Forum portion of the agenda and will have a maximum of three minutes to discuss their item. Comments on Consent Calendar items should be made during the Public Forum section of the agenda. Those wishing to speak on a Business or Public Hearing matter will be called forward at the appropriate time during that item’s consideration.

Please Note: Anyone wishing to present materials to the City Council, please submit seven copies to the City Clerk.

Copies of written documentation relating to each item of business on the agenda are on file in the Office of the City Clerk at City Hall where they are available for public inspection. If requested, the agenda shall be available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132.) Information may be obtained by calling 650-726-8271.

In compliance with the Americans with Disabilities Act, special assistance for participation in this meeting can be obtained by contacting the City Clerk’s Office at 650-726-8271. A 48-hour notification will enable the City to make reasonable accommodations to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title II).
http://halfmoonbay.gov

HYBRID MEETING PARTICIPATION PROTOCOLS
This meeting will be held in-person and via Zoom for public participation. Remote participation is provided as a supplemental way to provide public comment, but this method does not always work.

The public is encouraged to attend in person to ensure full participation. Public comments may be 1 made in-person or remotely via Zoom, and interpretation will be available. All Councilmembers and staff will participate in person. During any public comment portions, attendees may use the “raise your hand” feature and will be called upon and unmuted when it is their turn to speak. The meeting will also be streamed on Channel 27, on pacificcoast.tv, and on the City website at https://www.halfmoonbay.gov/315/City-Council-Agendas. Please click to join the webinar:
https://us06web.zoom.us/j/87674804231 or join by phone at 669-900-9128, using Webinar ID 876- 7480-4231. If joining by phone, use *9 to raise your hand, *6 to mute and unmute.

1. ROLL CALL / PLEDGE OF ALLEGIANCE

2. APPROVAL OF AGENDA

3. PROCLAMATIONS AND PRESENTATIONS

4. MAYOR'S ANNOUNCEMENTS OF COMMUNITY ACTIVITIES AND COMMUNITY SERVICE

5. REPORT OUT FROM RECENT CLOSED SESSION MEETINGS

6. CITY MANAGER UPDATES TO COUNCIL

6.A FRENCHMAN'S CREEK PARK UPDATE

7. PUBLIC FORUM

8. CONSENT CALENDAR

8.A WAIVE READING OF RESOLUTIONS AND ORDINANCES

8.B APPROVE MINUTES OF THE FEBRUARY 1, 2026 SPECIAL MEETING

ATTACHMENT

8.C APPROVE MINUTES OF THE FEBRUARY 3, 2026 SPECIAL MEETING

ATTACHMENT

8.D APPROVE MINUTES OF THE FEBRUARY 3, 2026 REGULAR MEETING

ATTACHMENT

8.E ADOPTION OF UPDATED RECORDS RETENTION SCHEDULE TO ADD A RETENTION

SCHEDULE FOR THE CITY ATTORNEY DEPARTMENT
Staff Recommendation: Adopt a resolution adopting the Records Retention Schedule for the City of Half Moon Bay, adding a retention schedule for the City Attorney Department; and rescinding Resolution No. C-2025-64.
2 STAFF REPORT

ATTACHMENT

8.F RECEIPT OF LEGISLATIVE POSITION LETTER
Staff Recommendation: Receive and file Letter in Support to Assembly Bill 1708

STAFF REPORT

ATTACHMENT

8.G RESOLUTION IDENTIFYING NEGATIVE NOMINATIONS FOR ALL OFFSHORE TRACTS WITHIN

THE CENTRAL AND SOUTHERN CALIFORNIA OUTER CONTINENTAL SHELF PLANNING AREAS Staff Recommendation: Adopt a resolution identifying negative nominations for all offshore tracts within the Central and Southern California Outer Continental Shelf Planning Areas.

STAFF REPORT

ATTACHMENT

8.H ACCEPT WARRANTS FOR THE MONTH OF JANUARY 2026
Staff Recommendation: Accept the warrants list for the month of January 2026.

STAFF REPORT

ATTACHMENT

8.I APPROVE WAVECREST ROAD WATER MAIN PROJECT - PROFESSIONAL SERVICES AGREEMENT, AMENDMENT 01
Staff Recommendation: Adopt a resolution authorizing the City Manager to execute Amendment No. 1 to the professional services agreement with Freyer & Laureta, Inc. for final design and construction support services for the Wavecrest Road Water Main Project (CIP Project No. 9004) in the amount of $60,000.

STAFF REPORT
ATTACHMENT 1
ATTACHMENT 2
3 9. ORDINANCES AND PUBLIC HEARINGS - None

10. RESOLUTIONS AND STAFF REPORTS

10.A DOWNTOWN POLE BANNER PROGRAM
Staff Recommendation: Receive a staff update and by motion, provide guidance on whether to create a banner program.

STAFF REPORT
ATTACHMENT 1
ATTACHMENT 2
ATTACHMENT 3

10.B COMMUNITY SERVICES FINANCIAL ASSISTANCE PROGRAM MIDYEAR UPDATE Staff Recommendation: Receive an update on the FY 2025-26 cycle of the Community Services Financial Assistance (CSFA) grant program and provide direction on the future of the program.

STAFF REPORT
ATTACHMENT 1
ATTACHMENT 2

10.C SISTER CITY COMMEMORATIVE GARDEN PROJECT
Staff Recommendation: Adopt a resolution authorizing the City Manager to develop and execute a Memorandum of Understanding with the Half Moon Bay - Kariwa Sister City Association to implement the Sister City Commemorative Garden at the Half Moon Bay Library; and finding the project exempt pursuant to Title 14 CA Code Regs section 15304 (“CEQA Guidelines”) as a Class 4 categorical exemption- Minor Alteration to Land.

STAFF REPORT

ATTACHMENT

10.D FOLLOW UP UPDATE ON RESIDENTIAL RENTAL PROGRAMS AND PROGRAM

ALTERNATIVES
Staff Recommendation: Receive a continuation of the update on the City’s Residential Rental Programs and provide policy direction on potential program alternatives. 4 STAFF REPORT

ATTACHMENT

11. COMMISSION / COMMITTEE UPDATES

12. FOR FUTURE DISCUSSION / POSSIBLE AGENDA ITEMS

13. CITY COUNCIL REPORTS

14. ADJOURNMENT
5 MINUTES

CITY OF HALF MOON BAY CITY COUNCIL
SUNDAY, FEBRUARY 1, 2026

SPECIAL MEETING
ADCOCK COMMUNITY CENTER, 535 KELLY AVENUE

1. CONVENE SPECIAL MEETING / ROLL CALL
Mayor Ruddock called the Special Meeting to order at 2:06 p.m.

PRESENT: Councilmembers Brownstone, Jonsson, Nagengast, Vice Mayor Penrose and Mayor Ruddock

2. CITY COUNCIL LISTENING SESSION
The following individuals addressed the City Council:
• Maria Lourdes Durante
• David Eblovi
• Marlen
• Matthew Dupree
• Patty Ramirez
• Nancy Fontana
• Maria Lourdes Durante
• Chad Hooker
• Belinda Vargas
• Carolina Carbajal
• Maria Lourdes Durante

3. ADJOURN SPECIAL MEETING
Mayor Ruddock adjourned the Special Meeting at 2:53 p.m. 6 February 1, 2026
City Council Special Meeting Minutes

Page 2 of 2 ends

Respectfully Submitted:

Maggie Rodriguez, Interim City Clerk
*Approved by the City Council at the _________Regular Meeting. 7 MINUTES

CITY OF HALF MOON BAY CITY COUNCIL
TUESDAY, FEBRUARY 3, 2026

SPECIAL MEETING
ADCOCK COMMUNITY CENTER, 535 KELLY AVENUE

1. CONVENE SPECIAL MEETING / ROLL CALL
Mayor Ruddock called the Special Meeting to order at 6:00 p.m.

2. OPEN SESSION IDENTIFICATION OF CLOSED SESSION ITEMS

3. PUBLIC COMMENT ON CLOSED SESSION ITEMS

4. CLOSED SESSION

4.A CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2) and (e)(5):
(One potential case)

4.B PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Govt. Code section 54957) Performance evaluation of City Manager Matthew Chidester; Criteria for Performance Evaluation and Consideration of Process for Performance Evaluation

5. ADJOURN SPECIAL MEETING
Mayor Ruddock adjourned the Special Meeting at approximately 6:46 p.m.

Respectfully Submitted:

Maggie Rodriguez, Interim City Clerk
Approved by the City Council at the _______Regular meeting. 8 MINUTES

CITY OF HALF MOON BAY CITY COUNCIL
TUESDAY, FEBRUARY 3, 2026
ADCOCK COMMUNITY CENTER, 535 KELLY AVENUE

1. ROLL CALL / PLEDGE OF ALLEGIANCE
Mayor Ruddock called the Regular Meeting to order at 7:02 p.m. and led the pledge of allegiance.

Planning Analyst Jett called the Roll Call.

PRESENT: Councilmembers Brownstone, Jonsson, Nagengast, Vice Mayor Penrose and Mayor Ruddock

2. APPROVAL OF AGENDA
MOTION
Vice Mayor Penrose moved and Councilmember Nagengast seconded a motion to approve the agenda. The motion carried by unanimous vote.

3. PROCLAMATIONS AND PRESENTATIONS

3.A SAN FRANCISCO PENINSULA TOURISM MARKETING DISTRICT PRESENTATION John Hutar, CEO, San Francisco Peninsula Tourism Marketing District, introduced board members, presented its tourism marketing plan and announced upcoming events.

4. MAYOR'S ANNOUNCEMENTS OF COMMUNITY ACTIVITIES AND COMMUNITY SERVICE – None.

5. REPORT OUT FROM RECENT CLOSED SESSION MEETINGS
Interim City Attorney Bazzano reported the Council met in Closed Session. No reportable action was taken.

6. CITY MANAGER UPDATES TO COUNCIL
City Manager Chidester provided several updates to the City Council:
9 February 3, 2026
City Council Minutes

Page 2 of 5 ends

6.A DOORDASH PILOT PROGRAM “DASHLOOP”
Interim Public Works Director Seeley discussed the DoorDash DashLoop pilot program, available in select Coastside restaurants.

Community Development Director Lacko provided an update on the City’s Housing Element certification, noting that it has been conditionally approved by the State Housing Community Development, pending certain zoning updates.

City Manager Chidester updated the Council on automated license plate readers, upcoming filming of a motion picture on the Coastside and that comments are still be held following two Council Listening Sessions.

The following individuals addressed the City Council:
•Harvey Rarback

7. PUBLIC FORUM
The following individuals addressed the Council:
•Carolina Carbajal
•Rocio Avila Garcia
• Joaquin Jimenez
• Lizzette Solis
•Barry Hathaway

8. CONSENT CALENDAR
Councilmembers Nagengast requested removal of Consent Calendar items 8.E and 8.F for separate discussion.

MOTION
Vice Mayor Penrose moved and Councilmember Brownstone seconded a motion to approve Consent Calendar items 8.A, through 8.G with the exception of items 8.E. and 8.F. The motion carried by unanimous vote.

8.A WAIVE READING OF RESOLUTIONS AND ORDINANCES

8.B APPROVE MINUTES OF THE JANUARY 20, 2026 SPECIAL MEETING

8.C APPROVE MINUTES OF THE JANUARY 20, 2026 REGULAR MEETING

8.D APPROVE MINUTES OF THE JANUARY 29, 2026 SPECIAL MEETING 10 February 3, 2026
City Council Minutes

Page 3 of 5 ends

8.G APPROVE RESOLUTION 2026-06, AMENDMENT TO RETAINER FOR LEGAL SERVICES WITH SHUTE, MIHALY, & WEINBERGER, LLP, EFFECTIVE, JANUARY 1, 2026, FOR

CONTINUATION OF LITIGATION SERVICES AND TRANSITION SERVICES

8.E APPROVE CERTAIN PAST CITY COUNCIL REGULAR AND SPECIAL MEETING MINUTES MOTION
Vice Mayor Penrose moved and Councilmember Brownstone seconded a motion to approve Certain Past City Council Regular and Special Meeting Minutes as follows:

November 5, 2019 Special and Regular Meetings, August 18, 2020 Regular Meeting, September 1, 2020 Special Meeting, September 15, 2020 Regular Meeting, September 29, 2020 Special Meeting, October 6, 2020 Special Meeting, November 17, 2020 Regular and Special Meetings, November 19, 2020 Special Meeting, December 1, 2020 Regular and Special Meetings, and December 15, 2020 Special Meeting.

The motion passed 3-0-2, with Councilmembers Nagengast and Jonsson abstaining.

8.F APPROVE AGREEMENT WITH THE COUNTY OF SAN MATEO FOR 911 DISPATCH SERVICES Councilmembers discussed the item. Mayor Ruddock invited public comment. None was received.

MOTION
Councilmember Nagengast moved and Councilmember Brownstone seconded a motion to approve Resolution 2026-07, Approving an Agreement with the County of San Mateo For 911 Dispatch Services. The motion carried unanimously.

9. ORDINANCES AND PUBLIC HEARINGS – None.

10. RESOLUTIONS AND STAFF REPORTS

10.A ARCHITECTURAL ADVISORY COMMITTEE APPOINTMENTS
City Manager Chidester and Interim City Attorney Bazzano presented the item.

MOTION
Mayor Ruddock moved and Councilmember Brownstone seconded a motion to fill three seats on the Architectural Advisory Committee, as follows:
• Reappoint Linda Poncini, Architect position, to a four-year term ending 12/31/2030; 11 February 3, 2026
City Council Minutes

Page 4 of 5 ends

• Reappoint Chad Hooker, At-Large position, to a four-year term ending 12/31/2030; and • Reappoint Steve Kikuchi, Landscape Architect position, to a two-year term ending 12/31/2028.

The motion carried by unanimous vote.

10.B DISCUSSION ON EXTENDING HEALTH BENEFITS ELIGIBILITY TO ELECTED OFFICIALS Interim Administrative Services Director Stiles presented the staff report. Councilmembers discussed the issue and asked questions. Mayor Ruddock recommended postponing the matter until labor negotiations conclude and the City can review stipend practices in other municipalities.

10.C APPROVE AGREEMENT WITH MATRIX CONSULTING GROUP, TO CONDUCT AN

ORGANIZATIONAL AND STAFFING ASSESSMENT
City Manager Chidester presented the staff report and introduced the Matrix Consultant. Richard Brady. City Council members asked questions.

MOTION
Mayor Ruddock moved and Councilmember Brownstone seconded a motion to adopt Resolution 2026-08, Authorizing the City Manager to execute a professional services agreement with Matrix Consulting Group, to conduct an organizational and staffing assessment, for a term ending no later than June 30, 2026, at a cost not-to-exceed $66,500. The motion carried by unanimous vote.

11. COMMISSION / COMMITTEE UPDATES
City Manager Chidester updated the Council on Planning and Parks & Recreation commission issues.

12. FOR FUTURE DISCUSSION / POSSIBLE AGENDA ITEMS
Vice Mayor Penrose suggested keeping e-bikes on the list of possible future agenda items.

Mayor Ruddock recommended a discussion on a policy on how staff might respond in the event of U.S. Immigration and Customs Enforcement at City Hall.

13. CITY COUNCIL REPORTS
Councilmember Nagengast reported on several League of California Cities meetings he attended recently.

Councilmember Jonsson announced an upcoming Peninsula Clean Energy discussion on battery backups. 12 February 3, 2026
City Council Minutes

Page 5 of 5 ends

Mayor Ruddock reported on the Sewer Authority Mid-Coastside (SAM) meetings, e‑bike discussions, discussed OneShoreline activities and added that Congressman Liccardo may fund battery‑backup and signal‑timing projects.

14. ADJOURNMENT
Mayor Ruddock adjourned the meeting at 9:16 p.m.

Respectfully Submitted:

Maggie Rodriguez, Interim City Clerk
Approved by the City Council at the ____Regular meeting. 13 BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT
For meeting of: February 17, 2026
TO: Honorable Mayor and City Council
VIA: Matthew Chidester, City Manager
FROM: Maggie Rodriguez, Interim City Clerk
TITLE: ADOPTION OF UPDATED RECORDS RETENTION SCHEDULE TO ADD A

RETENTION SCHEDULE FOR THE CITY ATTORNEY DEPARTMENT
______________________________________________________________________________ RECOMMENDATION:

Adopt a resolution adopting the Records Retention Schedule for the City of Half Moon Bay, adding a retention schedule for the City Attorney Department; and rescinding Resolution No. C2025-64.

FISCAL IMPACT:

There is no cost to the City associated with this action.

STRATEGIC ELEMENT:

This update supports the Inclusive Governance Element of the Strategic Plan.

BACKGROUND:

Following adoption of a comprehensive Records Retention Schedule in 2016, the City has followed a variety of legal updates to records retention laws in the state of California. Various updates will be necessary over time to ensure the City’s own policies are up to standard with the Government Code.

DISCUSSION:

The proposed updated retention periods are in compliance with all laws and are standard business practice for California cities.

The retention schedule provides clear, specific records descriptions and retention periods, and apply current law and technology to the management of Half Moon Bay’s records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Half Moon Bay will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and operational efficiencies.
14 It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, which is provided for in Section 2 of the proposed resolution.

It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council. However, staff presented a more conservative approach when the original schedules were adopted, authorizing only minor updates. Section 3 allows for: “Minor updates including change in department or division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and/or what is scanned. Changes in the total retention and/or adding new records series must be presented to the City Council prior to taking effect.” It was recently discovered that there was no retention policy for the City Attorney Department.

As such, a new schedule is being proposed, as follows:

New Items:

City Attorney:

CA – 1 – Retention Schedule for City Attorney’s Office
Adopting this schedule will allow the City Attorney Department to manage records for that Department in a manner that is consistent with the City’s retention policy.

ATTACHMENT:

Resolution adopting the updated Records Retention Schedule (Exhibit A) for the City of Half Moon Bay
15 RESOLUTION NO. 2026-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY, CALIFORNIA,

ADOPTING A RECORDS RETENTION SCHEDULE, ADDING A RETENTION SCHEDULE FOR THE CITY ATTORNEY DEPARTMENT AND RESCINDING RESOLUTION NO. C-2025-64 WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period for the effective and efficient operation of the government of the City of Half Moon Bay; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the State of California has adopted guidelines for retention periods for various government records; and
WHEREAS, the City Council of the City of Half Moon Bay adopted Resolution 2016-51 adopting an updated records retention schedule on June 21, 2016; and WHEREAS, the City Council of the City of Half Moon Bay adopted Resolution 2022-84 adopting an updated records retention schedule on August 16, 2022; and WHEREAS, the City Council of the City of Half Moon Bay adopted Resolution 2025-64, adopting an updated records retention schedule on September 16, 2025.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HALF MOON BAY DOES HEREBY RESOLVE AS FOLLOWS:

Section 1. Resolution No. 2025-64 is hereby rescinded.

Section 2. The records of the City of Half Moon Bay, as set forth in the Records Retention Schedule (Exhibit A), including a new retention schedule for the City Attorney Department (CA-1-Retention Schedule for City Attorney Department), attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council of the City of Half Moon Bay.

Section 3. With the consent of the City Clerk, City Manager, and City Attorney, minor updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates include changes in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer 16 applicable, and/or what is scanned. Changes in the Total Retention and/or adding new records series must be presented to the City Council of the City of Half Moon Bay prior to taking affect.

Section 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act.

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

Section 6. This resolution shall become effective immediately upon its passage and adoption.
***************************************************************** I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 17th day of February 2026, by the City Council of Half Moon Bay by the following vote:

AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED:
_____________________________ ______________________________ Maggie Rodriguez, Interim City Clerk Debbie Ruddock, Mayor 17 HOW TO USE RETENTION SCHEDULES
©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained.

Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.

The term “records” shall include all records as defined by the California Public Records Act.

STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):

Destruction or deletion of an official (original) record that has exceeded its retention period must be authorized prior to destruction or deletion.
• If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive.

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”
18 RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record.

Records Description: The record series (a group of like records).

Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.

Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.

Vital? = Those records that are needed for basic operations in the event of a disaster.

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.

Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
19 Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ADMINISTRATIVE SERVICES
Admin.

Services AS-001 Community Events / Leadership Events (National Night Out, Youth Summit, etc.) Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin.

Services AS-002 Disaster Preparedness Drill and Exercises When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (preliminary drafts not
retained in the ordinary course of business);
GC §34090
Admin.

Services AS-003 Disaster Preparedness Plans / Emergency Response Plans When
Superseded,
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin.

Services AS-004 EOC Activations (Real) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/21/2016 20 Ver. 5.0 RECORDS RETENTION SCHEDULE: BUILDING AND SAFETY Page BL-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

BUILDING AND SAFETY
Building &
Safety BLDG-001 Address Assignments P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Building &
Safety BLDG-002 Address Files / Building Permits P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statewide guidelines propose permanent;
GC §34090, CBC §104.7, H&S §19850
Building &
Safety BLDG-003 Building Permit Database P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - (required for Life
of the Building) - Data is interrelated; CBC
§§ 1.8.4.3.1, 104.7, and 107.5 GC §34090,
H&S §19850
Building &
Safety BLDG-004 Building Plans - Cancelled or Withdrawn When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Preliminary drafts
not retained in the ordinary course of
business; CBC §§ 1.8.4.3.1, 104.7 and
107.5; H&S§19850, GC §34090
Building &
Safety BLDG-005
Building Plans and Construction Documents -
Finalled - SINGLE FAMILY RESIDENTIAL -
SFR and APPURTENANCES -

OTHER THAN SITE PLANS
180 days Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Law does not require plans to be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story with
bearing walls less than 25'; CBC requires
180 days from completion date; CBC §§

1.8.4.3.1, 104.7 & 107.5, H&S§19850, GC
§34090
Building &
Safety BLDG-006
Building Plans and Construction Documents -
Finalled - SINGLE FAMILY RESIDENTIAL -
SFR and APPURTENANCES -

SITE PLANS ONLY
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Law does not require plans to be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story with
bearing walls less than 25'; CBC requires
180 days from completion date; CBC §§

1.8.4.3.1, 104.7 & 107.5, H&S§19850, GC
§34090
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 21 Ver. 5.0 RECORDS RETENTION SCHEDULE: BUILDING AND SAFETY Page BL-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Building &
Safety BLDG-007
Building Plans and Construction Documents -
Finalled - INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS, PLACES OF

PUBLIC ACCOMMODATION, TENANT

IMPROVEMENTS
(includes commercial structural plans,
Hazardous Materials Questionnaire, etc.)
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; Statewide
guidelines propose 2 years for blueprints &
specifications; CBC §§ 1.8.4.3.1, 104.7 &
107.5, H&S§19850, GC §34090
Building &
Safety BLDG-008 Certificates of Occupancy P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Building &
Safety BLDG-009
Construction Notices / Inspection Notices
(correction notices, compliance orders, stop
work notices, etc.)
Until Cleared
or Project
Completion
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary Drafts; GC §34090 Building &
Safety BLDG-010 Reports: Building Activity Minimum 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Building &
Safety BLDG-011 Requests and Permissions to Receive Copies of Plans (to and from Architects) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Building &
Safety BLDG-012 Uniform Building Codes / California Building Codes When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §50022.6
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 22 Ver. 1.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY ATTORNEY
City Attorney CA-001 Case Management Database / Legal Advice Database
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-002 Advice Files / Legal Advice provided to the City Minimum 5 years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (confidential); GC
§34090
City Attorney CA-003 City Attorney Opinions P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference (confidential); GC
§34090
City Attorney CA-004 City Council Executive Session / Closed Session Items
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (confidential); GC
§34090
City Attorney CA-005
City Prosecutor Case Files
(Complaints, Correspondence, Booking Sheets,
Restitution, Letters, Subpoenas, Warrants, etc.)
Close + 60
days
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-Records (the Court is the Office of
Record); GC §34090
City Attorney CA-006
Lawsuits / Litigation / Civil Litigation - Historical
Cases
Settlement Agreements, Historically Significant
Records
P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference for historical purposes;
CCP §§ 337 et seq.; GC §§ 911.2, 34090,
34090.6; PC §832.5(b)
City Attorney CA-007 Lawsuits / Litigation / Civil Litigation - Routine Cases
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers various statute
of limitations; CCP §§ 337 et seq.; GC §§ 911.2,
34090, 34090.6; PC §832.5(b)
City Attorney CA-008
Lawsuits / Litigation / Civil Litigation - Routine
Cases
Settlement Agreements
P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers various statute
of limitations; CCP §§ 337 et seq.; GC §§ 911.2,
34090, 34090.6; PC §832.5(b)
HALF MOON BAY, CA. ©1998 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
23 Ver. 8.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY CLERK
Lead Dept. CC-001
Affidavits of Publications / Affidavits of
Posting Notices / Legal Advertising /
Notices / Proofs of Publications / Public
Hearing Notices
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Brown Act challenges must be filed within 30
or 90 days of action; Statute of Limitations on
Municipal Government actions is 3 - 6
months; CCP §§337 et seq, 349.4; GC
§§34090, 54960.1(c)(1)
City Clerk CC-002 Agenda Packets: City Council P
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 2
years
Department preference; GC §34090
City Clerk CC-003
Agreements / Contracts - ALL
(INFRASTRUCTURE, OR IF IMAGED,
JPAs, MOUs)
Agreement or Contract includes all
contractual obligations (e.g.

Specifications / Successful Proposal /
Scope of Work)
Examples of Infrastructure: Architects,
Buildings, bridges, covenants,
development, environmental, Joint
Powers, MOUs, park improvements,
property and property restrictions,
redevelopment, reservoirs, sewers,
sidewalks, street and alley
improvements, settlement, subdivisions,
utilities, water, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Upon
Completion
Department Preference; All infrastructure
contracts should be permanent for
emergency preparedness; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions; land records are permanent by
law; CCP §337 et. seq., GC §34090;
Contractor has retention requirements in 48
CFR 4.703
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 24 Ver. 8.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-004
Agreements / Contracts - ALL (NONINFRASTRUCTURE, Professional Services Agreements - NOT IMAGED)
Agreement or Contract includes all
contractual obligations (e.g.

Specifications / Successful Proposal /
Scope of Work)
Examples of Non-Infrastructure:

Consultants, Franchises, Landscaping,
Painting, Slurry Seals (Paving), Tree
Trimming, Leases, Personnel,
Professional Services, etc.

Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions; land records are permanent by
law; CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention
requirements in 48 CFR 4.703(a)
City Clerk CC-005 Annexations P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD No Department Preference; GC §34090 City Clerk CC-006 Assessment District Formation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD No Department Preference; GC §34090 City Clerk CC-007 Board and Commission / Committee
Rosters (Maddy Act) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-008
Board and Commission Recruitments:

Applications, correspondence, notices,
etc.
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-009 Deeds P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD No GC §34090
City Clerk CC-010
Campaign Filings (FPPC 400 Series
Forms and Form 501): SUCCESSFUL
CANDIDATES (Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years
Paper must be retained for at least 2 years;
GC §81009(b) and (g)
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 25 Ver. 8.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-011
Campaign Filings (FPPC 400 Series
Forms and Form 501):

UNSUCCESSFUL CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; Paper must be
retained for at least 2 years; GC §81009(b)
and (g)
City Clerk CC-012
Campaign Filings (FPPC 400 Series
Forms): THOSE NOT REQUIRED TO

FILE ORIGINAL WITH CITY CLERK
(copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Paper must be retained for at least 2 years;
GC §81009(b) and (g)
City Clerk CC-013
Campaign Filings (FPPC 400 Series
Forms): OTHER COMMITTEES (PACS -
not candidate-controlled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Paper must be retained for at least 2 years;
GC §81009(c) and (g)
City Clerk CC-014 Certificates of Election P
Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years Department preference; GC §34090 City Clerk CC-015 City Clerk's Filing System Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Clerk &
Public Works
/ Engineering
CC-016 Deeds, Easements, Liens, Rights of Way P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No
Department preference; Finals are
maintained by City Clerk; Department file
may include correspondence; GC §34090 et
seq.

City Clerk CC-017
Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-018
Elections - CANDIDATE FILE -

SUCCESSFUL CANDIDATES
(Nomination Papers, Candidate
Statement, Form 700, etc.)
8 years Mag, Mfr,
OD, Ppr
Department Preference; Statewide guidelines
proposes 4 years for successful candidates,
2 years for unsuccessful; CA law states term
of office and 4 years after the expiration of
term and does not delineate between the two;
EC §17100
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 26 Ver. 8.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-019
Elections - CANDIDATE FILE -

UNSUCCESSFUL CANDIDATES
(Nomination Papers, Candidate
Statement, Form 700, etc.)
5 years Mag, Mfr,
OD, Ppr
Department Preference; Statewide guidelines
proposes 4 years for successful candidates,
2 years for unsuccessful; CA law states term
of office and 4 years after the expiration of
term and does not delineate between the two;
EC §17100
City Clerk CC-020
Elections - GENERAL, WORKING or
ADMINISTRATION Files
(Correspondence, Precinct Maps,
County Election Services, Candidate
Statements to be printed in the Sample
Ballot, etc.)
2 years Mag, Ppr GC §34090
City Clerk CC-021 Elections - HISTORY Files (Sample
Ballot, Results) P
Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Department preference; GC §34090
City Clerk CC-022.1 Elections - Petitions (Initiative, Recall / Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year after
petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk CC-022.2 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC
§§17200(b)(3), 17400
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 27 Ver. 8.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-022 Elections - Petitions (Initiative, Recall or Referendum)
Results + 8
months, or
Final
Examination
if No Election
+ 1 year after
petition
examination if
petition is
insufficient
8 mo.

Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk CC-023
Ethics Training Certificates / Sexual
Harassment Prevention Training
Certificates
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §53235.2(b); GC §53237.2(b) City Clerk CC-024 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC
Must post on website; FPPC Opinion; 2 CCR
18944(c)(3)(G)
City Manager CC-025 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Should post on website for 4 years; GC
§81009(e)
City Clerk CC-026 FPPC Form 803 (Behested Payment
Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC GC §81009e City Clerk CC-027 FPPC Form 804 (Agency Report of New
Positions) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC FPPC Regulation 18734(c); GC §81009e City Clerk CC-028 FPPC Form 805 (Agency Report of
Consultants) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC FPPC Regulation 18734(c); GC §81009e City Clerk CC-029 FPPC Form 806 (Agency Report of
Public Official Appointments) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; 2 CCR 18702.5(b)(3);
18705.5; GC §34090; GC §81009(e)
City Clerk CC-043 Grand Jury Responses 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 28 Ver. 8.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-030
Historical Records, Photographs, and
Historical Projects (e.g. Incorporation,
City Seal, Awards of significant historical
interest, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD No
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
City Clerk CC-031 Index to Records Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department Preference; GC §34090 City Clerk CC-032
COIs / Certificate of Insurance /
Insurance Certificates - that can't be
matched to an agreement or contract but
vendor may be doing business with the
City
11 years Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference (most certificates are
filed with the Agreement or Contract); GC
§34090
City Clerk CC-033 Minutes: City Council P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD No
Transfer minutes to Placer County Archives
once they are 50 yrs old (for safe controlled
environmental keeping); GC §34090
City Clerk CC-034 Municipal Code Administration,
Distribution, etc.

When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts not retained in the ordinary
course of business; GC §34090
City Clerk CC-035
Oath of Office / City Council Responsible
Practices Affirmation: City Council,
Planning Commission, Employees
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 City Clerk CC-036 Ordinances P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD No GC §34090
City Clerk CC-037
Public Records Requests / Request for
Records / Subpoenas (Records / Duces
Tecum)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-038 Recordings - AUDIO RECORDINGS of
City Council Meetings / Audio Tapes 2 years Mag, OD Department Preference; State law only requires for 30 days; GC §54953.5(b)
City Clerk CC-039 Recordings VIDEO RECORDINGS of
City Council Meetings / Video Tapes
Minimum 10
years
Mag, OD
Department preference; Video recording of
meetings are only required for 90 days; GC
§§34090.7, 34090
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 29 Ver. 8.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-040 Records Destruction Authorization
Forms P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-041
Records Retention Schedules /
Amendments to Records Retention
Schedules
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD No GC §34090 et. seq.

City Clerk CC-044
Redistricting Web Page / District
Boundary Web Page (Map, Redistricting
Process, Agendas, Calendars, Notice,
etc.)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD EC §21160(i) GC §34090 City Clerk CC-042 Resolutions: City Council P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD No GC §34090
City Clerk CC-045
Secretary of State Statement of Facts /
Registry of Public Agencies
(Required of all Public Agencies
whenever the Chair changes)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 30 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged
and QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY MANAGER
City
Manager CM-001 City Council Correspondence Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City
Manager CM-002
City Manager Correspondence (Interoffice,
Citizens, Legislative Positions, Organizations,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City
Manager CM-003 Department Files Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City
Manager CM-004 Lease Agreements: City-owned property leased to others Completion
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets municipal
government auditing standards & Statute of
Limitations); GC §34090; CCP §337
City
Manager CM-005
Projects, Programs, Subject and Issues /
Economic Development (Issues and/or projects
will vary over time - e.g. Hotels, Cable TV,
Developments, etc.)
Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City
Manager CM-006 Speech Notes / PowerPoint Presentations
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Notes, drafts, or preliminary documents; GC
§34090 et seq.

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/21/2016 31 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-1
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
and
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-003
Affidavits of Publications / Public Hearing
Notices / Legal Advertising / Affidavits of
Posting
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Brown Act challenges must be filed within 30 or
90 days of action; Statute of Limitations on
Municipal Government actions is 3 - 6 months;
CCP §§337 et seq, 349.4; GC §§34090,
54960.1(c)(1)
Lead Dept.
(Managing the
Agreement /
Contract)
Agreements / Contracts:

ADMINISTRATIVE FILES
(Correspondence, Project Administration,
Project Schedules, Certified Payrolls,
Insurance Certificates, Invoices, Logs,
RFP, etc.)
Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
Upon
Completio
n
Covers E&O Statute of Limitations (insurance
certificates are filed with agreement); Published
Audit Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years; CCP
§337 et. seq., GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
Agreements / Contracts:

ADMINISTRATIVE FILES (with Grant
Funding)
(Correspondence, Project Administration,
Project Schedules, Certified Payrolls,
Insurance Certificates, Invoices, Logs,
RFP, etc.)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
Upon
Completio
n
Some Grant Funding Agencies require audits;
Meets auditing standards; Grants covered by a
Consolidated Action Plan are required for 5
years; Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report or final payment of grantee
or subgrantee; statewide guidelines propose 4
years; 2 CFR 200.334; 7 CFR 3016.42; 21 CFR
1403.36 & 1403.42(b); 24 CFR 85.42,

91.105(h), 92.505, & 570.502(a), 28 CFR

66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR

13.42; 45 CFR 92.42; OMB Circular A-133; GC
§34090, GC §8546.7
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 32 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-2
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept.
(Managing the
Agreement /
Contract)
CW-008
Agreements / Contracts:

UNSUCCESSFUL BIDS, PROPOSALS
or RESPONSES to RFPs (Request for
Proposals) / RFQs (Request for
Qualifications) that don't result in a
contract
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
The RFP / RFQ and the successful proposal
becomes part of the agreement or contract; GC
§34090
Lead Dept. CW-064
Assessment District Ballots, Protest
Letters, and Envelopes - Prop. 218
proceedings
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2), 53755(d) Staffing Dept. CW-011
Boards and Committees: Recordings -
AUDIO RECORDINGS of Meetings /
Audio Tapes
2 years Tape (Mag) City preference; State law only requires for 30 days; GC §54953.5(b)
Staffing Dept. CW-012
Boards, Commissions, and Committees:

City Council Subcommittees
(Composed solely of less than a quorum
of the City Council)
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All recommendations are presented to the City
Council; GC §34090 et seq.

CW-013
Boards, Commissions, and Committees:

External Organizations
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records
Staffing Dept. CW-014
Boards, Commissions, and Committees:

Residents Advisory Bodies Formed by

CITY COUNCIL
AGENDAS, AGENDA PACKETS.

Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Brown Act challenges must be filed within 30 or
90 days of action; GC §§34090, 54960.1(c)(1)
Lead Dept. CW-051 City Attorney Opinions Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD City preference; GC §34090 HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 33 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-3
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-021
Committees Internal - Attended by
employees: All Records
(e.g. Evaluation Committee, Records
Management Committee, In-House Task
Forces, etc.)
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead
(Responding)
Dept.

CW-023 Complaints / Concerns from Citizens Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years; Claims
must be filed in 6 months; CCP §§338 et seq.,
340 et seq., 342, GC §§945.6, GC §34090
Lead Dept. CW-025 Copies / duplicates of any record
Copies -
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-026
Correspondence - ROUTINE
(IF CONTENT relates in a
SUBSTANTIVE way to the conduct of
the public's business)
(e.g. Administrative Files, Chronological,
e-mail, email with SUBSTANTIVE content
General Files, Letters, Memorandums,
Reading File, Working Files, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
IF the Content relates in a substantive
way to the conduct of the public's
business
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
ONLY IF the Content relates in a substantive
way to the conduct of the public's business; City
of San Jose v. Superior Court (2017) 2 Cal.5th
608; GC §34090
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 34 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-4
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-027
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency
and Intraagency Memoranda not retained
in the ordinary course of business
Content NOT Substantive, or NOT
made or retained for the purpose of
preserving the informational content
for future reference
(e.g. calendars, checklists, e-mail / email,
flyers that does not have a material
impact on the conduct of business,
invitations, instant messaging, logs,
mailing lists, meeting room registrations,
staff videoconference chats, notes and
recordings, supply inventories, telephone
messages, text messages, transmittal
letters, thank yous, requests from other
cities, social media, undeliverable
envelopes / retuned mail, visitors logs,
voice mails, etc.)
When No
Longer
Required
Mag, Ppr
Refer to the City's Administrative Policies.

Electronic and paper records are categorized,
filed and retained based upon the CONTENT
of the record. Records where either the
CONTENT relates in a SUBSTANTIVE way to
the conduct of the public's business, or ARE
made or retained for the purpose of preserving
the informational content for future reference
are SAVED by placing them in an electronic
or paper (project) file folder and retained for
the applicable retention period. E-mails that
have a material impact on business are saved
outside the e-mail system by printing them out
and placing them in a file folder, or saving them
electronically; If not mentioned here, consult the
City Attorney to determine if a record is
considered transitory / preliminary drafts. GC
§34090, GC §§7927.500, 7920-530 6252; 64
Ops. Cal. Atty. Gen. 317 (1981)); City of San
Jose v. Superior Court (2017) 2 Cal.5th 608
Lead Dept. CW-029 Drafts and Notes: Drafts that are revised (retain final version)
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
As long as the drafts and notes are not retained
in the "Regular Course of Business". Consult
the City Attorney to determine if a record is
considered a draft. GC §§34090, 7927.500,
7928.705, 7920.530 6252, 6254(a)
Lead Dept. CW-030 Facility Use Applications / Facility Use Permits 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 35 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-5
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-031 GIS Database / Data / Layers (both Citywide and Specialized) When No
Longer
Required
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
The Lead Department should print out historical
documents (or save source data) prior to
replacing the data, if they require the data or
output for historical purposes; Department
Preference (Preliminary documents); GC
§34090 et seq.

Lead Dept.
(Managing the
Grant)
CW-032 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept.
(Managing the
Grant)
CW-033
Grants / CDBG / Reimbursable Claims /
FEMA Claims / OES CLAIMS
(SUCCESSFUL Reports, other records
required to pass the funding agency's
audit, if required)
Applications (successful), grant
agreement, program rules, regulations
and procedures, reports to grant funding
agencies, correspondence, audit records,
completion records
After Funding
Agency Audit,
if required -
Minimum 5
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets auditing standards; Grants covered by a
Consolidated Action Plan are required for 5
years; Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report or final payment of grantee
or subgrantee; statewide guidelines propose 4
years; 2 CFR 200.334; 7 CFR 3016.42; 21 CFR
1403.36 & 1403.42(b); 24 CFR 85.42,

91.105(h), 92.505, & 570.502(a), 28 CFR

66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR

13.42; 45 CFR 92.42; OMB Circular A-133; GC
§34090, GC §8546.7
Lead Dept. CW-036
Material Safety Data Sheet (MSDS) /
Safety Data Sheet (SDS) / Chemical Use
Report Form (or records of the chemical /
substance / agent, where and when it
was used)
30 years Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long as
a record of the chemical / substance / agent,
where & when it was used is maintained for
30 years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR 3204(d)(1)(B)(2
and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 36 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-6
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-039 Newspaper Clippings
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Staffing Dept. CW-040 Notices: Public Hearing Notices and Proofs of Publications 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations on Municipal Government
actions is 3 - 6 months; CCP§337 et seq; GC
§34090
Human
Resources CW-043
Personnel Files (Department-level
Files)
Send all Originals to Human Resources
Send to
Human
Resources
Upon
Separation or
Transfer
Before
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Ensure records kept in Department files comply
with City policy (all originals are sent to Human
Resources); GC §34090.7
Lead Dept. CW-044 Personnel Files (Supervisor's Notes)
After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts; Notes maintained in a
separate folder to be incorporated into
performance evaluation, or to document
progressive discipline; GC §34090 et seq.

Lead Dept. CW-045 Photographs
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Drafts; destroy unnecessary
photographs. GC §§34090
City Clerk CC-053
Public Records Requests / Request for
Records / Subpoenas (Civil / Duces
Tecum)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CW-046 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-047 Real Estate Appraisal Reports: Property
NOT purchased, Loans not funded, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public; Statewide
Guidelines show 2 years; GC §§34090,
7928.705 6254(h)
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 37 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-7
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept.
(Who Ordered
the Appraisal)
CW-048 Real Estate Appraisal Reports:

Purchased Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
inactive
Not accessible to the public until purchase has
been completed; meets grant auditing
requirements; 24 CFR 85.42 & 91.105(h), &
570.502(b); 29 CFR 97.42, GC §34090
CW-050
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Handbooks, Manuals, Plans (if not
provided in the schedule), Standard
Operating Procedures (SOPs), Studies,
Reports (if not provided in the schedule.)
Newsletters, etc.: Produced by
OUTSIDE ORGANIZATIONS (League of
California Cities, Chamber of Commerce,
etc.)
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-Records
Lead Dept. CW-051
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Handbooks, Manuals, Plans (if not
provided in the schedule), Standard
Operating Procedures (SOPs), Studies,
Reports (if not provided in the schedule.)
Newsletters, etc.: Produced by YOUR
Department
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statewide guidelines propose superseded + 2
or 5 years; Department preference; GC §34090
Lead Dept. CW-052
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Handbooks, Manuals, Plans (if not
provided in the schedule), Standard
Operating Procedures (SOPs), Studies,
Reports (if not provided in the schedule.)
Newsletters, etc.: Produced by OTHER
Departments
When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 38 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-8
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-054 Reports, Studies (Historically
significant - e.g., Zoning Studies) P
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
10 years
Administratively and Historically significant,
therefore retained permanently; GC §34090
Lead Dept. CW-055
Reports, Studies (other than
Historically significant reports - e.g.

Annual Reports)
10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Information is outdated after 10 years;
statewide guidelines propose 2 years; If
historically significant, retain permanently; GC
§34090
Lead Dept. CW-057 Special Projects / Subject Files / Issue Files
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Lead Dept. CW-058
Surveys / Questionnaires (that the City
issues).

If a summary of the data is compiled, the
survey forms are considered a draft or
transitory record, and can be destroyed
as drafts (When No Longer Required)
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CW-061
Training Presented by City Staff - ALL

COURSE RECORDS
(Attendance Rosters, Sign-in Sheets,
Outlines and Materials; includes Ethics,
Harassment, Workplace Violence
Prevention, Safety Training, Tailgates)
5 years Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
When
Inactive
Department preference; Ethics, Harassment &
Workplace Violence Training is 5 years;
Statewide guidelines propose 7 years; Calif.

Labor Division is required to keep their OSHA
records 7 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 2 -3 years for personnel actions; 8
CCR §3203 et seq., 29 CFR 1627.3(b)(1ii), LC
§6429(c); GC §§12946, 12960, 34090,
53235.2(b); 53237.2(b); LC §6401.9(f)
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 39 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-9
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-062 Volunteer / Unpaid Intern Applications and Agreements - Successful
Inactive /
Separation +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (Courts treat volunteers
as employees); EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; 29 CFR
1602.31 & 1627.3(b)(1)(i)&(ii), GC §§ 12960,
34090
Lead Dept. CW-063
Volunteer / Unpaid Intern Applications
and Agreements - Unsuccessful or
Pending Applicants
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (Courts treat volunteers
as employees); EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; 29 CFR
1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12960,
34090
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 40 Ver. 4.0 RECORDS RETENTION SCHEDULE: CODE ENFORCEMENT Page CE-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CODE ENFORCEMENT
Code
Enforce. CE-001
Code Enforcement / Abatement Case Files
(Includes appeals and Code Enforcement
Complaint Letters)
Excludes Liens
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Case is open until
satisfactorily resolved (some cases are not
resolved); CFC §104.3.4, GC §34090
Code
Enforce. CE-002
Code Enforcement / Abatement Case Files
(Includes appeals and Code Enforcement
Complaint Letters)
Liens, Release of Liens
P
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 41 Ver. 8.0 RECORDS RETENTION SCHEDULE: ENGINEERING
(Recycling, Sewer Collections)
Page ENG-1
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ENGINEERING
Engineering ENG-001 Aerial Maps P
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
Department Preference; GC §34090
Engineering ENG-002 Benchmarks P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-003 Bonds: Labor and Materials, Performance Bonds
Release of
Bond / Letter
of Credit
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Securities (Performance Bonds, Letters of
Credit, CD's, etc.) are released after the
Notice of Completion is issued and replaced
with the Warranty Bond, which is released 1
year after the Notice of Completion date. GC
§34090
Engineering ENG-004 Bonds: Subdivision Bonds, Letters of Credit Release of
Bond / Letter
of Credit
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Securities (Performance Bonds, Letters of
Credit, CD's, etc.) are released after the
Notice of Completion is issued and replaced
with the Warranty Bond, which is released 1
year after the Notice of Completion date. GC
§34090
Engineering ENG-005
Capital Improvement Projects (CIP):

Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Daily
Inspections, Daily Logs, Project Schedules,
Progress meetings, Punch Lists, Real Estate
Appraisals, RFIs and Responses, etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions
is 10 years; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Statewide guidelines propose termination + 5
years; CCP §337 et. seq., GC §34090
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 42 Ver. 8.0 RECORDS RETENTION SCHEDULE: ENGINEERING
(Recycling, Sewer Collections)
Page ENG-2
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering ENG-006
Capital Improvement Projects (CIP):

Permanent File
Specifications and Addenda, Agreement /
Contract, Successful Proposal, Change
Orders, Geotechnical Studies and Reports,
Operations and Maintenance Manuals (O and
M Manuals,) Materials Testing Reports,
Grading Permits, Hazardous Materials Plans,
Notice of Completion, Photos, Soil Reports,
Studies, Submittals, Surveys, etc.

P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
Complete +
10 years
Department preference; retained for disaster
preparedness purposes; Statewide
guidelines propose Permanent for
Infrastructure plans; GC §34090
Lead Dept. ENG-007
Correspondence - Regulatory Agencies Not
Related to a CIP (State and Federal Agencies
- California Coastal Commission, EPA, Health
Department, etc.)
Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Some
correspondence from Regulatory Agencies
need to be retained for long periods of time;
GC §34090
City Clerk ENG-008
Deeds, Easements, Liens, Rights of Way
Send all originals to the City Clerk
Copies -
When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Finals are maintained by City Clerk;
Department file may include
correspondence; GC §34090 et seq.

Engineering ENG-009 Design and Construction Standards - Adopted by City / Authored by the City P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-010
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Bid" and "AsBuilt"
P Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
Drafts should be destroyed; Some maps are
also retained by Planning; Selected maps
are retained in Public Works for
administrative purposes; GC §34090,
34090.7
Land
Develop. ENG-011
Encroachment Permits: Temporary (Street
Permits, Temporary Construction, Sidewalk
Repairs, Traffic Control, Utility Cuts, Parking
Permits, etc.)
Final /
Completion +
2 years
Yes: Until
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC § 34090
Engineering ENG-012
Encroachments - Permanent
(Permanent structures in the City's Right of
Way)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 43 Ver. 8.0 RECORDS RETENTION SCHEDULE: ENGINEERING
(Recycling, Sewer Collections)
Page ENG-3
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering ENG-013
Engineering Studies / Surveys - Preliminary
Studies / Project Assessments (Not Acquired
or Developed)
Minimum 10
years
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-014
Engineering Studies / Surveys (City Built
Projects in the Public Right of Way / on Cityowned Property) P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering ENG-015 Geotechnical and Soil Reports; Hydrology Reports (Authored on behalf of the City) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Building ENG-016 Plan Checks for Building Permits
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 et seq.

Engineering ENG-017
Private Land Development Projects / Job
Files: Administration File
Construction Inspections, Correspondence,
Photos, etc.

Examples: CUPs, Lot Line Adjustments,
Parcel Maps, Precise Alignment, Specific
Plans, Split Lots, Subdivisions, Tracts,. TPMs,
TSMs
Completion +
10 years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations for Errors & Omissions
is 10 years; Statute of Limitations: Contracts
& Spec's=4 years, Wrongful Death=comp. +
5 years, Developers=comp. + 10 years; CCP
§337 et. seq., GC §34090
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 44 Ver. 8.0 RECORDS RETENTION SCHEDULE: ENGINEERING
(Recycling, Sewer Collections)
Page ENG-4
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering ENG-018
Private Land Development Projects / Job
Files: Permanent Files
Drainage, Driveway, Grading Plans, Rights of
Way, Soil Reports, Stormwater, Private Lab
Verifications, Testing Lab Final Reports, etc.

Dedications, Easements, Abandonments (City
Clerk is OFR)
Examples: CUPs, Lot Line Adjustments,
Parcel Maps, Precise Alignment, Specific
Plans, Split Lots, Subdivisions, Tracts, TPMs,
TSMs
P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department preference; retained for disaster
preparedness purposes; GC §34090
Engineering ENG-019 Site Clearance / Soil Remediation / Mitigation P Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Engineering ENG-020 NPDES / Stormwater Monitoring and
Inspection 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records
required for 3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et seq.

Engineering ENG-021 NPDES / Stormwater Permits Superseded + 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Monitoring records
required for 3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et seq.

Engineering ENG-022 Prop 218 Proceedings (fee increases):

Proceedings, Protest Letters, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2); GC 53755(d) State of
California ENG-023 SWTRS - Statewide Integrated Traffic Records System When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-Records (Sheriff)
Engineering ENG-024 Traffic Committee - ALL Records (Internal Employees) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Engineering ENG-025 Traffic Counts 15 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 45 Ver. 8.0 RECORDS RETENTION SCHEDULE: ENGINEERING
(Recycling, Sewer Collections)
Page ENG-5
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering ENG-026 Traffic Signal Locations P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Drafts should be
destroyed; GC §34090
Engineering ENG-027 Traffic Signal Timing Replaced + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Drafts should be
destroyed; GC §34090
Engineering ENG-028 Traffic Speed Surveys 15 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference (required every 5
years, but can be extended to 7 or 10 years);
GC §34090
Engineering ENG-029 Transportation Master Plans / Traffic Master Plans P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Drafts should be
destroyed; GC §34090
Engineering ENG-030 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; entered into DigAlert
Software the Excavator, Operator and the
Regional Notification Center has the
obligation to retain the notice for 3 years
(required for 3 years); GC §§4216.2(f) &
4216.3(ed), 34090
Engineering ENG-031 Underground Storage Tanks (City-owned) Location, Removal P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (required for the Life
of the Tank); 23 CCR 2712(b); H&S
§25284.24(I; GC §34090
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 46 Ver. 8.0 RECORDS RETENTION SCHEDULE: ENGINEERING
(Recycling, Sewer Collections)
Page ENG-6
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ENGINEERING / RECYCLING
Engineering
/ Recycling ENG-032
Recycling / Solid Waste Management: AB 939
Reports / SB 1383 Compliance (Organic
Waste Collection and Recycling), etc.
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; SB 1383 compliance
is required for 5 years; 14 CCR § 18995.2;
GC §34090
Engineering
/ Recycling ENG-033 Tonnage Reports 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090

ENGINEERING / SEWER COLLECTIONS
Engineering
/ Sewer ENG-034
CCTV Collection Line Inspection Tapes /
Video Inspections / Video Tapes or Digital
Recordings
5 years Mag Department Preference; GC §34090 et seq.

Engineering
/ Sewer ENG-035 Complaints 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Engineering
/ Sewer ENG-036 Confined Space Entries 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Code of Federal Regulations requires 3
years; 40 CFR 122.41(j)(2)
Lead Dept. ENG-037 Emergency Call Out Logs / Storm Call Out Logs / 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (used for FEMA /
OES reimbursements); GC §34090
Engineering /
Sewer ENG-037.1 FOG (Fats, Oil and Grease) / Source Control / Pretreatment Annual / Semi-Annual Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; NPDES Monitoring
records required for 3 years; POTW reports
are required for 3 years; 40 CFR 403.12; GC
§34090
Engineering
/ Sewer ENG-038
Lift Station - Inspections, Maintenance,
Repairs, Service Requests, Alarm Recording,
Logs, Charts, Flow Monitoring, Voltage
Readings, Permits
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference WC §13263.2(b) et
seq.; 40 CFR 122.41(j)(2)GC §34090
Engineering
/ Sewer ENG-039 Maintenance, Cleaning, Repairs, Stoppage Calls, Spills, Line Replacement Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Policy; WC §13263.2(b) et seq.;
40 CFR 122.41(j)(2)GC §34090
Engineering
/ Sewer ENG-040 Sanitary Spills and Overflows (SSOs) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; SWRCB
Order 2022-0103-DWQ; 2002-0103-DWQ &
2006-03; 40 CFR 122.41(j)(2); GC §34090
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 47 Ver. 8.0 RECORDS RETENTION SCHEDULE: ENGINEERING
(Recycling, Sewer Collections)
Page ENG-7
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Sewer &
Water ENG-041 SCADA Database / Historian
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
Databases where sewer records may be
stored are required for 5 years; SWRCB
Order 2022-0103-DWQ; GC §34090,
12168.7
Engineering
/ Sewer ENG-042
Sewer System Management Plans (SSMP)
and Audits, Sanitary Sewer Overflows (SSOs)
/ Sanitary Spills Overflow Prevention Plan
(SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 6 years P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; SSMPs are required
to be retained 5 years and updated every 6
years; SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB General
Order 2006-03; & 2022-0103-DWQ; GC
§34090
Lead Dept. ENG-043 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (required for 3
years); GC §§4216.2(f) & 4216.3(ed), 34090
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 48 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin. / Budget, Bus. License / Revenue, Acct., Payroll, Risk Management) Page FIN-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE / ADMINISTRATION AND BUDGET
Finance /
Admin.&
Budget
FN-001
Audit Reports / Annual Comprehensive
Financial Report (ACFR) CAFR -
Comprehensive Annual Financial Reports
and related Audit Opinions
P
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 90
days
Department Preference (copies); GC
§34090.7
Finance /
Admin.&
Budget
FN-002 Audit Work Papers 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets municipal
government auditing standards); Statewide
guidelines propose audit + 4 years; Published
articles show 3 - 7 years; GC §34090
Finance /
Admin.&
Budget
FN-003 Budgets - Adjustments (Mid-Year) 5 years
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 90
days
Department preference; GC §34090 et seq.

Finance /
Admin.&
Budget
FN-004 Budgets - Adopted / Final P
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 90
days
Department preference; GC §34090 et seq.

Finance /
Admin.&
Budget
FN-005 Budgets - Preliminary, Proposed, Backup
Documents
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance /
Admin.&
Budget
FN-006 Letters of Credit Upon Release Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Securities (Performance Bonds, Letters of
Credit, CD's, etc.) are released after the
Notice of Completion is issued and replaced
with the Warranty Bond, which is released 1
year after the Notice of Completion date.

These are financial instruments, and therefore
are exempt from the 2 year requirement for
municipal records; GC §34090
Finance /
Admin.&
Budget
FN-007 Single Audits / Transportation Audits /
PERS Audit, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal
government auditing standards); GC §34090
Finance /
Admin.&
Budget
FN-008 Vehicle Titles ("Pink Slips") Sale or
Disposal
Mag, Mfr,
OD, Ppr S / I Department Preference; GC §34090
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/21/2016 49 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin. / Budget, Bus. License / Revenue, Acct., Payroll, Risk Management) Page FIN-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Business
Licenses &
Revenue
FN-009
Accounts Receivable - Miscellaneous -
Citations, Transient Occupancy Tax
(TOT) Applications and Returns, Damage
to Public Property, Invoices to Outside
Entities, etc.
5 years Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 90
days
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Business
Licenses &
Revenue
FN-010 Sewer Assessment Rolls (to Tax
Assessor for Tax Rolls) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Business
Licenses &
Revenue
FN-011
Business License Applications and
Renewals (Regulatory and Revenue
Licenses)
Includes Massage, Taxi and all other
Business Licenses
5 years Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 90
days
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Business
Licenses &
Revenue
FN-012
Cash Receipts / Daily Cash Summaries /
Cashiers Reports / Cash Reports / Petty
Cash
5 years Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 90
days
Department preference; Meets auditing
standards; GC §34090 et seq.

FINANCE / BUSINESS LICENSE AND REVENUE
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/21/2016 50 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin. / Budget, Bus. License / Revenue, Acct., Payroll, Risk Management) Page FIN-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FN-013 1099's / 1096's / DE542 (California Report
of Independent Contractors) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years after tax
is due or paid (longer for auditing & contractor
delinquency); Ca. FTB: 3 years; IRS Reg
§31.6001-1(e)(2), R&T §19530, GC §34090;
29 USC 436
Finance /
General
Accounting
FN-014
Accounts Payable / Invoices and Backup /
W-9s
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 90
days
Department Preference (meets municipal
government auditing standards); Statewide
guidelines propose audit + 4 years; Published
articles show 3 - 7 years; GC §34090
Finance /
General
Accounting
FN-015 Actuarial Valuation Reports 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Accounting
FN-016
Bank Statements and Trustee
Statements, Fiscal Agent Statements,
Investment Account Statements, Bank
Reconciliations, Bank Deposits, Bank
Transmittal Advice
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-1
Finance /
General
Accounting
FN-017
Bond Official Statements / Transcripts /
Certificates of Participations (COPs) -
Includes Continuing Disclosure Reports
See Bank Statements for statement
retention.

Fully Defeased
+ 10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
for bonds, mortgages, trust deeds, notes or
debentures is 6 years; Bonds issued by local
governments are 10 years; IRS bond auditing
regulations state, "…material records should
generally be kept for as long as the bonds are
outstanding, plus 3 years after the final
redemption date of the bonds; There are
specific requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a); 26 CFR

1.6001-1(e): 26 CFR § 1.148-5(d)(6)(iii)(E);
GC §43900 et seq.

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/21/2016 51 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin. / Budget, Bus. License / Revenue, Acct., Payroll, Risk Management) Page FIN-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
General
Accounting
FN-018 Checks / Warrants (Cashed) 7 years Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 90
days
Department Preference; meets municipal
government auditing standards; GC §34090,
CCP § 337
Finance /
General
Accounting
FN-019 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible property
held by government agencies escheats after 3
years; Statute of Limitations is 1 year for
seized property; CCP §§340(d), 1355. 1519;
GC §34090
Finance /
General
Accounting
FN-020 Financial Services Database
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; GC
§34090
Finance /
General
Accounting
FN-021 Investment Reports / Treasurer's Reports 5 years Yes: Until Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC§ 34090
Finance /
General
Accounting
FN-022
Investments / Arbitrage / Certificate of
Deposit / Investment Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF
(Local Agency Investment Fund))
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; Published articles show disposal +
7 years for security brokerage slips; statewide
guidelines propose permanent; FTC Reg's rely
on "self-enforcement"; GC§§ 34090, 43900
Finance /
General
Accounting
FN-023 Journal Entries / Journal Vouchers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No
Department Preference; meets municipal
government auditing standards; Statute of
Limitations is 4 years; statewide guidelines
propose Audit + 5 years; GC §34090, CCP §
337
Finance /
General
Accounting
FN-024 Private Land Developer Trust Accounts /
Deposit Balances
Close + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets municipal
government auditing standards); GC §34090
Finance /
General
Accounting
FN-025 Purchase Orders and Attachments / W-9s 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/21/2016 52 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin. / Budget, Bus. License / Revenue, Acct., Payroll, Risk Management) Page FIN-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
General
Accounting
FN-026
Reports - Finance Reports created from
Database: Subsidiary Ledgers,
Reconciliations, Registers, Transaction
Histories, Balance Sheets, Revenue and
Expenditure Reports, etc. (MONTHLY OR

PERIODIC)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (The Financial System
Database is the original; reports are
considered drafts or copies); GC §34090
Finance /
General
Accounting
FN-027
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed
Charge Special Assessment Report,
Public Self Insurer Report (SIP Report),
Street Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 90
days
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FN-027.1 W-9s
Vendor
Inactive + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After 90 days Meets IRS auditing standards; GC §34090

FINANCE / PAYROLL
Finance /
Payroll FN-028
CalPERS Reports - Annual Valuation
Reports, Actuarial Valuation Reports,
Annual Employer Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Retained to match
other auditing periods; GC §34090
Finance /
Payroll FN-029
DE-6, DE-7, DE-9, DE-43, W-3, and DE166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA
and Medicare Adjustments - Quarterly
Payroll Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after tax is
due or paid; Ca. FTB: 3 years; Articles show 7
years; 26 CFR §31.6001-1(e)(2), R&T §19530;
29 CFR 516.5 - 516.6, 29 USC 436, GC
§34090
Finance /
Payroll FN-030 Deferred Compensation (457, 401A) Reports, Registers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Payroll FN-031
Payroll Benefit Files / Administration
Forms (Changes, Personnel Action Form
copies, Vacation pay-off requests, etc.)
Separation + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Payroll FN-031.1 Payroll Direct Deposit Authorizations 5 years Mag, Ppr S / I Yes: After QC & OD Department preference; GC §34090 HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/21/2016 53 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin. / Budget, Bus. License / Revenue, Acct., Payroll, Risk Management) Page FIN-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Payroll FN-032 Payroll Journals 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Payroll FN-033
Payroll Reports (includes Deduction
Registers, Leave Registers, Time
Transaction Reports, etc.)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Payroll FN-034 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards (audit + 4 years); IRS requires 4
years; Ca. requires 2 yr min.; FTB keeps 3
years; Most Employees provide digital
signatures when they submit their timecards,
but some in Public Works and Community
Services do not (another employee enters
their time); IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5; GC
§34090
Finance /
Payroll FN-035 W-2's 5 years P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference for PERs Buy-back
purposes; IRS: 4 yrs after tax is due or paid;
Ca. FTB: 3 years; Articles show 7 years; IRS
Reg §31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FN-036 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
IRS Regulation 31-6001-1 four years after the
due date of such tax for the return period to
which the records relate, or the date such tax
is paid, whichever is the later. GC §34090; 26
CFR 31.6001-1

FINANCE / RISK MANAGEMENT
Finance /
Risk
Manage.

FN-037 Lawsuits / Litigation Resolution + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; CCP §§ 337 et seq.;
GC §§ 911.2, 945.6, 34090, 34090.6; PC
§832.5(b)
Finance /
Risk
Manage.

FN-038 Claims Resolution + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; CCP §§ 337 et seq.;
GC §§ 911.2, 945.6, 34090, 34090.6; PC
§832.5(b)
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/21/2016 54 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Admin. / Budget, Bus. License / Revenue, Acct., Payroll, Risk Management) Page FIN-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Risk
Manage.

FN-039 Insurance Polices (City-owned policies) P
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 90
days
Department Preference; GC §34090
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/21/2016 55 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Optical, Dental, etc.) Duration of
the Contract
+ 2 6 years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law requires 6
years after filing date for retirement; State Law
requires 2 years after action; 29 CFR
1627.3(b)(2); 29 USC 1027; GC §§12946,
12960, 34090
Human
Resources HR-002
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Bureau of National Affairs recommends 2 years
for all supplementary Personnel records; Wage
rate tables are 1 or 2 years; State requires 2
years; 29 CFR 516.6, 29 CFR 1602.14, GC
§§12946, 12960, 34090
Human
Resources HR-003 Compensation Surveys and Studies Minimum 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Bureau of National Affairs recommends 2 years
for all supplementary Personnel records; Wage
rate tables are 1 or 2 years; State requires 2
years; 29 CFR 516.6(2), 29 CFR 1602.14, GC
§§12946, 12960, 34090
Human
Resources HR-003.1 COVID-19 Notifications to Employees 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6409.6(k), GC §34090 Human
Resources HR-004
California Civil Rights Department (CRD) /
Department of Fair Employment and Housing
(DFEH or EEOC) Claims / Harassment Claims
Final
Disposition +
4 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All State and Federal laws require retention
until final disposition of formal complaint; State
requires 4 2 years after "fully and finally
disposed"; 2 CCR 11013 7287.0; GC §§12946,
12960, 34090
Human
Resources HR-005 DMV Pull Notices
When
Superseded
or Separated
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transitory or source records not retained in the
ordinary course of business; CHP audits every
2 years; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; GC §34090
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/21/2016 56 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-006 Drug and Alcohol Test Results (All - Positives and Negatives) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; D.O.T. Requires 5
years for positive tests, 1 year for negative
tests; EEOC/FLSA/ADEA (Age) requires 3
years physical examinations; State Law
requires 2 years; 29 CFR 1627.3(b)(1)(v), GC
§§12946, 12960, 34090; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq. 49 CFR 653.71
Human
Resources HR-007 Employment Verifications
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts not retained in the "Regular
Course of Business" GC §§34090
Human
Resources HR-008 I-9s Separation + 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-citizens must re-certify periodically; RICA
recommends Required for 1 year from
termination or 3 years from hiring, whichever is
later; EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; INA
274A(b)(3); INS Rule 274a.1(b)(2); 8 CFR
274a.2; 29 CFR 1627.3(b)(1); GC §§12946,
12960, 34090
Human
Resources HR-009 Job Descriptions / Classification Specifications Minimum 4 3 years Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 1
year
Department preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 2 -3 years; retirement benefits is 6
years from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Human
Resources HR-010
Labor Relations Files
(Negotiation Notes, Correspondence,
Interpretation of MOU Provisions,
Documentation, etc.)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/21/2016 57 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-011 OSHA Inspections and Citations, Log 200 and Log 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Calif. Labor Division is required to keep their
records 7 years; OSHA requires 5 years; State
law requires 2 years; 8 CCR 14300.33, 8 CCR
§3203(b)(1), GC §34090; LC §6429c
Human
Resources HR-012
Personnel Files - Employee File
Includes Application, Disciplinary Actions,
Evaluations, Formal Complaints, Grievances /
Appeals, Policies, Oath of Disaster Workers /
Oaths of Office, PAFs, 1095-C, 1094-C, etc.

Separation +
30 years, or
Termination
of Benefits +
5 years,
whichever is
longer
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Separation +
1 year
Department Preference; statute of limitations
for retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -3
years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; 29 USC 1113, LC
§1198.5;
Human
Resources HR-013
Personnel Files - Medical / Background File
(all employees)
Pre-employment Medical Clearances, ADA
Accommodations, etc.

Separation +
30 years, or
Termination
of Benefits +
5 years,
whichever is
longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Separation +
1 year
Department preference; Files maintained
separately; Claims can be made for 30 years
for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i),
GC §§12946, 12960, 34090, 29 CFR 1627.3,
29 CFR 1602.14; LC §1198.5; 29 USC 1113
Human
Resources HR-014
Recruitment and Testing File
(Includes Advertisements, Applications for
Unsuccessful Candidates, Job Brochures, Test
Data, Testing Analysis and statistical Metric,
Job Analysis, Rating Sheets, Scantrons,
Rater's Profile and Confidentiality Agreement,
Flowchart, Eligible Lists, etc.)
Hiring
Decision + 4
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; State Law requires 4 2 -
3 years EEOC / FLSA / ADEA (Age) requires 1-
3 years; ; 29 CFR 1627.3(b)(1), 29 CFR
1602.14 et seq. 2 CCR 7287.0(c)(2), 2 CCR
11013(c); GC §§12946, 12960, 34090
Human
Resources HR-015 Studies and Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts not retained in the ordinary
course of business; GC §34090
Human
Resources HR-015.5 Verifications of Employment, Child Support, etc.

When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not a City record / Content does NOT relate in
a substantive way to the conduct of the public's
business; GC §34090 et seq
HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/21/2016 58 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-016 Workers Compensation Claim Runs / Monthly Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 Human
Resources HR-017 Workers Compensation Claims / Long Term Disability Claims Separation +
30 years, or
Termination
of Benefits +
5 years,
whichever is
longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes: After

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged
and QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

INFORMATION TECHNOLOGY
Information
Technology IT-001
Backups - Computer Backups (ALL Disaster
Recovery Computer Backups) DAILY (Monday
- Thursday)
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery Purposes Only;
Considered a copy and can be destroyed when
no longer required; tapes are in autochangers
and are overwritten; GC §34090 et seq.

Information
Technology IT-002 Backups - WEEKLY
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery Purposes Only;
Store off-site in commercial storage for disaster
recovery; Considered a copy and can be
destroyed when no longer required; retention
based on administrative value; recycle tapes;
GC §34090 et seq.

Information
Technology IT-003 Network Configuration Maps and Plans
When No
Longer
Required
Yes Mag.

Preliminary documents not retained in the
ordinary course of business; GC §34090 et
seq.

Information
Technology IT-004
Recordings - Video Recordings (Doors,
Hallways, Public Areas, etc.)
See City Clerk's schedule for City Council
Video Recordings
When No
Longer
Required
Mag Does not record regular ongoing operations of
the City; GC §34090.6(a)
Information
Technology IT-005

UNALTERABLE MEDIA / IMMUTABLE MEDIA
(CLOUD IMMUTABLE BACKUP) / WORM /
DVD-r / CD-r / Blue Ray-R or other unalterable
media that does not permit additions,
deletions, or changes
P Follows
Retention of
Official
Electronic
Record
OD
For legal compliance for Trustworthy Electronic
Records (when the electronic record serves as
the official record); must be stored in a "safe
and separate location"; GC 34090, 12168.7,
EVC 1550, 2 CCR 22620 et seq.

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/21/2016 60 Ver. 8.1 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PLANNING
Planning PL-001 Alcohol Beverage Control License Applications (ABC Applications)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD (Non-Records)
Planning PL-002 Annexations / Boundaries / Consolidations /

LAFCO P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Planning PL-003 Census, Demographics
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD (Non-Records - Census Bureau is OFR) Planning PL-004
Director's Hearings
AGENDA PACKETS and AGENDAS
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Original Staff Reports are filed in the project
file; Brown Act challenges must be filed within
30 or 90 days of action; GC §§34090,
54960.1(c)(1)
Planning PL-005
Director's Hearings
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b)
Planning PL-006
Director's Hearings

RESOLUTIONS
P Yes Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090
Planning PL-006.1
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Categorical Exemptions, etc.) / CEQA / NEPA
Correspondence and staff notes that
provide insight into the project or the
agency’s CEQA compliance with respect to
the project
Project
Approval or
Denial + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not all internal communications and notes
are required to be saved; "E-mails that do not
provide insight into the project or the
agency’s CEQA compliance with respect to
the project — are not within the scope of
section 21167.6, subdivision (e) and need not
be retained." Golden Door Properties, LLC v.

Superior Court of San Diego County (2020)
53 Cal.App.5th 733;GC §34090
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 61 Ver. 8.1 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning PL-007
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc. )
Inside City boundaries
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Usually filed in the project file; Final
environmental determinations are required to
be kept a "reasonable period of time"; 14
CCR §15095(c); GC §34090
Planning PL-008
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc. )
Outside City boundaries
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records; EIRs and Negative Declarations
within the City Boundaries are with the project
file
Planning PL-009 General Plan, Elements and Amendments P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
City Clerk Maintains all Agenda Packets
Permanently; GC §34090.7
Planning PL-010 Historical Preservation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-011 Home Occupation Permits P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-012 Master Plans, Specific Plans, Bikeway Plans, Landscaping Plans, Street Master Plans, etc. P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-013 Materials Boards
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts not retained in the ordinary
course of business; GC §34090
Planning PL-014
Planning Commission
AGENDA PACKETS and AGENDAS
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Original Staff Reports are filed in the project
file; Brown Act challenges must be filed within
30 or 90 days of action; GC §§34090,
54960.1(c)(1)
Planning PL-015
Planning Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b)
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 62 Ver. 8.1 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning PL-016
Planning Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 10
years
Tape (Mag)
Department preference; Video recording of
meetings are only required for 90 days; GC
§§34090.7, 34090
Planning PL-017
Planning Commission

MINUTES / RESOLUTIONS / BYLAWS
P Yes Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090
Planning PL-018
Planning Project Files / Coastal Permit Files
- Approved Permanent Entitlements
(Includes Associated CEQA Noticing,
Conditions of Approval, Public Noticing,
Environmental Determinations, Staff Reports,
Plans and Maps)
Examples: Conditional Use Permits (CUPs),
Design Review, Lot Line Adjustments, Parcel
Maps, Planned Unit Developments (PUD), Site
Plans, Tentative Subdivisions, Variances, Zone
Changes, etc.

P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Final environmental
determinations are required to be kept a
"reasonable period of time"; 14 CCR
§15095(c); GC§§34090, 34090.7
Planning PL-019 Project Log Index / Spreadsheet / Binders of Historic Actions P Yes Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
1 year
Department Preference; GC §34090
Planning PL-020 Special Studies Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-021
Temporary Entitlements / Temporary
Permits (Approved and Unapproved):

Christmas Tree Lots, Banner Permits,
Pumpkin Lots, Temporary Signs, etc.
2 years
Yes:

During
Event
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Temporary uses; Department maintains
complete files for administrative purposes;
GC§§34090
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 63 Ver. 8.1 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning PL-022 Zoning Maps (Historically Significant) P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
No
Department Preference; City Clerk Maintains
originals of all documents that were
presented to Council; GC §34090.7
Planning PL-023 Zoning Ordinance Amendments,
Reclassifications / Zone Change P Yes Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
1 year
Department Preference (copies); GC
§34090.7
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 64 Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / MAINTENANCE
Public Works
/ Maint. PW-001 AQMD Permits (Air Quality Management District Permits) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works
/ Maint. PW-002 Generator Operation Logs (for fixed / stationary generators) / Inspections 5 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions, Department Preference (2
years is required by AQMD); GC §34090
Public Works
/ Maint. PW-003 Operations and Maintenance Manuals (O and M Manuals) Life of
Facility or
Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et.
seq.

Public Works
/ Maint. PW-004 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 1
year
Department preference; GC §34090 et.
seq.

Public Works
/ Maint. PW-005
Pre-Trip Inspections / DOT Program / CHP
Inspections / Vehicle Safety Checks / Daily
Vehicle Inspections / Daily Equipment Checks
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
13 CCR 1234(e); VC 34505.5(c); 49 CFR
396.11; GC §34090
Public Works
/ Maint. PW-006 Smog Certificates Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Maint. PW-007 Used Oil Disposal 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.

Public Works
/ Maint. PW-008
Vehicle and Equipment History Files
Maintenance, Smog Certificates, Registrations
Disposal of
Vehicle or
Equipment +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; If a motor carrier,
required for 18 months after vehicle is sold;
CHP requires life of vehicle; OSHA requires
1 year; 8 CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c); CCP §337
et. seq., 3 CCR 1234(f); GC §34090
Public Works
/ Maint. PW-009 Work Logs / Work Sheets/ Grid Inspections 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 65 Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged and
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Maint. PW-010
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Public Works
/ Maint. PW-011
Work Orders / Service Requests - All
Information Entered in CMMS Database
(Paper drafts)
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts (the database is the
original); GC §34090
Public Works
/ Maint. PW-012
Work Orders / Service Requests - NOT
entered in CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
City Preference; May contain sewer
records, which are required for 5 years;
SWRCB Order 2022-0103-DWQ; CCP
§§338 et seq., 340 et seq., 342, GC
§§945.6, GC §34090
HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6/21/2016 66

Page 1 of 1 ends

BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT
For meeting of: February 17, 2026
TO: Honorable Mayor and City Council
VIA: Matthew Chidester, City Manager
FROM: Maggie Rodriguez, Interim City Clerk
TITLE: RECEIPT OF LEGISLATIVE POSITION LETTER
______________________________________________________________________________ RECOMMENDATION:

Receive and file Letter in Support to Assembly Bill 1708.

FISCAL IMPACT:

There is no fiscal impact associated with this item.

STRATEGIC ELEMENT:

This action supports the Inclusive Governance element of the Strategic Plan.

DISCUSSION:

The City adopts a Legislative Platform allowing staff to send position letters regarding various bills / issues of interest to the City. The Platform provides City staff, on the Council’s behalf, to respond in support of or opposition to bills and other legislative and administrative actions. The City Council has delegated its authority to the Mayor and / or City Manager to sign position letters consistent with the Legislative Platform. Townsend Public Affairs, the City’s legislative advocate, monitors legislation for the City and communicates frequently with staff on pending legislation. Occasionally, the League of California Cities sends action alerts for bills affecting municipalities. Staff reviews those alerts as well and takes action on any that align with the City’s Legislative Platform.

When position letters are sent, staff includes a copy of the letter in a subsequent City Council agenda packet for viewing by the Council and the community.

ATTACHMENTS:

Letter in Support to Assembly Bill 1708
67 The Honorable José Luis Solache
California State Assembly
1020 N St. Rm. 5110
Sacramento, CA 95814
RE: AB 1708 (Solache) HHAP Pathways for Cities Act.

Notice of SUPPORT (As Introduced 2/4/2026)
Dear Assembly Member Solache,
The City of Half Moon Bay is pleased to support AB 1708 (Solache), which would create a new pathway for cities with populations under 300,000 to access state homelessness funding.

Since 2019, the state’s flagship homelessness grant program, the Homeless Housing, Assistance, and Prevention (HHAP) Grant program, has provided direct funding to cities with populations over 300,000, all 58 counties, and the 44 Continuums of Care (CoC) across California.

This structure has left most cities without a consistent pathway to access HHAP funding, despite investing significant General Fund resources to prevent and reduce homelessness in their communities. AB 1708 would address this by creating a new opportunity for the 469 California cities with populations under 300,000 to apply for HHAP funding through their CoC.

Specifically, AB 1708 would require CoCs, before allocating funding to other subrecipients in their region, to accept applications for 30 days only from cities with populations under 300,000. This measure would strike a reasonable balance between access and accountability, requiring interested cities to commit to regionally coordinated action plans and adhere to state housing and encampment policies.

AB 1708 would also require CoCs to prioritize applications from cities that have existing partnerships with nonprofits, other cities, or have already leveraged state and local funding for existing projects in their communities. This would ensure that limited state resources are deployed efficiently and deliver measurable results in reducing homelessness.

As the Governor and the Legislature consider future investments in the HHAP program, it is important to ensure the program is structured to maximize its reach and impact. Providing all cities with a pathway to participate in HHAP would strengthen regional collaboration and ensure state resources are deployed where they can most effectively serve unhoused Californians.
68 Local governments are best positioned to identify the programs and partnerships that will have the greatest impact in our communities. AB 1708 recognizes this, creating a clearly defined opportunity for all cities to compete for state resources, so that communities of all sizes can have a meaningful role in the state’s homelessness response efforts.

For these reasons, the City of Half Moon Bay is pleased to support AB 1708 (Solache).

Sincerely,
Debbie Ruddock
Mayor
City of Half Moon Bay
CC:

Montana Cruz, Regional Public Affairs Manager, [email protected] League of California Cities, [email protected]
69

Page 1 of 2 ends

BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT
For meeting of: February 17, 2026
TO: Honorable Mayor and City Council
VIA: Matthew Chidester, City Manager
FROM: Maggie Rodriguez, Interim City Clerk
TITLE: RESOLUTION IDENTIFYING NEGATIVE NOMINATIONS FOR ALL OFFSHORE

TRACTS WITHIN THE CENTRAL AND SOUTHERN CALIFORNIA OUTER

CONTINENTAL SHELF PLANNING AREAS
______________________________________________________________________________ RECOMMENDATION: Adopt a resolution identifying negative nominations for all offshore tracts within the Central and Southern California Outer Continental Shelf Planning Areas.

FISCAL IMPACT: There is no fiscal impact associated with this action.

STRATEGIC ELEMENT:

This action supports the Infrastructure and Environment Element of the Strategic Plan.

BACKGROUND:

Offshore drilling carries countless devasting negative effects of oil and gas development on frontline communities. This drilling pollutes our air with toxic emissions that are known to cause asthma, lung cancer, and other diseases.

In 2010, the Deepwater Horizon oil spill disaster killed 11 people and resulted in more than 200 million gallons of oil spewing into the Gulf of Mexico. Oil from the spill tarred hundreds of miles of Gulf Coast shoreline stretching from Texas to Florida and devastated coastal economies.

Losses to the seafood industry alone were estimated at nearly $1 billion. The disaster had deadly impacts for dolphins, whales, sea turtles, and more.

DISCUSSION:

An analysis by Oceana found that protecting all unleased federal waters from offshore drilling in the United States could prevent over 19 billion tons of greenhouse gas emissions. That is the equivalent of taking every car in the nation off the road for 15 years and ending new leasing could prevent more than $720 billion in damages to people, property, and the environment.

Oil companies have stockpiled more than 8 million acres of the ocean for future drilling - more than 75% of the total leased acreage of public waters. Preventing new offshore drilling will 70

Page 2 of 2 ends

protect coastal communities from devastating pollution, support healthy marine ecosystems, safeguard ocean wildlife, and encourage a clean energy future.

At the federal level, no new offshore leasing has been permitted in federal waters since 1984.

However, the Trump administration released a five-year offshore leasing plan in 2018 that proposed opening up the entire West Coast to new drilling despite widespread opposition in Pacific Coast states. That proposal was blocked by courts, but the threat of drilling remains as no permanent ban is enacted at the federal level.

On January 27, 2026, the U.S. Department of Interior’s Bureau of Ocean Energy Management (BOEM) issued two simultaneous “Call for Nominations” announcements for both the Southern and Central California Outer Continental Shelf (OCS) Planning Areas. Neither the Southern nor the Central California Outer Continental Shelf OCS Planning Areas have yet been formally determined to be included in any Proposed Five-Year OCS Leasing Program, nor has any such Five-Year OCS Leasing Program been subjected to the requisite 60-day congressional review period as stipulated by long-established federal law.

President Biden finalized the current Five-Year Plan that outlines where the federal government will offer leases in 2024-2029. He also used his authority under the Outer Continental Shelf Lands Act to permanently withdraw 625 million acres of federal waters, spanning the East and West coasts, Eastern Gulf of Mexico, and parts of the Arctic. The Trump Administration immediately attempted to revoke those withdrawals, and this new RFI is the first step toward replacing the current Five-Year Plan to expand offshore oil and gas drilling in U.S. waters.

Comments from all interested parties be submitted no later than 11:59 PM EST on February 26, 2026. Adding support from Half Moon Bay will help make a statement and join in the opposition of this and any future efforts toward offshore drilling in the Pacific Ocean and elsewhere.

ATTACHMENTS:

Resolution
71 RESOLUTION NO. 2026-__

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY IDENTIFYING

NEGATIVE NOMINATIONS FOR ALL OFFSHORE TRACTS WITHIN THE CENTRAL AND SOUTHERN

CALIFORNIA OUTER CONTINENTAL SHELF PLANNING AREAS
WHEREAS, on January 27, 2026, the U.S. Department of Interior’s Bureau of Ocean Energy Management (BOEM) issued two simultaneous “Call for Nominations” announcements for both the Southern and Central California Outer Continental Shelf (OCS) Planning Areas, requesting that comments from all interested parties be submitted no later than 11:59 PM EST on February 26, 2026; and
WHEREAS, neither the Southern nor the Central California Outer Continental Shelf OCS Planning Areas have yet been formally determined to be included in any Proposed Five-Year OCS Leasing Program, nor has any such Five-Year OCS Leasing Program been subjected to the requisite 60-day congressional review period as stipulated by long-established federal law; and WHEREAS, the premature issuance by BOEM of a “Call for Nominations” ignores the need for an orderly and transparent public process and is a violation of multiple federal laws and state and local policies, inclusive of but not limited to, onshore planning priorities in affected shoreline jurisdictions, State of California laws affecting its coast and coastal zone, the OCS Lands Act as Amended (OCSLAA), the Administrative Procedures Act (APA), the National Environmental Policy Act (NEPA), the Coastal Zone Management Act (CZMA), the National Marine Sanctuary Act (NMSA), and/or any applicable National Marine Sanctuary designation documents, management plans, or site regulations; and
WHEREAS, the untimely issuance by BOEM of a “Call for Nominations” for OCS leasing actions not yet incorporated within any identified OCS leasing plan ignores the tens-ofthousands of comments objecting to the proposed inclusion of these OCS Planning Areas in a draft proposed leasing plan duly submitted by elected officials at all levels of government, including Governors of all Pacific Coast states, as well as comments by numerous business associations, fishing stakeholders, and the informed public and their user-groups; and WHEREAS, using his authority under section 12(a) of the Outer Continental Shelf Lands Act (OCSLA), President Biden on January 6, 2025, issued executive memoranda that permanently withdrew portions of the Outer Continental Shelf from future oil and natural gas leasing, including all OCS tracts now proposed by BOEM for inclusion in the two “Call for Information” proceedings.

NOW, THEREFORE, BE IT RESOLVED THAT that in response to both aforementioned “Call for Nominations” requests, the City of Half Moon Bay, California hereby submits “Negative Nominations” for each and every tract on all protraction diagrams within the Southern and Central California Outer Continental Shelf (OCS) Planning Areas and requests that no tracts within these OCS Planning Areas be offered for lease in any Five-Year OCS Plan; and 72 BE IT FURTHER RESOLVED THAT the City of Half Moon Bay, California hereby directs this resolution to be duly transmitted in timely fashion to BOEM via the identified channels to arrive prior to the identified close of the comment deadline at 11:59 PM EST on February 26, 2026, as well as to all relevant state and federal elected officials. *********************************************************************** I, the undersigned, hereby certify that the foregoing Resolution was duly passed and adopted on the 17th day of February 2026, by the City Council of Half Moon Bay by the following vote:

AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED:
___________________________ _____________________________ Maggie Rodriguez, Interim City Clerk Debbie Ruddock, Mayor 73 BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT
For meeting of: February 17, 2026
TO: Honorable Mayor and City Council
VIA: Matthew Chidester, City Manager
From: Kenneth Stiles, Interim Administrative Services Director TITLE: ACCEPT WARRANTS FOR THE MONTH OF JANUARY 2026
______________________________________________________________________________ RECOMMENDATION:

Accept the warrants list for the month of January 2026.

STRATEGIC ELEMENT:

This recommendation supports the Fiscal Sustainability and Inclusive Governance Elements of the Strategic Plan.

DISCUSSION:

During this month, the City processed 5 check runs. The table below outlines each check run and their individual totals:

Check Run Date Amount
January 04 15,759
January 08 176,286
January 15 1,024,388
January 22 152,028
January 29 77,194
Total 1,445,655
The City processed payments related to 5 capital improvement projects, in total amount of $363,321, including: Eastside Parallel Trail Expansion, Pilarcitos Creek Restoration, LCP Implementation Project, Climate Action and Adaptation, and 2025 Pavement Management Program.

Staff has included a list of all vendors who received $30,000 or more during this reporting period, as shown in the table below:
74 City of Half Moon Bay
Vendor Payments Exceeding $30,000
By Vendor and Funding Source
January 2026
Payee General
Fund
Other
Funds Description
G. BORTOLOTTO & COMPANY, INC. - 324,608 2025 PAVEMENT MANAGEMENT PROGRAM HDL SOFTWARE LLC 31,121 - FY 25/26 HDL TOT AND BL ADMINISTRATION PLAN JPA - 96,562 PLAN JPA WORKERS COMPENSATION CONTRIBUTION SEWER AUTHORITY MID-COASTSIDE - 520,621 FY 25/26 MAINTENANCE AND OPERATIONS SHUTE MIHALY & WEINBERGER LLP 47,749 642 GENERAL MATTERS AND OTHER CITY-WIDE LEGAL

COUNSEL
WEST COAST ARBORISTS INC 32,002 - FY 25/26 TREE MAINTENANCE AND URBAN FOREST

MANAGEMENT
ATTACHMENTS:

Attachment 1 - Check Disbursement List by Check Date
75 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 1 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM Report Criteria:

Report type: GL detail
4LEAF INC.
57474 4LEAF INC. 01/22/2026 FY 25/26 ON-CALL BUILDING INSPECTION, OFFICIAL & PLAN REVIEW SERVICES 7,244.5457474 4LEAF INC. 01/22/2026 FY 25/26 ON-CALL BUILDING INSPECTION, OFFICIAL & PLAN REVIEW SERVICES 6,600.0057474 4LEAF INC. 01/22/2026 FY 25/26 ON-CALL BUILDING INSPECTION, OFFICIAL & PLAN REVIEW SERVICES 14,796.88 Total 4LEAF INC.: 28,641.42
ABAG PLAN CORP.
57438 ASSOCIATION OF BAY AREA GOVERNMENTS 01/15/2026 FY 25/26 ABAG MEMBERSHIP DUES 4,876.00 Total ABAG PLAN CORP.: 4,876.00

ABAG POWER PURCHASING POOL
57405 ASSOCIATION OF BAY AREA GOVERNMENTS 01/08/2026 FY 26 LEVELIZED CHARGE-NAT GAS 630.0057405 ASSOCIATION OF BAY AREA GOVERNMENTS 01/08/2026 WORKING CAPITAL DEPOSIT 22.7857405 ASSOCIATION OF BAY AREA GOVERNMENTS 01/08/2026 FY23-24 ADJUSTMENT ALLOCATION 24.49-57405 ASSOCIATION OF BAY AREA GOVERNMENTS 01/08/2026 FY'24-25 TRUE-UP ALLOCATION 155.83- Total ABAG POWER PURCHASING POOL: 472.46

ABUNDANT GRACE COASTSIDE WORKER
57402 ABUNDANT GRACE COASTSIDE WORKER 01/08/2026 PROVIDE HOMELESS ENCAMPMENT CLEAN-UP SERVICES 2,100.00 Total ABUNDANT GRACE COASTSIDE WORKER: 2,100.00
ALTA PLANNING & DESIGN INC.
57475 ALTA PLANNING & DESIGN 01/22/2026 CO 5, PROFESSIONAL SERVICES AGREEMENT FOR ADDITIONAL COSTS TO COMPLETE THE DESIGN & PE 15,712.50 Total ALTA PLANNING & DESIGN INC.: 15,712.50
AMAZON CAPITAL SERVICES INC.
57437 AMAZON CAPITAL SERVICES 01/15/2026 SUPPLIES 824.0657437 AMAZON CAPITAL SERVICES 01/15/2026 ENVELOPES 37.7857437 AMAZON CAPITAL SERVICES 01/15/2026 SUPPLIES 29.6657476 AMAZON CAPITAL SERVICES 01/22/2026 COMPUTER SUPPLIES 2,653.2257499 AMAZON CAPITAL SERVICES 01/29/2026 ENVELOPES 58.82 Total AMAZON CAPITAL SERVICES INC.: 3,603.54
76 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 2 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM AMERICAN DEBRIS BOX SERVICE INC.
57403 AMERICAN PORTABLES 01/08/2026 SMITH FIELD- PORTABLE TOLIETS 2,245.9957478 AMERICAN PORTABLES 01/22/2026 FY 25/26 PORTABLE TOILET RENTAL AND SERVICES POPLAR BEACH 958.0057478 AMERICAN PORTABLES 01/22/2026 FY 25/26 PORTABLE TOILET RENTAL AND SERVICES SMITH FIELD 958.0057478 AMERICAN PORTABLES 01/22/2026 FY 25/26 PORTABLE TOILET RENTAL AND SERVICES OCEAN COLONY 695.00 Total AMERICAN DEBRIS BOX SERVICE INC.: 4,856.99

AMERICAN MEDICAL RESPONSE WEST
57477 AMERICAN MEDICAL RESPONSE WEST 01/22/2026 BLS DEDICATED STANDB FOR HMB MUSIC FESTIVAL 863.50 Total AMERICAN MEDICAL RESPONSE WEST: 863.50

ANA CACHO
57404 ANA CACHO 01/08/2026 DEPOSIT REFUND TRAIN DEPOT 01/03/26 500.00 Total ANA CACHO: 500.00

BIG CREEK LUMBER
57406 BIG CREEK LUMBER 01/08/2026 CEDAR CLEAR FJ PRIMED 32.85 Total BIG CREEK LUMBER: 32.85

CA DEPT OF CONSERVATION
57443 CA DEPARTMENT OF CONSERVATION 01/15/2026 SMIP Q2 FY25/26 REPORT FEE 831.4957443 CA DEPARTMENT OF CONSERVATION 01/15/2026 SMIP FEES WITHHELD FY25/26 QTR2 41.57- Total CA DEPT OF CONSERVATION: 789.92
CALIFORNIA BUILDING STANDARDS COMM.
57444 CALIFORNIA BUILDING STANDARDS COMM. 01/15/2026 BSASRF Q2 FY25/26 REPORT FEE 285.0057444 CALIFORNIA BUILDING STANDARDS COMM. 01/15/2026 BSASRF Q2 FY25/26 RETAINER 28.50- Total CALIFORNIA BUILDING STANDARDS COMM.: 256.50
CALNET3
57439 AT&T 01/15/2026 DEC'25 PHONE SERVICE 65.8157440 AT&T 01/15/2026 DEC'25 PHONE SERVICE 1,053.9057441 AT&T MOBILITY 01/15/2026 JAN '26 PHONE SERVICE 431.04 Total CALNET3: 1,550.75
77 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 3 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM

CAPITAL ONE TRADE CREDIT
57445 CAPITAL ONE TRADE CREDIT 01/15/2026 MAINT SUPPLIES DEC'25 1,274.03 Total CAPITAL ONE TRADE CREDIT: 1,274.03
CASELLE INC.
57446 CASELLE INC. 01/15/2026 FY 25/26 CASELLE ERP SOFTWARE 4,238.00 Total CASELLE INC.: 4,238.00
CHRISTINE D. BOLAND
57479 CHRISTINE D. BOLAND 01/22/2026 NOV 25-CO1 TO PERFORM DUTIES AND SERVICES RELATED TO THE OFFICE OF CITY CLERK 15,262.50 57479 CHRISTINE D. BOLAND 01/22/2026 DEC 25-CO1 TO PERFORM DUTIES AND SERVICES RELATED TO THE OFFICE OF CITY CLERK 13,875.00 Total CHRISTINE D. BOLAND: 29,137.50

CIVIC PLUS
57480 CIVICPLUS 01/22/2026 SOCIAL MEDIA ARCHIVING 4,044.72 Total CIVIC PLUS: 4,044.72

COASTSIDE COUNTY WATER DISTRICT
57447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 723 MILL ST # IRRIGATION 38.3657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 501 MAIN ST 91.1657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 501 MAIN ST_DC 44.8657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 CITY OF HMB/COAST. COMM. SENIOR CNTR 44.8657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 503 JOHNSTON ST 73.5657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 MEDIAN STRIP/HWY ONE # IRRIGATION 38.3657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 1310 LORYN LN # IRRIGATION 38.3657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 461 OAK AVE 38.3657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 FERNANDES PARK/MAIN ST # IRRIGATION 38.3657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 555 KELLY AVE 50.6757447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 535 KELLY AVE 153.6657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 537 KELLY AVE 845.3257447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 201 WAVECREST RD 283.0957447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 HIGGINS CYN RD 108.7657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 529 RUISSEAU FRANCAIS AVE # IRRIGATION 158.0957447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 627 ALSACE LORAINE AVE 214.3657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 502 MAIN ST 161.5657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 MAIN & HWY 1 # IRRIGATION 38.3657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 HWY 92 MEDIAN # WEST IRRIG 38.3657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 HWY 92 MEDIAN # EAST IRRIG 38.3657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 620 CORREAS/LIBRARY 422.09 78 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 4 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM 57447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 620 CORREAS/LIBRARY #DC 114.26 57447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 620 CORREAS/LIBRARY # IRRIGATION 83.2657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 10 STONE PINE RD #IRRIGATION 246.0957447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 880 STONE PINE RD #COMM 1,761.4957447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 HYDRANT METER 129.9657447 COASTSIDE COUNTY WATER DISTRICT 01/15/2026 LIFT STATI FAIRWAY DR 38.36 Total COASTSIDE COUNTY WATER DISTRICT: 5,332.34

COASTSIDE PRINTERS
57448 COASTSIDE PRINTERS 01/15/2026 NO PARKING SIGNS 862.56 Total COASTSIDE PRINTERS: 862.56

COLANTUONO HIGHSMITH WHATLEY PC
57500 COLANTUONO HIGHSMITH WHATLEY PC 01/29/2026 DEC'25 LEGAL SERVICES-SAM 3,283.5057500 COLANTUONO HIGHSMITH WHATLEY PC 01/29/2026 DEC'25 LEGAL SEVICES-SAM 6,947.50 Total COLANTUONO HIGHSMITH WHATLEY PC: 10,231.00

CORODATA RECORDS MANAGEMENT INC
57481 CORODATA RECORDS MANAGEMENT INC 01/22/2026 DEC'25 RECORDS MANAGEMENT 662.45 Total CORODATA RECORDS MANAGEMENT INC: 662.45

COUNTY OF SAN MATEO
57450 COUNTY OF SAN MATEO 01/15/2026 DEC '25 MICROWAVE MUX DSO 82.25 Total COUNTY OF SAN MATEO: 82.25

COZZOLINO INDUSTRIES, INC
57482 COZZOLINO INDUSTRIES, INC 01/22/2026 LANDSCAPE SERVICE NAOMI PATRIDGE TRAIL 6,200.00 Total COZZOLINO INDUSTRIES, INC: 6,200.00

CRUZIO INTERNET
57451 CRUZIO INTERNET 01/15/2026 INTERNET SERVICE 24.95 Total CRUZIO INTERNET: 24.95
CSG CONSULTANTS INC.
57483 CSG CONSULTANTS INC. 01/22/2026 PSA FOR TEMPORARY ENGINEERING SUPPORT 1,350.00 79 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 5 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM Total CSG CONSULTANTS INC.: 1,350.00

DAILY JOURNAL
57494 SAN MATEO DAILY JOURNAL 01/22/2026 ADVERTISING PUBLIC NOTICE PDP-21-070 1,008.0057494 SAN MATEO DAILY JOURNAL 01/22/2026 ADVERTISING PUBLIC NOTICE PDP-21-070 1,008.0057494 SAN MATEO DAILY JOURNAL 01/22/2026 ADVERTISING PUBLIC NOTICE PDP-21-70 1,008.00-57511 SAN MATEO DAILY JOURNAL 01/29/2026 CITY ORDINANCE PUBLICATION 12/19/25 494.1257512 SAN MATEO DAILY JOURNAL 01/29/2026 CITY ORDINANCE PUBLICATION 11/21/25 790.59 Total DAILY JOURNAL: 2,292.71

EAGLE GRAPHICS INC
57484 EAGLE PRINT DYNAMICS 01/22/2026 BLANK CHECK STOCK 674.95 Total EAGLE GRAPHICS INC: 674.95
ERMA
57485 ERMA 01/22/2026 FY 25/26 EMPLOYMENT INSURANCE JAN - JUNE 21,120.00 Total ERMA: 21,120.00

EWING IRRIGATION PRODUCTS
57452 EWING IRRIGATION PRODUCTS INC. 01/15/2026 NOV '25 MAINTANCE SUPPLIES 156.34 Total EWING IRRIGATION PRODUCTS: 156.34
FLOWBIRD AMERICA INC.
57407 FLOWBIRD AMERICA INC. 01/08/2026 APP TRANSACTION FEE DEC '25 80.8557407 FLOWBIRD AMERICA INC. 01/08/2026 DEC'25 MAINT SERVICE 124.0057453 FLOWBIRD AMERICA INC. 01/15/2026 APP TRANSACTION FEE '25 65.1057453 FLOWBIRD AMERICA INC. 01/15/2026 NOV '25 MAINT SERVICE 124.00 Total FLOWBIRD AMERICA INC.: 393.95

FLYERS ENERGY LLC
57454 FLYERS ENERGY, LLC 01/15/2026 NOV '25 FUEL 1,616.9757454 FLYERS ENERGY, LLC 01/15/2026 DEC '25 FUEL 1,798.79 Total FLYERS ENERGY LLC: 3,415.76
G. BORTOLOTTO & COMPANY, INC.
57455 G. BORTOLOTTO & COMPANY, INC. 01/15/2026 COLD-PLANING, ASPHALT CONCRETE OVERLAY, MINOR CONCRETE PAVING, THERMOPLASTIC STRIPING 341,693.13 80 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 6 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM 57455 G. BORTOLOTTO & COMPANY, INC. 01/15/2026 RETAINTION FOR INV# 5282 17,084.66- Total G. BORTOLOTTO & COMPANY, INC.: 324,608.47

GLENDA MAHONEY
57456 GLENDA MAHONEY 01/15/2026 IN-LIEU OF REIMBURSEMENT 4,350.00 Total GLENDA MAHONEY: 4,350.00

GOOD CITY COMPANY
57457 GOOD CITY COMPANY 01/15/2026 FY 25/26 ASSISTANT PLANNER SERVICES AS NEEDED 776.2557457 GOOD CITY COMPANY 01/15/2026 ASSISTANT PLANNER SERVICES PDP-24-054 168.7557457 GOOD CITY COMPANY 01/15/2026 ASSISTANT PLANNER SERVICES PDP-24-054 168.7557457 GOOD CITY COMPANY 01/15/2026 ASSISTANT PLANNER SERVICES PDP-24-054 168.75-57457 GOOD CITY COMPANY 01/15/2026 ASSISTANT PLANNER SERVICES PDP-25-059 641.2557457 GOOD CITY COMPANY 01/15/2026 ASSISTANT PLANNER SERVICES PDP-25-059 641.2557457 GOOD CITY COMPANY 01/15/2026 ASSISTANT PLANNER SERVICES PDP-25-060 843.75-57457 GOOD CITY COMPANY 01/15/2026 ASSISTANT PLANNER SERVICES PDP-25-059 641.25-57457 GOOD CITY COMPANY 01/15/2026 ASSISTANT PLANNER SERVICES PDP-25-058 641.2557457 GOOD CITY COMPANY 01/15/2026 ASSISTANT PLANNER SERVICES PDP-25-058 641.2557457 GOOD CITY COMPANY 01/15/2026 ASSISTANT PLANNER SERVICES PDP-24-058 641.25-57457 GOOD CITY COMPANY 01/15/2026 ASSISTANT PLANNER SERVICES PDP-25-060 843.7557457 GOOD CITY COMPANY 01/15/2026 ASSISTANT PLANNER SERVICES PDP-25-060 843.75 Total GOOD CITY COMPANY: 3,071.25

GOVERNMENT FINANCE OFFICERS ASSOCIATIO
57408 GOVERNMENT FINANCE OFFICERS ASSOCIATIO 01/08/2026 CERTIFICATE OF ACHIEVEMENT REVIEW FEE FY2025 590.00 Total GOVERNMENT FINANCE OFFICERS ASSOCIATIO: 590.00

HALF MOON BAY BUILDING & GARDEN
57409 HALF MOON BAY BUILDING & GARDEN 01/08/2026 TOP SAND 417.9457501 HALF MOON BAY BUILDING & GARDEN 01/29/2026 WEED BARRIER & SOD STAPLES 33.34 Total HALF MOON BAY BUILDING & GARDEN: 451.28
HALF MOON BAY GRADING & PAVING INC.
57502 HALF MOON BAY GRADING & PAVING INC. 01/29/2026 CLASS 2 BASE ROCK - CITY CORP YARD 1,259.83 Total HALF MOON BAY GRADING & PAVING INC.: 1,259.83
81 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 7 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM

HDL SOFTWARE LLC
57410 HDL SOFTWARE LLC 01/08/2026 FY 25/26 HDL TOT AND BL ADMINISTRATION 27,678.6857503 HDL SOFTWARE LLC 01/29/2026 FY 25/26 HDL TOT AND BL ADMINISTRATION 712.8257503 HDL SOFTWARE LLC 01/29/2026 FY 25/26 HDL TOT AND BL ADMINISTRATION 2,729.38 Total HDL SOFTWARE LLC: 31,120.88

HMB COASTSIDE CHAMBER OF COMMERCE
57486 HMB COASTSIDE CHAMBER 01/22/2026 NOV'25-OCC UTILITIES 713.67 Total HMB COASTSIDE CHAMBER OF COMMERCE: 713.67

HOLIDAYGOO INC
57411 HOLIDAYGOO INC 01/08/2026 SUPPLIES 1,115.63
Total HOLIDAYGOO INC: 1,115.63
HUE & CRY SECURITY SYSTEMS INC.
57412 HUE & CRY SECURITY SYSTEMS INC. 01/08/2026 FEB'26 SECURITY SERVICE 197.7757412 HUE & CRY SECURITY SYSTEMS INC. 01/08/2026 FEB'26 SECURITY SERVICE 80.0057412 HUE & CRY SECURITY SYSTEMS INC. 01/08/2026 FEB'26 SECURITY SERVICE 24.00 Total HUE & CRY SECURITY SYSTEMS INC.: 301.77

INFINITY TECHNOLOGIES
57459 INFINITY TECHNOLOGIES 01/15/2026 FY 25/26 IT HELPDESK 13,960.00 57459 INFINITY TECHNOLOGIES 01/15/2026 FY 25/26 IT HELPDESK 171.00 Total INFINITY TECHNOLOGIES: 14,131.00
INTEGRAL CONSULTING INC.
57460 INTEGRAL CONSULTING INC. 01/15/2026 CO 1, AMENDMENT 2, CLIMATE ADAPTION PLAN, 2025 CALFIRE HAZARD SEVERITY ZONE MAPS INTO 1,286.46 Total INTEGRAL CONSULTING INC.: 1,286.46

JULISSA ACOSTA
57487 JULISSA ACOSTA 01/22/2026 STUDENT LOAN REIMBURSEMENT 3,000.00 Total JULISSA ACOSTA: 3,000.00

KARLAS JANITORIAL & SUPPLIERS, LLC
57413 KARLAS JANITORIAL & SUPPLIERS, LLC 01/08/2026 DEC-FY 25/26 JANITORIAL SERVICES 785.0057413 KARLAS JANITORIAL & SUPPLIERS, LLC 01/08/2026 FY 25/26 JANITORIAL SERVICES 16,533.50 82 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 8 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM 57504 KARLAS JANITORIAL & SUPPLIERS, LLC 01/29/2026 CO1 ADDITIONAL CUSTODIAL SERVICES FOR THE OCC 785.00 Total KARLAS JANITORIAL & SUPPLIERS, LLC: 18,103.50

KONICA MINOLTA BUSINESS SOLUTIONS
57505 KONICA MINOLTA BUSINESS SOLUTIONS 01/29/2026 10/27/25-12/31/25 MAINTENANCE - PRINTER AT YARD 96.16 Total KONICA MINOLTA BUSINESS SOLUTIONS: 96.16

LAURA CAMODECA
57414 LAURA CAMODECA 01/08/2026 INSTRUCTOR-NOSE WORK PRIVATE LESSON MIKA BRENNAN 140.0057506 LAURA CAMODECA 01/29/2026 INSTRUCTOR-NOSE WORK PRIVATE LESSON MIKA BRENNAN 70.00 Total LAURA CAMODECA: 210.00
LAURA L. BECKER
57415 LAURA L. BECKER 01/08/2026 INSTRUCTOR PAYMENT- ZUMBA DEC '25 507.00 Total LAURA L. BECKER: 507.00

LEAGUE OF CALIFORNIA CITIES
57488 LEAGUE OF CALIFORNIA CITIES 01/22/2026 2026 MEMBERSHIP DUES 7,153.00 Total LEAGUE OF CALIFORNIA CITIES: 7,153.00
LORAL LANDSCAPING INC.
57416 LORAL LANDSCAPING INC. 01/08/2026 FY 25/26 MEDIAN MAINTENANCE 4,297.0057489 LORAL LANDSCAPING INC. 01/22/2026 FY 25-26 DITCH MAINTENANCE CONTRACT 13,386.39 Total LORAL LANDSCAPING INC.: 17,683.39

MALCOLM C SMITH
57417 MALCOLM C SMITH 01/08/2026 COMMUNICATIONS CONSULTANT SERVICE 330.00 Total MALCOLM C SMITH: 330.00

MARK HOFMANN
57418 MARK HOFMANN 01/08/2026 INSTRUCTOR-PICKLEBALL - BEGINNER BOOTCAMP 01/03/26 273.0057507 MARK HOFMANN 01/29/2026 INSTRUCTOR-PICKLEBALL - EMERGING INT MINI BOOTCAMP 01/19 91.00 Total MARK HOFMANN: 364.00
83 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 9 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM

MATTHEW CHIDESTER
57419 MATTHEW CHIDESTER 01/08/2026 OCT'25 MMANC CONFERENCE 201.9257419 MATTHEW CHIDESTER 01/08/2026 OCT'25 ICMA CONFERENCE 1,675.28 Total MATTHEW CHIDESTER: 1,877.20

METROPOLITAN PLANNING GROUP
57461 M-GROUP 01/15/2026 FY 25/26 STAFFING PLANNING, AND GIS MAPPING SERVICES 3,225.00 Total METROPOLITAN PLANNING GROUP: 3,225.00

NAPA AUTO PARTS
57490 NAPA AUTO PARTS 01/22/2026 VEHICLE PARTS 28.9557490 NAPA AUTO PARTS 01/22/2026 VEHICLE PARTS .5557490 NAPA AUTO PARTS 01/22/2026 VEHICLE PARTS 93.66 Total NAPA AUTO PARTS: 123.16

NICOLAS LASZKIEWICZ
57420 NICHOLAS TRANSLATIONS & INTERPRETATIONS 01/08/2026 DEC'25 TRANSLATION SERVICES 618.00 Total NICOLAS LASZKIEWICZ: 618.00

PACIFIC GAS & ELECTRIC
57508 PACIFIC GAS & ELECTRIC 01/29/2026 SMITHFIELD 31.8857508 PACIFIC GAS & ELECTRIC 01/29/2026 SMITHFIELD SNACK BAR 205.7257508 PACIFIC GAS & ELECTRIC 01/29/2026 DUTRA PARK 64.3057508 PACIFIC GAS & ELECTRIC 01/29/2026 CITY OF HMB 501 MAIN ST A 8.6557508 PACIFIC GAS & ELECTRIC 01/29/2026 CORREAS EV CHARGES 1,495.7757508 PACIFIC GAS & ELECTRIC 01/29/2026 OCEAN VIEW PARK 22.0057508 PACIFIC GAS & ELECTRIC 01/29/2026 OCEAN COLONY PARTNERS/OCP LIFT STATION 1,174.3257508 PACIFIC GAS & ELECTRIC 01/29/2026 DOWNTOWN ST TREE LIGHTS N. HOOK-UP@ MILL ST 1,100.7557508 PACIFIC GAS & ELECTRIC 01/29/2026 401 SEYMOUR ST 51.9257508 PACIFIC GAS & ELECTRIC 01/29/2026 401 SEYMOUR ST 121.1557508 PACIFIC GAS & ELECTRIC 01/29/2026 HWY 1 & MIRAMONTES TRAFFIC SIGNAL 89.4857508 PACIFIC GAS & ELECTRIC 01/29/2026 PELICAN POINT LIFT STATION 250.4057508 PACIFIC GAS & ELECTRIC 01/29/2026 555 KELLY ST 27.5557508 PACIFIC GAS & ELECTRIC 01/29/2026 STREETLIGHT PROJECT 522.3257508 PACIFIC GAS & ELECTRIC 01/29/2026 BELL MOON LIFT STATION 35.3057508 PACIFIC GAS & ELECTRIC 01/29/2026 MAINTENANCE YARD OFFICE-ELECTRIC 260.4557508 PACIFIC GAS & ELECTRIC 01/29/2026 CITY OF HMB / STREET LIGHTS 6,893.0457508 PACIFIC GAS & ELECTRIC 01/29/2026 NW HWY 1 & MAIN ST 160.9057508 PACIFIC GAS & ELECTRIC 01/29/2026 SHERIFF SUB-STATION 3,965.55 84 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 10 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM 57508 PACIFIC GAS & ELECTRIC 01/29/2026 COMMUNITY CENTER 2,399.9057508 PACIFIC GAS & ELECTRIC 01/29/2026 PILARCITOS CREEK UNDERPASS 38.5057508 PACIFIC GAS & ELECTRIC 01/29/2026 TRAIN DEPOT RSTMS 200.50 57508 PACIFIC GAS & ELECTRIC 01/29/2026 CITY HALL BUILDING 2,575.9757508 PACIFIC GAS & ELECTRIC 01/29/2026 PACIFIC RIDGE LIGHT POLES 43.4257508 PACIFIC GAS & ELECTRIC 01/29/2026 DOWN TOWN ST TREE LIGHTS S. HOOK-UP@ 650 MIRAMONTES 920.7457508 PACIFIC GAS & ELECTRIC 01/29/2026 FERNANDEZ PARK 11.3557508 PACIFIC GAS & ELECTRIC 01/29/2026 10 STONE PINE RD - CARTER PARK 226.3957508 PACIFIC GAS & ELECTRIC 01/29/2026 PILARCITOS CREEK BRIDGE 133.8557508 PACIFIC GAS & ELECTRIC 01/29/2026 MOON SCULPTURE SPOTLIGHTS 21.7757508 PACIFIC GAS & ELECTRIC 01/29/2026 MOON SCULPTURE SPOTLIGHTS 50.8157508 PACIFIC GAS & ELECTRIC 01/29/2026 LIBRARY ELECTRICITY ONLY 26.2857508 PACIFIC GAS & ELECTRIC 01/29/2026 HWY 1 & MIRAMONTES LIGHTING 35.0457508 PACIFIC GAS & ELECTRIC 01/29/2026 HWY 1 & MIRAMONTES LIGHTING 81.7757508 PACIFIC GAS & ELECTRIC 01/29/2026 HWY 1 & FAIRWAY LIGHTING 50.9757508 PACIFIC GAS & ELECTRIC 01/29/2026 HWY 1 & FAIRWAY LIGHTING 118.94 Total PACIFIC GAS & ELECTRIC: 23,417.65

PLAN JPA
57462 PLAN JPA 01/15/2026 CITY OF HALF MOON BAY AUTH CITY MANAGER TO EXECUTE DOCUMENT TO JOIN THE WORKERS' CO 96,562.00 Total PLAN JPA: 96,562.00
PRECISION CONCRETE CUTTING INC.
57422 PRECISION CONCRETE CUTTING 01/08/2026 CONCRETE CUTTING FY'26 SIDEWALK REPAIRS 10,000.00 Total PRECISION CONCRETE CUTTING INC.: 10,000.00
PREMIER TERMITE INC.
57509 PREMIER TERMITE INC. 01/29/2026 REPAIR DAMAGED FLOORING 1,300.00 Total PREMIER TERMITE INC.: 1,300.00
PRESIDIO SYSTEMS INC.
57423 PRESIDIO SYSTEMS INC. 01/08/2026 3 DAYS HYDRO VAC 9,600.0057463 PRESIDIO SYSTEMS INC. 01/15/2026 2 DAYS HYDRO VAC 6,400.00 Total PRESIDIO SYSTEMS INC.: 16,000.00

QUADIENT FINANCE USA, INC
57424 QUADIENT LEASING USA, INC. 01/08/2026 FY 25/26 QUADIENT LEASE & POSTAGE 495.2357464 QUADIENT FINANCE USA, INC 01/15/2026 FY 25/26 QUADIENT LEASE & POSTAGE .27 85 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 11 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM Total QUADIENT FINANCE USA, INC: 495.50

RENTOKIL NORTH AMERICA INC
57473 WESTERN EXTERMINATOR COMPANY 01/15/2026 FY 25/26 EXTERMINATOR SERVICES 1,908.54 Total RENTOKIL NORTH AMERICA INC: 1,908.54

REPUBLIC SERVICES INC
57442 BFI OF CALIFORNIA 01/15/2026 MSW SERVICES 1,497.7057442 BFI OF CALIFORNIA 01/15/2026 GREEN WASTE-YARDWASTE 913.38 Total REPUBLIC SERVICES INC: 2,411.08

RH BORDEN AND COMPANY LLC
57491 RH BORDEN AND COMPANY LLC 01/22/2026 MAJOR BASIN I&I ASSESSMENT 5,527.00 Total RH BORDEN AND COMPANY LLC: 5,527.00

RICE TRUCKING-SOIL FARM LLC
57425 RICE TRUCKING-SOIL FARM INC. 01/08/2026 FILL SAND 250.52 Total RICE TRUCKING-SOIL FARM LLC: 250.52
RINCON CONSULTANTS INC.
57492 RINCON CONSULTANTS INC. 01/22/2026 6TH CYCLE HOUSING ELEMENT UPDATE 1,207.70 Total RINCON CONSULTANTS INC.: 1,207.70

RINGCENTRAL INC
57426 RINGCENTRAL INC. 01/08/2026 PHONE SERVICES JAN '26 2,367.31 Total RINGCENTRAL INC: 2,367.31

ROBERT HALF
57427 ROBERT HALF 01/08/2026 GIJON, LYNN 12/26/25 856.0057427 ROBERT HALF 01/08/2026 GIJON, LYNN 12/19/25 1,712.0057427 ROBERT HALF 01/08/2026 COLLETT,DIANNA 12/19/25 622.8457427 ROBERT HALF 01/08/2026 COLLETT,DIANNA 12/19/25 622.8457427 ROBERT HALF 01/08/2026 COLLETT,DIANNA 12/26/25 162.4857427 ROBERT HALF 01/08/2026 COLLETT,DIANNA 12/26/25 162.4857427 ROBERT HALF 01/08/2026 VANCE, AMANDA 12/26/25 720.0057465 ROBERT HALF 01/15/2026 COLLETT,DIANNA 01/09/26 659.64 86 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 12 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM 57465 ROBERT HALF 01/15/2026 COLLETT,DIANNA 01/09/26 659.6457465 ROBERT HALF 01/15/2026 GIJON, LYNN 01/09/26 1,737.6057493 ROBERT HALF 01/22/2026 VANCE, AMANDA 01/02/2026 360.0057493 ROBERT HALF 01/22/2026 VANCE, AMANDA 01/09/2026 1,800.0057510 ROBERT HALF 01/29/2026 GIJON, LYNN 01/16/26 1,737.6057510 ROBERT HALF 01/29/2026 COLLETT,DIANNA 01/16/26 494.7357510 ROBERT HALF 01/29/2026 COLLETT,DIANNA 01/16/26 494.73 Total ROBERT HALF: 12,802.58
RUDOLF A. HAAS
57428 RUDOLF A. HAAS 01/08/2026 INSTRUCTOR PAYMENT-TAI CHI DEC 25' 126.00 Total RUDOLF A. HAAS: 126.00

SAN MATEO COUNTY
57449 COUNTY EXECUTIVE'S OFFICE 01/15/2026 FY 25/26 ANIMAL CONTROL CONSTRUCTION 15,437.00 Total SAN MATEO COUNTY: 15,437.00

SERVICE PRESS INC
57513 SERVICE PRESS INC 01/29/2026 BUSINESS CARDS 70.39 Total SERVICE PRESS INC: 70.39

SEWER AUTHORITY MID-COASTSIDE
57466 SEWER AUTHORITY MID-COASTSIDE 01/15/2026 GENERAL OPERATIONS AND MAINTENANCE BUDGET FOR FY 25/26 ($5,989,200), PLUS AN ADDITIONA 499,100.00 57466 SEWER AUTHORITY MID-COASTSIDE 01/15/2026 SEWER COLLECTION SYSTEM CLEANING, MAINTENANCE, AND RELATED SERVICES FY 25/26 19,472.08 57495 SEWER AUTHORITY MID-COASTSIDE 01/22/2026 DEC 2025 PASS THROUGH INVOICE 2,049.00 Total SEWER AUTHORITY MID-COASTSIDE: 520,621.08

SHARP ELECTRONICS CORPORATION
57467 SHARP ELECTRONICS CORPORATION 01/15/2026 PRINTER LEASE- 48 MONTHS 791.73 Total SHARP ELECTRONICS CORPORATION: 791.73

SHUTE MIHALY & WEINBERGER LLP
57429 SHUTE MIHALY & WEINBERGER LLP 01/08/2026 LEGAL EXPENSES 4,633.9757429 SHUTE MIHALY & WEINBERGER LLP 01/08/2026 LEGAL EXPENSES 248.5557429 SHUTE MIHALY & WEINBERGER LLP 01/08/2026 LEGAL EXPENSES 3,842.8057429 SHUTE MIHALY & WEINBERGER LLP 01/08/2026 LEGAL EXPENSES 8,681.8557429 SHUTE MIHALY & WEINBERGER LLP 01/08/2026 LEGAL EXPENSES 169.40 87 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 13 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM 57429 SHUTE MIHALY & WEINBERGER LLP 01/08/2026 LEGAL EXPENSES 15,369.7557429 SHUTE MIHALY & WEINBERGER LLP 01/08/2026 LEGAL EXPENSES 393.15 57429 SHUTE MIHALY & WEINBERGER LLP 01/08/2026 LEGAL EXPENSES 15,051.00 Total SHUTE MIHALY & WEINBERGER LLP: 48,390.47

STAR ELEVATOR INC
57430 STAR ELEVATOR INC 01/08/2026 ELEVATOR MAINTENANCE-2 SITES JAN 2026 520.0057430 STAR ELEVATOR INC 01/08/2026 ELEVATOR REPAIR 6,079.02 Total STAR ELEVATOR INC: 6,599.02

STERICYCLE SPECIALTY WASTE SOLUTIONS INC
57496 STERICYCLE, INC. 01/22/2026 PAPER SHREDDING DEC 2025 243.39 Total STERICYCLE SPECIALTY WASTE SOLUTIONS INC: 243.39

SUBURBAN PROPANE LP
57468 SUBURBAN PROPANE LP 01/15/2026 PROPANE ACCT 1601-064098 1,118.3757497 SUBURBAN PROPANE LP 01/22/2026 PROPANE ACCT 1601-064098 1,458.64 Total SUBURBAN PROPANE LP: 2,577.01

SUSAN BOYER
57469 SUSAN BOYER 01/15/2026 FY '25/'26 SEWER REFUND 1,344.00 Total SUSAN BOYER: 1,344.00

SWCA INCORPORATED
57514 SWCA INCORPORATED 01/29/2026 Piilarcitos Creek Environmental 402.2557514 SWCA INCORPORATED 01/29/2026 2025 DITCH MAINTENANCE PROJECT BIOLOGICAL MONITORING 508.75 Total SWCA INCORPORATED: 911.00

THE HOME DEPOT PRO
57458 HOME DEPOT CREDIT SERVICES 01/15/2026 MAINT SUPPLIES 826.79 Total THE HOME DEPOT PRO: 826.79

TIMOTHY CONLON
57515 TIMOTHY CONLON 01/29/2026 GATE REPAIR AT SUBSTATION 4,950.00 88 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 14 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM Total TIMOTHY CONLON: 4,950.00
T-MOBILE USA INC.
57431 T-MOBILE 01/08/2026 ACCT 997385192 DEC '25 394.83 Total T-MOBILE USA INC.: 394.83
TOWNSEND PUBLIC AFFAIRS INC.
57516 TOWNSEND PUBLIC AFFAIRS, INC 01/29/2026 LEGISLATIVE SERVICES FOR THE TERM 7/1/2025-6/30/2026 3,000.0057516 TOWNSEND PUBLIC AFFAIRS, INC 01/29/2026 LEGISLATIVE SERVICES FOR THE TERM 7/1/2025-6/30/2026 3,000.00 Total TOWNSEND PUBLIC AFFAIRS INC.: 6,000.00

TRICOR EMPLOYMENT SCREENING
57470 TRICOR EMPLOYMENT SCREENING 01/15/2026 SURVEY, ONSITE 80.00 Total TRICOR EMPLOYMENT SCREENING: 80.00

TURBO DATA SYSTEMS INC
57471 TURBO DATA SYSTEMS 01/15/2026 DEC '25 CITATION PROCESSING 940.54 Total TURBO DATA SYSTEMS INC: 940.54

UNDERGROUND SERVICE ALERT OF NORTHERN CA
57517 UNDERGROUND SERVICE ALERT OF 01/29/2026 2026 MEMBERSHIP FEE 1,007.24 Total UNDERGROUND SERVICE ALERT OF NORTHERN CA: 1,007.24

VESTIS GROUP INC
57432 VESTIS 01/08/2026 MATS - CITY HALL 198.9957432 VESTIS 01/08/2026 MATS - PUBLIC LIBRARY 127.5357432 VESTIS 01/08/2026 MATS - CITY HALL 198.9957432 VESTIS 01/08/2026 MATS - PUBLIC LIBRARY 127.5357432 VESTIS 01/08/2026 MATS - CITY HALL 198.9957432 VESTIS 01/08/2026 MATS - PUBLIC LIBRARY 127.5357472 VESTIS 01/15/2026 MATS - CITY HALL 198.9957472 VESTIS 01/15/2026 MATS - PUBLIC LIBRARY 127.5357498 VESTIS 01/22/2026 MATS - CITY HALL 198.9957498 VESTIS 01/22/2026 MATS - PUBLIC LIBRARY 127.5357518 VESTIS 01/29/2026 MATS - CITY HALL 198.9957518 VESTIS 01/29/2026 MATS - PUBLIC LIBRARY 127.53 89 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 15 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM Total VESTIS GROUP INC: 1,959.12

VICTOR HERNANDEZ
57421 ON POINT LANGUAGE SOLUTIONS LLC 01/08/2026 DEC'25 TRANSLATION SERVICES 1,268.75 Total VICTOR HERNANDEZ: 1,268.75

WELLS FARGO
57547 WELLS FARGO 01/04/2026 TRAINING 160.0057547 WELLS FARGO 01/04/2026 TRAINING 70.0057547 WELLS FARGO 01/04/2026 PARKING 1.0057547 WELLS FARGO 01/04/2026 NOTARY OATH BOND FILING 42.0057547 WELLS FARGO 01/04/2026 POSTAGE .7857547 WELLS FARGO 01/04/2026 PPE FOR 555 KELLY 30.7557547 WELLS FARGO 01/04/2026 CMC CENT. FEE 75.0057547 WELLS FARGO 01/04/2026 MEMBERSHIP (CMCA) 500.0057547 WELLS FARGO 01/04/2026 MTG EXPENSE 309.8557547 WELLS FARGO 01/04/2026 AGENDA BOARD 877.8957547 WELLS FARGO 01/04/2026 MTG EXPENSE 219.0057547 WELLS FARGO 01/04/2026 CLOSED SESSION 84.8757547 WELLS FARGO 01/04/2026 STAFF APPRECIATION 228.8957547 WELLS FARGO 01/04/2026 STAFF APPRECIATION 240.0057547 WELLS FARGO 01/04/2026 COUNCIL OF CITIES 457.1057547 WELLS FARGO 01/04/2026 STATE OF CITY MTG EXP. 79.8057547 WELLS FARGO 01/04/2026 NIGHT OF LIGHTS EXPENSE 174.8957547 WELLS FARGO 01/04/2026 NIGHT OF LIGHTS EXPENSE 20.7657547 WELLS FARGO 01/04/2026 STAFF APPRECIATION 149.0057547 WELLS FARGO 01/04/2026 NIGHT OF LIGHTS EXPENSE 51.3857547 WELLS FARGO 01/04/2026 COUNCIL SNACKS 93.6157547 WELLS FARGO 01/04/2026 SHIPPING FEE 21.9657547 WELLS FARGO 01/04/2026 TRAINING EXPENSE 12.1557547 WELLS FARGO 01/04/2026 SUBSCRIPTION 343.9257547 WELLS FARGO 01/04/2026 COUNCIL OF CITIES 147.3557547 WELLS FARGO 01/04/2026 COUNCIL OF CITIES 36.6657547 WELLS FARGO 01/04/2026 RECONCILING ITEMS CASHBACK 1,176.48-57547 WELLS FARGO 01/04/2026 CITY HALL INTERNET 356.8257547 WELLS FARGO 01/04/2026 COUNCIL OF CITIES DINNER 17.5057547 WELLS FARGO 01/04/2026 EOC INTERNET 65.0057547 WELLS FARGO 01/04/2026 TAC INTERNET 226.2357547 WELLS FARGO 01/04/2026 STONE PINE INTERNET 293.2757547 WELLS FARGO 01/04/2026 GOOGLE SUITE 24.0057547 WELLS FARGO 01/04/2026 OFFICE SUPPLY 43.99 90 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 16 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM 57547 WELLS FARGO 01/04/2026 CLOSED SESSION MEETING 67.9557547 WELLS FARGO 01/04/2026 CLOSED SESSION MEETING 30.9557547 WELLS FARGO 01/04/2026 WELCOME BREAKFAST-STAFF 269.1557547 WELLS FARGO 01/04/2026 REFUND FROM MMANC 95.00-57547 WELLS FARGO 01/04/2026 SUPPLIES 8.7757547 WELLS FARGO 01/04/2026 MEMBERSHIP 16.4757547 WELLS FARGO 01/04/2026 SUPPLIES 16.5057547 WELLS FARGO 01/04/2026 SUPPLIES 340.3957547 WELLS FARGO 01/04/2026 SUPPLIES 19.4157547 WELLS FARGO 01/04/2026 SUPPLIES 82.4057547 WELLS FARGO 01/04/2026 SUPPLIES 118.6457547 WELLS FARGO 01/04/2026 SUPPLIES 15.8657547 WELLS FARGO 01/04/2026 SUPPLIES 15.3757547 WELLS FARGO 01/04/2026 SUPPLIES 24.1657547 WELLS FARGO 01/04/2026 ADVERTISING 56.9757547 WELLS FARGO 01/04/2026 SUPPLIES 56.8457547 WELLS FARGO 01/04/2026 SUPPLIES REFUND 56.84-57547 WELLS FARGO 01/04/2026 SUPPLIES 21.9357547 WELLS FARGO 01/04/2026 MEMBERSHIP 513.0057547 WELLS FARGO 01/04/2026 MEMBERSHIP 11.9957547 WELLS FARGO 01/04/2026 SUPPLIES 10.9957547 WELLS FARGO 01/04/2026 SUPPLIES 3.0657547 WELLS FARGO 01/04/2026 SUPPLIES 429.0857547 WELLS FARGO 01/04/2026 SUPPLIES 6.1457547 WELLS FARGO 01/04/2026 UNIFORM 208.7157547 WELLS FARGO 01/04/2026 SUPPLIES 117.1657547 WELLS FARGO 01/04/2026 SUBSCRIPTION- ZOOM 95.9757547 WELLS FARGO 01/04/2026 PLANNER RECRUITMENT 250.0057547 WELLS FARGO 01/04/2026 PLANNER RECRUITMENT 100.0057547 WELLS FARGO 01/04/2026 PLANNER RECRUITMENT 224.9557547 WELLS FARGO 01/04/2026 HOUSING ELEMENT 3,018.7557547 WELLS FARGO 01/04/2026 NIGHT OF LIGHTS SUPPLIES 24.2757547 WELLS FARGO 01/04/2026 OFFICE SUPPLIES 46.8857547 WELLS FARGO 01/04/2026 OCC SUPPLY 245.7557547 WELLS FARGO 01/04/2026 RAYMOND GOING AWAY 10.0357547 WELLS FARGO 01/04/2026 OFFICE SUPPLIES 76.9057547 WELLS FARGO 01/04/2026 OFFICE SUPPLIES 235.2757547 WELLS FARGO 01/04/2026 RAYMOND/LISA CUTTING BOARDS 65.9057547 WELLS FARGO 01/04/2026 STAFFSGIVING 41.7157547 WELLS FARGO 01/04/2026 BABY SHOWER CELEBRATION 123.1757547 WELLS FARGO 01/04/2026 NIGHT OF LIGHTS EXPENSE 92.1657547 WELLS FARGO 01/04/2026 RECOGNITION CERTIFICATES 200.0057547 WELLS FARGO 01/04/2026 OFFICE SUPPLY (CARDS) 18.68 91 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 17 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM 57547 WELLS FARGO 01/04/2026 ROB GOING AWAY 42.3957547 WELLS FARGO 01/04/2026 COMMS MEETING EXPENSE 62.9057547 WELLS FARGO 01/04/2026 CATHERINE CUTTING BOARD 32.9557547 WELLS FARGO 01/04/2026 ARMANDO, ALEX BABY SHOWER 155.5457547 WELLS FARGO 01/04/2026 CLOSED SESSION 134.6057547 WELLS FARGO 01/04/2026 STAFFSGIVING 110.1657547 WELLS FARGO 01/04/2026 CLOSE SESSION DINNER 122.3757547 WELLS FARGO 01/04/2026 CLOSE SESSION DINNER 17.0357547 WELLS FARGO 01/04/2026 COUNCIL OF CITIES 33.8057547 WELLS FARGO 01/04/2026 MEMBERSHIP-CONSTANT CONTACT 175.0057547 WELLS FARGO 01/04/2026 ROB MILLS CUTTING BOARD 32.9557547 WELLS FARGO 01/04/2026 VETERANS EVE EVENT 61.9057547 WELLS FARGO 01/04/2026 VETERANS EVE EVENT 10.9857547 WELLS FARGO 01/04/2026 WELCOME BREAKFAST- STAFF 40.0057547 WELLS FARGO 01/04/2026 SUPPLIES FOR LAMINATED CALENDAR 34.0257547 WELLS FARGO 01/04/2026 2026 WALL CALENDAR 42.9857547 WELLS FARGO 01/04/2026 ASPHALT PATCH 1,599.7857547 WELLS FARGO 01/04/2026 TRACTOR BELTS 145.9757547 WELLS FARGO 01/04/2026 INTERVIEW PANEL LUNCH 63.4457547 WELLS FARGO 01/04/2026 IRRIGATION SERVICE 218.2557547 WELLS FARGO 01/04/2026 BABY SHOWER CAKE 112.1557547 WELLS FARGO 01/04/2026 GATE REMOTE CONTROLLERS 32.9557547 WELLS FARGO 01/04/2026 MICROPHONE CLAMP 45.2257547 WELLS FARGO 01/04/2026 CHEST WADERS 96.6857547 WELLS FARGO 01/04/2026 NIGHT OF LIGHTS CAR WASH 14.0057547 WELLS FARGO 01/04/2026 QAC TESTING- JORGE 115.0057547 WELLS FARGO 01/04/2026 ICC TRAINING COURSE 528.2557547 WELLS FARGO 01/04/2026 CITY HALL WREATH 218.65 Total WELLS FARGO: 15,759.29

WEST COAST ARBORISTS INC
57434 WEST COAST ARBORISTS INC 01/08/2026 FY 25/26 TREE MAINTENANCE AND URBAN FOREST MANAGEMENT 9,448.0057434 WEST COAST ARBORISTS INC 01/08/2026 FY 25/26 TREE MAINTENANCE AND URBAN FOREST MANAGEMENT 3,422.0057519 WEST COAST ARBORISTS INC 01/29/2026 FY 25/26 TREE MAINTENANCE AND URBAN FOREST MANAGEMENT 19,132.20 Total WEST COAST ARBORISTS INC: 32,002.20
ZONES IT SOLUTIONS INC.
57005 ZONES, LLC 01/08/2026 FY 25/26 ZONES MICROSOFT 365 LICENSING 1,592.28-57433 ZONES, LLC 01/08/2026 FY 25/26 ZONES MICROSOFT 365 LICENSING 1,592.2857435 ZONES, LLC 01/08/2026 MICROSOFT LICENSING 17,065.17 92 City of Half Moon Bay Check Register - [Council] Warrants Report Page: 18 Check Issue Dates: 1/1/2026 - 1/31/2026 Feb 11, 2026 05:38PM Total ZONES IT SOLUTIONS INC.: 17,065.17Grand Totals: 1,445,655.49 Report Criteria:

Report type: GL detail
93

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT
For meeting of: February 17, 2026
TO: Honorable Mayor and City Council
VIA: Matthew Chidester, City Manager
FROM: Dale Leda, Interim City Engineer

TITLE: APPROVE WAVECREST ROAD WATER MAIN PROJECT - PROFESSIONAL SERVICES AGREEMENT, AMENDMENT 01
______________________________________________________________________________ RECOMMENDATION:

Adopt a resolution authorizing the City Manager to execute Amendment No. 1 to the professional services agreement with Freyer & Laureta, Inc. for final design and construction support services for the Wavecrest Road Water Main Project (CIP Project No. 9004) in the amount of $60,000.

FISCAL IMPACT:

The Wavecrest Road Water Main Project is included in the adopted FY 2025-26 Capital Improvement Program. There is no financial impact from this request. The project is fully funded through allocations from the General Fund with a total project budget of $1,410,000. A summary of the current funding sources and expenses to date is provided below.

Table 1: Project Funds and Expenses Summary
Project Funds Project Expenses
Funding Source Fund Amount Consultants Expenses to Date City Funds 1,410,000 Freyer & Laureta 49,800
Total Funding: $ 1,410,000 Total Expenses: $ 49,800
The current anticipated cost of construction is $1.35 million, which is based on an updated engineer’s estimate recently prepared by staff. Although our current estimates indicate that we have sufficient budget to complete construction, if bids come in higher than expected, additional funding may need to be sought to complete the full scope of work.

STRATEGIC ELEMENT:

This action supports the Infrastructure and Environment and Healthy Communities and Public Safety Elements of the Strategic Plan.
94

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BACKGROUND:

The Wavecrest Road Water Main Project was initiated to provide adequate water service for fire protection and irrigation at the Smith Field/Wavecrest area. The project includes the design, permitting and construction of roughly 2,500 linear feet of water main and lateral piping down Wavecrest Road between Highway 1 and Smith Field. The project will also include new valves, lateral connections and (5) fire hydrants along Wavecrest Road. The project will replace existing private service lines that currently exist which are undersized and beyond their serviceable life expectancy. Staff regularly responds to leaks or sudden breaks in the existing lines due to their degradation. The existing lines are also undersized, creating a pressure and flow deficiency along Wavecrest Road and at Smith. The new improvements will improve both flow and pressure significantly and, along with new hydrants proposed, will result in substantial improvements to existing public safety and operational concerns.

Although this project has been identified as a community need dating back more than two decades, it was only formally introduced to the City’s Capital Improvement Program as a new, stand-alone project during the 2019-2020 fiscal year. Initial funding for the project was allocated as part of the FY 2022-2023 CIP. Most of the project funding was allocated with adoption of the FY 2024-2025 CIP.

On September 20, 2022, the City Council authorized the City Manager to execute a professional services agreement with Freyer & Laureta, Inc, for $49,800 to prepare 90-percent project design drawings and estimates. Those plans were prepared in conjunction with conceptual design drawings for the Smith Field Master Plan, Phase 1 and Phase 2 improvement projects, which together were used as the basis for preparation of environmental and entitlement documents on both projects. The Planning Commission adopted the Initial Study / Mitigated Negative Declaration on September 23, 2025. At the same public hearing, the Commission also approved a Coastal Development Permit for Phase 1 of the Smith Field Master Plan, including the Wavecrest Road water main extension.

Plans for the Wavecrest Road Water Main Project have also received other necessary approvals from Coastside County Water District (CCWD) and Coastside Fire Protection District (CFPD).

DISCUSSION:

The additional services covered under the proposed Amendment 1 for Freyer & Laureta, Inc. are needed to resolve final minor comments on improvement plans from the City and CCWD.

Amendment 1 also includes final packaging of plans, specifications, and engineers estimate, for a bid advertisement package, as well as construction support once a contractor is awarded the project and work commences.

Staff have been working with CCWD on final deliverables and anticipate that a Service Agreement between CCWD and the City will be completed in early June of this year. We have also coordinated the target construction schedule with the various organizations that utilized 95

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Smith Field for organized baseball (Half Moon Bay Little League, Half Moon Bay Pirates, and SMCO Sheriff’s Activities League Junior Giants) to minimize impacts.

Once the 100% bid backage is finalized, we anticipate advertising to contractors in March or April of this year and will bring back a contract award for Council’s approval thereafter. We are targeting a July 6th construction start date and are estimating approximately fifty (50) working days to complete the project.

ATTACHMENTS:

1. Resolution

2. Freyer & Laureta Amendment 1 Proposal
96

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RESOLUTION NO. C-2026-______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT WITH FREYER & LAURETA, INC. FOR FINAL DESIGN AND CONSTRUCTION SUPPORT SERVICES FOR THE WAVECREST ROAD WATER MAIN PROJECT (CIP NO. 9004) IN THE AMOUNT OF $60,000.

WHEREAS, the City of Half Moon Bay initiated the Wavecrest Road Water Main Project (CIP Project No. 9004) to replace deficient infrastructure and improve water service for fire protection and irrigation at the Smith Field and Wavecrest area; and WHERAS, on September 20, 2022, the City Council authorized the City Manager to execute a Professional Services Agreement with Freyer & Laureta, Inc. in the amount of $49,800 to prepare 90-percent design drawings and cost estimates for the project; and WHEREAS, on September 23, 2025, the Planning Commission adopted an Initial Study/Mitigated Negative Declaration for the Smith Field Master Plan improvements and approved a Coastal Development Permit for Phase 1, including the Wavecrest Road Water Main Project; and
WHEREAS, the project has received necessary permit approvals from the Coastside County Water District and the Coastside Fire Protection District.

NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay hereby authorizes the City Manager to execute Amendment No. 1 to the professional services agreement with Freyer & Laureta, Inc. for final design and construction support services for the Wavecrest Road Water Main Project (CIP Project No. 9004) in the amount of $60,000. ******************************************************************** I, the undersigned, hereby certify that the foregoing Resolution was duly passed and adopted on the 17th of February 2026, by the City Council of Half Moon Bay by the following vote:

AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED:
______________________________ _______________________________ Maggie Rodriguez, Interim City Clerk Debbie Ruddock, Mayor 97 Headquarters North Bay Office East Bay Office South Bay Office 150 Executive Park Blvd, Ste 4200 505 San Marin Dr, Ste A220 1101 Marina Village Parkway, Ste 104 20863 Stevens Creek Blvd, Ste 275 San Francisco, CA 94134 Novato, CA 94945 Alameda, CA 94501 Cupertino, CA 95014 (415) 534-7070 (415) 534-7070 (510) 937-2310 (408) 516-1090 February 6, 2026
Mr. Dale Leda
Interim City Engineer
City of Half Moon Bay
Public Works Department
501 Main Street
Half Moon Bay, CA 94019
RE: Wavecrest Water Project (CIP 9004) - Add Service for Additional Engineering Services during Design, Bidding and Construction.

Dear Mr. Leda,
Freyer & Laureta, Inc. (F&L) is pleased to provide this scope and fee proposal for engineering services to reissue the final design package through construction of the Wavecrest Water Project (CIP 9004). We propose the following Scope of Services and schedule of fees:

Description of Services
Task 1: Project Management and Coordination
Attend project team coordination meetings. This is for general coordination topics, not specifically tied to design or construction. We anticipate the kick off meeting and monthly meetings for the duration of the project.
• Quality Audit/Quality Control (QA/QC)
• Monitor F&L’s schedule and budget.
• F&L will initiate monthly check in meetings.

Task 2: Finalize Construction Documents
F&L will update the design package based on comments from Coastside County Water District (CCWD) and the City. This task will include the following:
• Provide a revised 100% Submittal Level Improvement PS&E will be provided to the City that responds to comments.
• Attend a virtual review meeting and provide meeting notes after the meeting. • Prepare the Final Bid Package, incorporating City review comments on the 100% Package.

The Final Bid Package will include plans, project-specific specification sections, and the engineer’s estimate.

98 FREYER & LAURETA, INC. Civil Engineers · Surveyors · Construction Managers. 2 Task 3: Engineering Services During Bid and Construction Phases Construction support services will be provided to assist the City in obtaining construction work that is in substantial conformance with the contract documents. Our construction services will consist of the following:
• Bid support, including attendance at bid conference, responding to bidder questions, and preparation of conformed set for construction. Interpretation of contract documents, review of extra work requests, review of shop drawings and other contractor submittals, review and respond to requests for information/clarifications. • When requested, site visits will be made to resolve field issues (up to 2). • Construction meetings (4 total).
• Provide project close-out support including a site visit for punch list. • Transfer Contractor As-Builts into AutoCAD drawings to Record Drawings for City of Half Moon Bay archiving.

Schedule
Construction is anticipated to commence Q3 2026 and be completed prior to Q4 2026. The following table outlines the anticipated project schedule based start construction in early July 2026 to coincide with baseball seasons at Smith Field Park.

Milestone Anticipated Date
Notice to Proceed Early February 2026
Reissue 100% Submittal Mid February 2026
Final City Review (two weeks) Early March 2026
Finalize Construction Documents and Issue for Bid Mid March 2026 Advertise Bid April 2026
Bid Phase April 2026 – May 2026
Bid Opening May 2026
Construction Phase July 2026-August 2026
Proposed Fee Schedule
99 FREYER & LAURETA, INC. Civil Engineers · Surveyors · Construction Managers. 3 Please refer to Table 1 (attached) for the detailed fee breakdown for these design services. A summary follows below. All work will be on a time and materials (T&M) basis, not to be exceeded without authorization Tasks Fee
Task 1. Project Management and Coordination $8,690
Task 2. Finalize Construction Documents $16,950
Task 3. Engineering Services During Bid and Construction Phases $34,360 Total $60,000
Thank you again for the opportunity of submitting this proposal to you. We look forward to working with you on another successful project. If you have any questions, please feel free to call us.

Very truly yours,
Lorraine Htoo, P.E., Vice President
FREYER & LAURETA, INC.

Enclosure: Fee Proposal

100
TABLE 1
FEE ESTIMATE:

PREPARED BY:

Task Hours
Principal Project
Manager
Staff
Engineer IV
Staff
Engineer I
Admin
Staff
Total Cost
per Task
Task 1: Project Management and Coordination
Monitoring Budget and Project Schedule 8 8 $3,144
QA/QC 8 $2,400
Monthly Progress and Cost Summary Report, Invoices 8 8 $3,144 Task Subtotal: 8 16 16 $8,690
Task 2:Finalize Construction Documents
Field Visit 1 1 $480
100% Submittal Package 2 2 10 30 8 $9,394
Review Meeting 2 2 2 $1,196
Issue for Bid Submittal Package 1 2 4 20 6 $5,878
Task Subtotal: 3 7 17 50 16 $16,950
Task 3: Engineering Services During Bid and Construction Phases Bid Support 2 6 40 2 $9,016
Construction Meetings (4) 4 4 $1,920
Shop Drawings and Construction Submittal Review 2 32 $6,010 Review and Respond to RFIs 2 2 16 $3,760
Instructional Bulletins 2 2 2 20 2 $5,296
Site Visits (2) 2 2 $960
Project Closeout/Record Drawings Preparation 1 4 36 $7,395 Task Subtotal: 2 13 22 104 4 $34,360
FEE ESTIMATE TOTAL: $60,000
F&L Hourly Rates $300 $275 $205 $175 $118
Notes:

1. Not all staff positions are listed. Other staff positions may be utilized and will be billed at hourly rates according to F&L's 2026 Rate Schedule. The Not to Exceed Budget will remain the same.

2. Breakdown by task is for estimating purposes only. Level of effort between tasks may vary.

3. Total and Subtotals are rounded to nearest $10.

Wavecrest Water Project - Engineering Services including Bid and Construction Phases
HMB CIP 9004
FREYER & LAURETA, INC.

Last Printed: 2/6/2026 FREYER LAURETA, INC. Civil Engineers · Surveyors · Construction Managers 101

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT
For meeting of: February 17, 2026
TO: Honorable Mayor and City Council
VIA: Matthew Chidester, City Manager
FROM: Karen Decker, Interim Deputy City Manager
Dale Leda, Interim City Engineer
Julissa Acosta, Management Analyst
TITLE: DOWNTOWN POLE BANNER PROGRAM
______________________________________________________________________________ RECOMMENDATION:

Receive a staff update and by motion, provide guidance on whether to create a banner program.

FISCAL IMPACT:

Estimated costs to design and produce banners and update hardware for 42 poles are up to $23,000, which could be funded with Capital Improvement Program funds originally slated for a gateway arch. As the policy develops, staff expect to apply a fee toward eligible banner participants to offset administration and maintenance costs.

STRATEGIC ELEMENT:

This update supports the Fiscal Sustainability, Inclusive Governance, and Infrastructure and Environment Elements of the Strategic Plan.

BACKGROUND:

Half Moon Bay’s historic downtown sets it apart from any other Bay Area city and continues to draw residents and visitors from around the world. In the 1970s, when downtown was showing signs of neglect, lifelong residents Dolores Mullin and Patsy Dutra launched the Great Half Moon Bay Paint-In. Volunteers picked up paint brushes while local businesses donated food and supplies (Attachment 1: Coastside Chronicles). That can-do spirit of volunteerism and community pride spurred the formation of the Beautification Committee, which subsidized itself by holding a small art festival capitalizing on local pumpkin patches, and the first Spanishtown Art & Pumpkin Festival was held in 1971. To this day, the Beautification Committee continues to spruce up Main Street, donate to local causes, and fundraise by holding the now world-famous Half Moon Bay Art & Pumpkin Festival and Pumpkin Weigh-Off.

Two enhancements to Downtown’s Main Street that remain popular are hanging flower baskets and pole banners that give a sense of welcome, decoration, and an arrival experience. This sentiment surfaced most recently through community engagement for a recent project, the 102

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Downtown Streetscape Master Plan (Attachment 2), that was unanimously approved by Council in July 2024. The plan is a blueprint for improving the design, functionality, and appeal of Downtown Half Moon Bay and emphasizes mobility, vibrancy, and long-term economic health while preserving downtown’s historic character.

The plan development involved extensive public outreach, including:
• 25 focus group sessions
• 240 community participants in engagement activities
• 164 community survey responses
• Presentations to Architectural Advisory Committee (AAC), Planning Commission, Parks & Recreation Commission, Bicycle & Pedestrian Advisory Committee, and City Council Following adoption of the plan, the City began exploring short-term wins that could be accomplished in a relatively short amount of time (6-9 months), have high impact at minimal cost, and be additive to / consistent with the Streetscape Master Plan design guidelines and concepts. Hanging flower baskets, seasonal and event-themed street pole banners (45 along Main Street), and reactivation of the two flagpoles north of the historic Main Street Bridge resonated strongly with the community (Attachment 2, pages 2 and 6).

In recent months, banners have remained a high priority at monthly meetings held by the Downtown Association. Additionally, members of a downtown revitalization committee (which includes representation from the Beautification Committee and Chamber of Commerce) have met with staff to share information and resources and discuss the current and desired infrastructure (hardware, finials), standardization of a banner design, specifications for a flower basket and banner on each pole, and exploration of an application process to accommodate banners for seasons, events, and themes in exchange for a fee that would be used to subsidize maintenance costs.

In an effort to leverage resources while continuing research and policy development, staff are receiving technical assistance from a Community Acceleration Project (CAP) team assembled by Leadership Council San Mateo at no cost to the City. Staff will meet with the CAP team periodically until they present their findings in May. A member from the Downtown Revitalization Committee has attended this meeting as a volunteer.

DISCUSSION:

Council direction is requested on whether to proceed with development of a formal banner program, including hardware upgrades, a standard year-round design, and an application process for seasonal and event-based banners.

Poles/Specifications
There are 45 existing decorative light poles on Main Street, extending from Highway 1 North to Filbert Street. Of these, 38 poles between Highway 92 and Filbert Street currently have banner and/or basket mounting hardware installed. Staff field-verified pole measurements to ensure 103

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adequate clearances, including a minimum of 84 inches above the sidewalk to meet accessibility requirements and appropriate setbacks from adjacent buildings to comply with anticipated Fire Code Zone Zero requirements.

Three poles were found to be within anticipated Zone Zero and would be excluded from the program, resulting in an estimated total of 42 eligible poles. Because pole heights vary, staff used the shortest poles as the baseline to determine a consistent banner size. A standard banner dimension of 24 inches wide by 30 inches tall was identified.

In addition, approximately seven poles currently support other equipment, such as informational, regulatory signage or automated license plate reader (ALPR) devices. These locations would need to be evaluated on a case-by-case basis before any additional attachments are installed. This inventory provides a basis for developing cost estimates and ensuring that any upgrades comply with applicable codes and standards.

Hardware
Staff identified a vendor that produces hardware capable of supporting both a banner and a hanging flower basket. A sample is expected in late March. The product is recommended by a local printing company familiar with the current Main Street banners. However, it is not a premanufactured item and requires approximately six to eight weeks from payment to delivery.

The estimated cost for a hardware set designed to accommodate a 24-inch-wide banner, hanging basket, bracket, and round post is approximately $500 per pole including taxes and shipping.

Alternatively, staff could explore obtaining custom-fabricated hardware through a local welding and fabrication shop, which may offer greater flexibility in design, lead time, and cost. Staff would evaluate durability, aesthetics, and long-term maintenance considerations when comparing these options.

Banner Design
Should Council direct staff to establish a banner program, staff would work with a local vendor to develop a year-round “mainstay” banner to display between seasonal, event, and themebased installations. Design options could be presented to the Architectural Advisory Committee. Staff estimate that each design option would cost about $100. Once a design is confirmed, production costs are estimated at approximately $35 per banner, for a total of $1,470 for 42 poles.

NEXT STEPS
If Council decides to prioritize a banner program and directs staff to move forward, next steps will include:
• Procure one to two mainstay banner design options and develop a policy framework for the program.
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• Apply for a sign permit and appear before the Architectural Advisory Committee within the next two months and the Planning Commission within the next two to three months.
• Conduct community outreach to nonprofits and additional businesses. • Research other jurisdictions and leverage the efforts of the CAP team to identify best practices for access, an application, fees, maintenance, and storage. • Evaluate the two flagpoles north of the Main Street Bridge and the South Main Gateway seal to ensure brand consistency and cohesive signage and wayfinding.

ATTACHMENTS:

1. Coastside Chronicles, Spring 2005
(available at https://www.halfmoonbayhistory.org/wpcontent/uploads/2025/05/CoastsideChronicles_Spring2025.pdf)

2. Downtown Streetscape Master Plan
(available at https://www.half-moon-bay.ca.us/DocumentCenter/View/6763/HMBStreetscape-Plan?bidId=Half Moon Bay)

3. Community Survey Findings
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Streetscape Master Plan Survey – Summary of Findings
In April 2023, the Half Moon Bay City Council unanimously approved the Main Street Revitalization Project and an allocation of funds from the Capital Improvement Program to support this important effort. Downtown revitalization has been a topic of interest for the Council and community alike and was identified as one of 15 strategic recommendations resulting from the Coastside Recovery Initiative.

The goals of the project are to create a more attractive, accessible, and economically vibrant downtown through a Streetscape Master Plan. Toole Design was selected to create the Streetscape Master Plan based on existing conditions review and extensive community engagement through charettes, open studios, focus groups, popups, and public meetings. The Streetscape Master Plan survey was identified as an important tool to gather additional community feedback, particularly from community members who were not able to participate in the previous Toole-led engagement opportunities.

Methodology
The survey was designed to follow similar areas of inquiry as those explored through the charettes, open studios, focus groups, popups, and public meetings. It included questions related to downtown identity and experience, getting to and around downtown as well as ideas for improving key locations such as Kitty Fernandez Park. Another important objective of the survey was to gather input on ideas for improvements that could be accomplished in the short-term, recognizing that implementation of the Streetscape Master Plan is a multi-phase, multi-year effort.

Wood Consulting Services developed the survey with input from City staff and the Toole Design team. A draft of the survey was first developed as a word document for ease of review and then finalized as a google form. The google form was pre- tested with two city staff to fine-tune questions and response options, check skip pattern logic and assess the overall ease of completing the survey.

The survey was launched on January 8, 2024, and closed on February 2, 2024. Five additional surveys were received after the February 2 deadline and included in the analysis. The survey was accessible online via social media, QR code, and the City’s website in English and Spanish. Hard copies were also provided during a visit from the Mexican Consulate and at a newly formed Youth Advisory Committee. A total of 164 respondents completed the survey. Demographics collected as part of the survey are summarized on pages 3-5 of this report.

Additional Notes
The consultant exported all the raw data captured from the google form into an Excel spreadsheet for analysis. Response rates were verified for each survey question by determining the number of blank and non-blank cells. Frequencies and percentages were calculated for all close-ended survey questions.

Charts and graphs were then created to illustrate the distribution of responses across the different response options for each survey question.
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For open-ended questions, the consultant used thematic analysis to identify common themes for responses. Tables were created to show counts of responses for each theme category.

Key Takeaways
• Respondents greatly appreciate the City’s charm, quaintness, and small-town feel. They also value the shops and restaurants downtown, and that many are locally owned small businesses.

The downtown aesthetic, including tree lighting, murals and historic buildings were also important to respondents.
• Parking was most frequently cited as something respondents disliked about downtown and wanted to see changed with several respondents mentioning angled parking specifically. Traffic congestion, lack of signage and the need for better cross walks along Main Street were other dislikes that respondents noted. The business mix and need for more retail versus professional service-oriented businesses along Main Street was a concern as well as the condition / underutilization of buildings and the bridge.
• Recognizing that the Streetscape Master Plan is a multi-phase, multi-year effort, City leadership was interested in the community’s feedback for improvements that could be made in the shorter-term and with minimal investment. “Hanging flower baskets that are replenished and maintained”, “street pole banners with seasonal themes or events”, and a “banner north of the bridge next to Stone Pine Road that identifies the entrance to downtown”, were the top three improvements based on total responses falling into a “first” or “second choice” option. • An overwhelming majority of respondents supported the ideas for more furnishing and landscaping along Main Street, 79.8 percent, and 86.2 percent respectively. They also supported a textured and natural landscaping and furniture palette in keeping with Half Moon Bay’s coastal aesthetic.
• When asked about ways that Main Street could be made safer for drivers, “improve key intersections to increase visibility”, “street improvements to reduce traffic”, “a gateway sign north of the Main Street bridge to provide a sense of arrival into downtown”, and “improve wayfinding from highway 92 to downtown”, were the improvements with the highest responses.
• When asked about ways that Main Street could be made safer for pedestrians, “make sidewalks easier to walk by removing obstructions”, “make existing crosswalks safer”, “make sidewalks wider”, and “add more lighting”, were the improvements with the highest responses. • A nearly equal percentage of respondents either “strongly supported” (27.8 percent) or “strongly opposed” (30.2 percent) parallel parking to increase sidewalk space along Main Street. • When asked about ways to improve Kitty Fernandez Park, “create more green space”, “create spaces for children and youth”, “create flex areas for pop-ups and food trucks”, were the design features rated as most important based on total responses falling into the “first”, “second” or “third choice” options.

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About You

1. Do you live or work in Half Moon Bay or both? (Please choose one option) Values shown as a percentage of respondents, n=163.

2. Where do you currently reside? (Please choose one option) Values shown as a percentage of respondents, n=161

49.1%

6.1%

39.3%

5.5%
Live
Work
Both
Neither

74.5%

5.6%

18.6%

1.2%
Half Moon Bay (within the city
limits)
Half Moon Bay (outside the city
limits - unincorporated area)
Mid-Coast (Miramar, Montara,
Moss Beach and Princeton)
South Coast (La Honda, Loma Mar,
Pescadero and San Gregorio)
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3. How long have you been a resident here? (Please choose one option) Values shown as a percentage of respondents, n=163

4. What gender do you identify as? (Please choose one option) Values shown as a percentage of respondents, n=163

8. 2.5%

12.9%

23.9%

60.7%
Less than 1 year
1 – 3 years
4 – 10 years
More than 11 years

65.0%

27.6%

7.4%
Female
Male
Prefer not to say
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5. Which of the following best describes your race or ethnicity? (Please choose all that apply) Values shown as a percentage of responses, n=170

6. Which of the following best describes your age? (Please choose one option) Values shown as a percentage of respondents, n=164

4.7%% 1.2%

11.2% 0.0%

71.8%

11.2% Asian, Pacific Islander
Black, African American
Hispanic, Latinx, Spanish
White
Prefer not to answer

0.6%

8.5%

20.7%

23.2%

13.4%

15.9%

11.6%

6.1%
0 5
10 15
20 25
20 or
younger
21 – 30 31 – 40 41-50 51-60 61-70 71 or older Prefer not to answer
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Short-Term Opportunities

7. Which of the following short-term improvements would you most like to see on Main Street / downtown? (Please select your top three options). Values shown as a frequency (count) of responses.

Downtown Identity and Experience

8. What do you like about downtown Half Moon Bay and want to see maintained? Values shown as a frequency (count) of responses.

Response Option Frequency
Charm, quaintness, small town feel 36
Shops 28
Décor, tree lights 24
Restaurants, dining 21
Small, local businesses 20
Historic buildings, bridge, plaza 17
Arts, entertainment, and events 16
Free parking 12
Accessibility (walking, biking) 10
Clean, safe, and quiet 10
Plants 9
Furnishings 7
Other 15
Total 225
0 20 40 60 80 100
A banner that identifies the entrance to downtown
Street pole banners
Hanging flower baskets
A map of downtown businesses
A walking tour map with points of interest
Plaques to identify historic landmarks and buildings
Another mural
Water bottle filling stations
Informational kiosk or bulletin board at Mac Dutra or…
First choice Second choice Third choice
n=44
n=50
n=37
n=40
n=63
n=37
n=91
n=58
n=53
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9. What do you dislike and want to see changed? Values shown as a frequency (count) of responses.

Response Option Frequency
Parking 31
Traffic flow, signage, cross walks 20
Business mix 17
Buildings, new construction, bridge 17
Pedestrian, bike access 15
Sidewalks, street 14
Dining 12
Limited business activity and hours 10
Garbage, cleanliness 10
Areas to gather 6
Other 21
Total 173

10. Which of the following features would you most like to see on Main Street? (Please select your top three options). Values shown as a frequency (count) of responses. 0 20 40 60 80 100
Angled parking
Parallel parking
Green infrastructure to better manage stormwater
Trees and landscaping
Benches
Gathering places
Bike lanes on street
Bike racks
Decorative paving
Public art
Lighting
Mid-block crossings
Curbless street
Public Wi-Fi
First choice Second choice Third choice
n=48
n=24
n=40
n=79
n=42
n=51
n=30
n=21
n=16
n=38
n=35
n=11
n=16
n=25
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11. Which of the following activities would you most like to do when you are downtown? (Please select your top three options). Values shown as a frequency (count) of responses.

12. Do you support more furnishings along Main Street? Examples of street furniture include banners, public art, benches and seating, bicycle racks, restrooms, trash bins, community kiosks and signage.

Values shown as a percentage of respondents, n=163.
0 30 60 90 120 150
Participate in an event
Work (employment opportunities)
Socialize with friends
Shop in local stores
Eat a meal
Go for a walk
Go for a bike ride
First choice Second choice Third choice
n=54
n=14
n=81
n=104
n=142
n=67
n=22

79.8%

9.8%

10.4%
Yes
No
Not sure
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13. If yes, please review the following examples of furniture style and tell us what you like best (Please choose one option) Values shown as a percentage of respondents, n=130.

14. Do you support more landscaping along Main Street?
Values shown as a percentage of respondents, n=164.

86.2%

13.8%
Texture and natural
Playful and bold

81.1%

9.8%

9.1%
Yes
No
Not sure
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15. If yes, please review the following examples of landscaping and tell us what you like best (Please choose one option). Values shown as a percentage of respondents, n=129.

Getting To and Around Downtown

16. There could be ways to make Main Street safer for people driving and improve access to downtown locations. Which of the following are most important to you? (Please check all that apply).

Values shown as a frequency (count) of responses

62.0%

38.0%
Colorful and agrarian
Textured and natural
67 51
67 83
55 74
21 0 20 40 60 80 100
Provide improved wayfinding from Highway 92 to downtown Provide improved wayfinding from Highway 1 to downtown
Create a gateway sign north of the Main Street bridge to provide a sense of arrival into downtown
Improve key intersections to increase visibility
Provide street improvements to slow vehicular traffic
Provide street improvements to reduce traffic
Other
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17. There could be ways to make Main Street safer, easier, and more enjoyable for people walking.

Which of the following are most important to you? (Please check all that apply) Values shown as a frequency (count)of responses.

18. Parallel parking could increase sidewalk space on Main Street. Please tell us your level of support to change the current angled parking along the four blocks of Heritage Main Street to parallel parking.

Values shown as a percentage of respondents, n=162.
18 75
65 61
65 25
27 83
0 20 40 60 80 100
Reduce wait times at traffic signals to cross the street Make existing crosswalks safer
More lighting
Add more benches
Make the existing sidewalks wider
Create mid-block crossings
More signage
Make existing sidewalks easier to walk by removing
obstructions

27.8%

11.7%

14.8%

15.4%

30.2%
Strongly support
Somewhat support
Neutral
Somewhat oppose
Strongly oppose
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Important Locations – Kitty Fernandez Park

19. Given its large size and key location on Main Street, we would like your ideas about ways to improve Kitty Fernandez Park. Which of the following design features are more important to you? (Please select your top three choices) Values shown as a frequency (count) of responses.

Conclusion

20. Are there any other ideas you would like to share as the City moves forward with the Streetscape Master Planning project? Values shown as a frequency (count) of responses.

Response Option Frequency
Access, including for bikes and pedestrians 15
Maintaining angled parking, parking garage 13
Street closures, sidewalk and cross walk improvements, traffic calming 13 Trees, landscaping, park improvements 13
Focus on sustainable, environmentally friendly improvements 12 Trash cans, cleanliness, public safety 11
Business mix (more shops) and longer hours 8
Restaurants, more outdoor dining 7
Overall plan and design, balance visitor and resident needs 7 Bridge, building improvements 6
More murals, entertainment, and activities 6
Family, kid, and pet-friendly places 6
More gathering places 4
Other 13
Total 134
0 20 40 60 80 100
Create more green space
Consider the addition of community gardens in raised beds Create spaces for children and youth
Create a flex area for pop-ups and food trucks
Provide Wi-Fi or charging stations
Create space for health and wellness activities
Create connections to nature
Create welcoming community gathering spaces
Remove walls that create visual and physical barriers to… Restructure driveways to reduce or eliminate vehicle…
Establish amenities and program for arts classes,…
Improve crosswalks within the vicinity of the park
Provide improved wayfinding from downtown to the park
First choice Second choice Third choice
n=67
n=26
n=57
n=63
n=20
n=22
n=20
n=52
n=39
n=23
n=36
n=16
n=18
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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT
For meeting of: February 17, 2026
TO: Honorable Mayor and City Council
VIA: Matthew Chidester, City Manager
FROM: Julissa Acosta, Management Analyst
TITLE: COMMUNITY SERVICES FINANCIAL ASSISTANCE PROGRAM MIDYEAR UPDATE ______________________________________________________________________________ RECOMMENDATION:

Receive a mid-year update on the FY 2025-26 Community Services Financial Assistance (CSFA) grant program and provide direction on the future of the program.

FISCAL IMPACT:

Funding for Fiscal Year 2025-26 is included in the Recommended Budget, with no additional requests at this time. Staff will return to Council following the Midyear Budget Review to seek direction on any additional funding allocations.

STRATEGIC ELEMENT:

This action supports all elements of the Strategic Plan.

BACKGROUND:

The Community Services Financial Assistance (CSFA) grant program launched during FY 2018-19.

The program was created to fund community programs across 15 local nonprofit organizations in service areas such as education, culture, animal services, homelessness and housing support, aging, food security, and dental care. Grants were capped at up to $15,000 per organization.

City Council approved increases to the total grant amount, allocating $200,000 in FY 2021-22 and $300,000 in FY 2022-23, with individual grants of up to $50,000. Due to the ongoing economic and health impacts resulting from the COVID-19 pandemic, CSFA funding was exclusively provided to organizations whose programs delivered essential safety net services to Half Moon Bay residents. Examples of basic services included housing assistance, food and shelter, mental and dental care, substance use support, and childcare and senior services. The increase in financial support was informed by growing need, such as a 41% increase in CalFresh enrollment and more frequent food distribution.

In alignment with recommendations from the Coastside Recovery Initiative (CRI), City Council approved implementing a cohort model, where grantees’ executive leadership team members 118

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participate in quarterly convenings during the grant period and receive additional support via technical assistance. The quarterly cohort convenings yielded positive results, deepened connections among decision makers, and established direct lines of communication that did not previously exist. This partnership has enabled organizations to proactively lead responses to emergencies and crises like severe weather events, housing displacement and immigration threats.

Additionally, technical assistance and ongoing engagement have extended beyond the benefits of individual grants, generating broader community impact and return on investment. A unified messaging platform led to a successful grant application for the allcove youth mental health program and a joint Measure K application to help expand healthcare access on the Coast. While the Measure K application was not successful, CSFA grantees collectively continue to support outreach efforts for programs like the Urgent Care Clinic pilot, College of San Mateo Coastside Campus, allcove and the Mobile Crises Response Team (MCRT). Technical assistance provided by Lightbox Collaborative allowed cohort participants to enhance their communication strategies and improve donor engagement to drive additional resources.

To support ongoing collaboration efforts among safety net service providers, City Council directed staff to continue the cohort model, funding the same group of organizations for FY 2024–25 and extending the structure to a two-year grant cycle for FY 2025–26. This approach was designed to reduce administrative burdens, provide greater funding stability, and minimize disruptions to multi-year strategies being developed through the cohort. The funded organizations deliver a broad range of essential safety net services, including childcare, mental and dental health care, substance use prevention and treatment, senior services, food assistance, housing stabilization, and homelessness response. Maintaining a consistent cohort allows providers to coordinate services, strengthen referral pathways, and address complex, interrelated needs across the lifespan. For FY 2025–26, seven of the nine organizations received partial funding adjustments to align with available resources and program priorities, while the remaining organizations continued at their prior funding levels (Attachment 1), ensuring continuity of critical services for vulnerable populations.

DISCUSSION:

Mid-Year Update for FY 2025-26:

Mid-Year Highlights:

Abundant Grace - $30,000
Abundant Grace reported housing 10 individuals and supporting 11 residents entering Coast House Shelter. Services included over 2,000 showers, 1,500 loads of laundry, and distribution of thousands of pounds of food sourced from local farms, Safeway, and Second Harvest. One participant successfully rebuilt her life after years of mental health crisis and homelessness, securing stable housing, regaining custody of her son, and now serving in a leadership role at a 70-bed shelter.
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Coastside Adult Day Health Center - $13,333
Over 90% of participants have remained stable, with 79% staying in their own homes. While enrollments were slightly below expectations, workflow adjustments are planned for efficiency in the second half of FY 2025-26. Overall participant health has improved, with fewer hospitalizations and increased reported wellbeing. A young stroke survivor has made notable mobility gains through occupational and physical therapy and is motivated to continue improving so he can volunteer and give back to the center during the Pumpkin Festival.

El Centro de Libertad - $13,333
All clients receiving substance use services participated in treatment plans approved by Licensed Marriage and Family Therapists. Services reached 28 Half Moon Bay residents, totaling over 550 hours, with additional education in anger management and domestic violence. One long-time resident entered treatment after jail and daily meth use. Through motivational interviewing, cognitive behavioral therapy, and gradual goal setting, they reduced and ultimately stopped substance use, reconnected with family, secured stable housing, completed probation, gained full-time employment as a chef, and engaged in aftercare in order to stay on track with goals and with support from the recovery community.

Senior Coastsiders - $33,333
During this period, Senior Coastsiders enhanced seniors’ health and wellbeing through 34,699 meals, nutrition education, and holiday events that reduced isolation. Transportation services provided nearly 400 rides to 11 seniors with disabilities, supporting mobility, independence, and access to essential programs, filling a critical gap left by ReadiCoast. Personalized care management offered advocacy, crisis intervention, and coordination with families and service providers, helping seniors remain safe, connected, and supported.

Key Learnings and Ongoing Challenges:

ALAS - $19,444
A key challenge has been connecting clients to treatment quickly, largely due to matching clients with the right therapist. To improve timelines, all mental health referrals now undergo a phone screening to assess client needs, and case management supports the process, ensuring better therapist-client fit and faster engagement in services.

Coastside Hope -$50,000
The program faced two major crises: a local immigration enforcement threat and the temporary suspension of SNAP benefits during the federal government shutdown. While the immigration threat eased, the SNAP suspension created significant food insecurity and increased staff workload. During the shutdown period, over 1,500 Half Moon Bay residents were served, with more than 1,100 food units distributed, a 24% increase from the same period in 2024. Community support and volunteer efforts were crucial in meeting the heightened demand, demonstrating strong local solidarity during the crisis. 120

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Sonrisas Dental -$16,667
Sonrisas continues to address sustainability challenges, particularly the need for stable, longterm funding. The end of a subcontract with San Mateo Medical Center and Federal funding cuts underscored the instability of reimbursement and the growing gap between care costs and payments. Multiple families have been receiving letters noting their dental coverage was ending, causing additional stress. In response to recent challenges, Sonrisas is investing in staff and leadership development, strengthening referral networks, improving communication through expanded outreach and SMS reminders, and increasing access via partnerships such as the ALAS Health Equity Bus. Despite these challenges, Sonrisas remains committed to ensuring equitable dental care for all.

A detailed chart summarizing the mid-year reports of all CSFA grant recipients for FY 2025-26 is included at the end of this report.

On May 20, 2025, City Council also instructed staff to return in early 2026 to provide a mid-year update and determine if additional funding is available for organizations that received partial allocations. Following the Midyear Budget Review, staff will return to Council to seek direction on whether additional funding may be allocated to organizations that received partial awards.

ATTACHMENTS:

1. CSFA FY 2025-26 Original Funding

2. Mid-year Report Summary
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Attachment 1 - CSFA Funding FY 2025-26
Grantee Program Amount
Abundant Grace Workforce Development Center - Community Programs & Services
$30,000
ALAS Mental Health Services $23,333
Boys & Girls Club of the
Coastside
After school support & Out of school time -
Cohort Development $20,000
CoastPride Health & Wellness $6,667
Coastside Adult Day
Health Center
Aging in Place $13,333
Coastside Hope Critical Family Needs Safety Net Program $50,000 El Centro de Libertad El Centro Coastside Essential Services Initiative (MH & Substance Use) $13,333
Senior Coastsiders Promoting successful aging for Coastside Seniors $33,333 Sonrisas Dental Access to Care:Equitable Access to Oral Health Care
$16,667
Cohort Support Technical Assistance $20,000
Total CSFA $226,667
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Program
Grantee
Funding
Amount
YTD
Expended
Avg. % of
Goal
Achieved
Program Outcomes for first half of FY 25-26 Challenges / Obstacles Example Abundant Grace $30,000 $30,000 100%
In the past six months, Abundant Grace has supported the homeless community in Half Moon Bay with substantial outcomes and high service volume. Ten people were housed, 11 entered Coast House Shelter, several found jobs, and 15 maintained sobriety. The site provided over 2,000 showers and 1,500 loads of laundry, serving about 30 individuals daily. Food distribution included 15,823 pounds of farm-grown produce, 5,000 pounds of rescued produce from Safeway, and biweekly pallets from Second Harvest Food Bank.

The greatest challenge is providing support that effectively guides individuals toward better choices and outcomes, recognizing that each person experiencing homelessness has unique traumas, addictions, and circumstances. With a full range of services, staff have the time and platform to engage in personalized, creative work that helps people make meaningful progress.

One participant in Half Moon Bay experienced a profound recovery after years of mental health crisis. After losing her business, home, and custody of her son, she accessed services while living in her truck and eventually received care at Napa Mental Hospital and Hope House. She rebuilt her life, secured stable housing at Coast House Shelter, and was hired there as a case worker. Today, she has custody of her son, purchased a car, and leads a 70-bed shelter in San Jose, exemplifying resilience, recovery, and a commitment to helping others.

ALAS - *Adjusted $19,444 $14,301 74%
The grant supported mental health services and case management for 32 individuals, 9 receiving therapy and 23 receiving case management. Services have helped them connect with and stay engaged in mental health services and case management through ALAS.

A key challenge has been connecting clients to treatment quickly, largely due to matching clients with the right therapist. To improve timelines, all mental health referrals now undergo a phone screening to assess client needs, and case management supports the process, ensuring better therapist-client fit and faster engagement in services.

A client with a history of trauma and immigration-related distress, who had never received mental health treatment before, has been in care for two months. During this time, they have developed coping strategies to manage ongoing stressors, demonstrating early progress in therapy.

Boys & Girls Club
of the Coastside $20,000 $16,550 83%
For the 2025–26 school year, 110 scholarships ($200 each) were offered to lowincome families to support participation in BGCC after-school academic and athletics programs. In the first two quarters, 27 seventh-grade and 26 eighth-grade families received academic program scholarships. Additionally, 68 scholarships supported youth participation in fall and winter sports, including cross country, flag football, volleyball, and basketball, reducing fees for families.

The program provided daily after-school support including structured academic support, mentoring, nutrition, fitness, enrichment (STEAM, arts, gardening, cooking, gaming), and community activities such as library workshops and beach field trips.

Services were also offered during school breaks, including three days over Thanksgiving.

Political changes have caused anxiety in the community, though scholarship families have remained engaged. BGCC is collaborating with Coastside Hope and ALAS to provide a “know your rights” workshop for staff, ensuring they can offer traumainformed support. The goal is to maintain a safe, welcoming environment for youth, modeling stability and reassurance through trained mentors and staff.

At the November gala, three BGCC scholarship students shared how the program positively impacted their lives. One, a 16-year-old barber, credited the club with helping him overcome shyness and feel a sense of belonging. A 15-year-old student emphasized the club as a safe, supervised space after school, while another student highlighted academic support, noting that slow, thorough homework help contributed to maintaining all A’s.

CoastPride $6,667 $3,442 52%
Approximately fifteen middle school students regularly participate in the coastside middle school support group, where they build friendships and support one another with guidance from peer facilitators. Survey results show that 100% of respondents feel more connected to the LGBTQ+ community, and all trans, nonbinary, and gender-expansive participants report the group has helped them access resources that support their gender identity.

Due to ongoing challenges retaining clinical facilitators, the middle school group is transitioning to a more stable facilitation model. A trained local facilitator from Outlet at Adolescent Counseling Services will now co-facilitate alongside a long-standing community volunteer. To promote equity and reduce transportation barriers, stipends are being provided to community facilitators. This approach aims to improve facilitator retention, ensure consistency for youth, strengthen community capacity, and enhance overall LGBTQIA+ wellbeing through skills-building and facilitation training.

Strong youth participation over the summer helped maintain connection, friendships, and support when school was out. Youth returning after the break shared positive updates about personal growth and identity, and many report feeling safer and more secure through peer relationships. Participants are also inviting new members, and the after-school pantry (supported by New Leaf) provides valued snacks, particularly for youth who may not regularly eat during the school day.

Coastside Adult
Day Health
Center
$13,333 $6,833 51%
Over 90% of participants have been able to remain stable, 79% were able to remain in their own homes and our outreach goals have been met. Enrollments were slightly fewer than anticipated, re-evaluating the enrollment workflow will ensure efficiency in the second half of FY 25-26. The health and well being of participants has remains a key priority noticing a decrease in hospitalizations, and increase in reported wellbeing and 90%.

Nearly 70% of participants rely on Medi-Cal, and ongoing threats to coverage remain a major concern. Staff are closely monitoring updates,especially related to Community Based Adult Services, through collaboration with the California Association for Adult Day Services. While no participants have been directly affected, ongoing communication and reassurance are necessary.

Transportation continues to be a challenge due to the program’s geographic reach.

Partnerships with Senior Coastsiders (two days per week) and MV Transit have improved access, and these collaborations are expected to support participants effectively through the rest of the fiscal year.

A young man who recently began attending the center is recovering from a stroke and working toward walking independently. With support from Occupational and Physical Therapy, he has made significant progress in mobility. Inspired by the Pumpkin Festival, he has set a new goal to continue improving so he can volunteer at the center and give back to the community that supported his recovery.

Coastside Hope $50,000 $21,250 43%
In the first six months, the program exceeded its annual performance targets, serving 3,135 Half Moon Bay residents across 1,263 households and surpassing the goal of 2,000 residents. During this period, 8,020 food service units were provided, averaging 1,336 units per month, well above the target of 120 units per month. The increased demand for food access was the result of a lapse in SNAP benefits.

Additonally, rental assistance issued allowed Coastside Hope to provide relief to clients facing eviction threats and economic impacts.

The program faced two major crises: a local immigration enforcement threat and the suspension of SNAP benefits due to the government shutdown. While the immigration threat eased, the SNAP suspension created significant food insecurity and increased staff workload. During the shutdown period, over 1,500 Half Moon Bay residents were served, with more than 1,100 food units distributed, a 24% increase from the same period in 2024. Community support through donations and volunteer efforts was crucial in meeting the heightened demand, allowing Coastside Hope to efficiently process and distribute food, demonstrating strong local solidarity during the crisis.

The first half of the grant period highlighted the power of community, exemplified by the outpouring of support during the government shutdown and SNAP crisis. Daily food donations from neighbors allowed the organization to meet rapidly growing needs, serving as a critical lifeline not only for food but also for resources like rental assistance.

The crisis affected many local residents, including federal employees, underscoring the importance of collaboration and community-driven solutions in sustaining essential services.

El Centro de
Libertad $13,333 $13,333 100%
All clients diagnosed with Substance Use Disorder received LMFT-reviewed and approved treatment plans with clear goals and diagnoses. Services were provided to 28 Half Moon Bay residents (4 youth and 24 adults), with additional adults receiving anger management and domestic violence education. In total, residents received over 550 hours of treatment services.

Clinical supervision is now provided by a Licensed Marriage and Family Therapist (LMFT) rather than an LCSW. Staff retention has historically been a major challenge, but CSFA funding and a new contract with ALAS beginning in May 2025 have significantly improved retention. Current staff have remained in their roles, with additional staff supporting expanded hours, including Saturday services.

A long-time Half Moon Bay resident entered substance use treatment in July 2025 after release from jail, experiencing daily meth use, unstable housing, unemployment, and low motivation for change. Using motivational interviewing, cognitive behavioral therapy, and gradual goal setting, the client made steady progress, first reducing meth use, then engaging in job searches and NA meetings. Over seven weeks, the client achieved full abstinence from meth, recognized diminishing desire to use, and eventually chose complete sobriety to secure full-time employment as a chef.

Since then, the client has increased NA participation, reconnected with family, obtained stable housing, completed probation requirements, and maintained full-time employment. The client remains engaged in treatment, reports no cravings, and expresses pride, stability, and satisfaction with life. 123
Senior
Coastsiders $33,333 $16,500 50%
Nutrition: Seniors’ health and social engagement improved through 34,699 healthy meals, nutrition education, and holiday events that reduced isolation.

Transportation: Nearly 400 rides were provided to 11 seniors with disabilities, enhancing mobility, independence, and access to services, filling a critical gap left by ReadiCoast.

Care Management: Personalized support and advocacy helped seniors remain safe, connected, and supported, including crisis intervention and coordination with families and service providers.

Collaboration: CSFA funding strengthened community partnerships, staff capacity, and service delivery, exemplified by a joint grant proposal to support health and wellness for older adults experiencing homelessness.

During this funding period, Senior Coastsiders faced several challenges in delivering meals, transportation, and care management services. Rising costs for food, fuel, insurance, utilities and labor required ongoing and relentless efforts to secure additional funding to sustain core programs. At the same time, increased demand from a growing older adult population placed added pressure on staff capacity. Care management staff managed increasingly complex client needs. To address these challenges, we strengthened partnerships with local vendors and agencies, adjusted scheduling and routing to improve efficiency, cross-trained staff, and prioritized the most vulnerable clients for intensive support. These solutions allowed us to maintain service continuity while continuing to meet the essential needs of older adults in our community.

Meal Program: Home-delivered meals support older adults with cognitive, physical, and financial challenges, while providing respite for family caregivers. Participants report improved health and gratitude for thoughtful, reliable service.

Transportation: Reliable rides enable seniors to stay active, socially connected, and engaged in community activities, including volunteering, even during major life transitions.

Care Management: Staff provide personalized support for complex needs, including mental health, sobriety, medication adherence, social anxiety, and basic life tasks. Care managers step in for participants with no family support, helping them maintain safety, independence, and quality of life.

Sonrisas Dental $16,667 $7,091 43%
In the first half of FY25–26, Sonrisas provided comprehensive, equity-focused dental care that integrates restorative treatment, prevention, and education, serving a predominantly low-income population, 88% at the Half Moon Bay clinic. In response to additional funding threats, Sonrisas is implementing a Continuity of Care Transition Strategy that includes early patient communication, seamless enrollment into a sliding fee scale program, and expanded administrative capacity.

Rising care costs and stagnant public reimbursements have created significant financial strain, making strategic grant funding essential to sustain services, protect access to care, and advance long-term community health outcomes informed by patient feedback.

While celebrating progress, Sonrisas continues to address sustainability challenges, particularly the need for stable, long-term funding. The end of a subcontract with San Mateo Medical Center underscored the instability of reimbursement and the growing gap between care costs and payments. In response, Sonrisas is investing in staff and leadership development, strengthening referral networks, improving communication through expanded outreach and SMS reminders, and increasing access via partnerships such as the ALAS Health Equity Bus. Despite these challenges, Sonrisas remains committed to ensuring equitable dental care for all San Mateo County residents.

Sonrisas has significantly expanded school engagement. Multilingual care coordinators help families navigate insurance and connect with providers, ensuring students receive necessary dental care. Outreach combines in-clinic care, education, and oral health coaching to reduce disparities and prevent future pain. Key initiatives include the ALAS Health Equity Bus, quickly helps addressing an urgent dental infection. In Half Moon Bay, collaboration with the Migrant Education Program provides assessments, bilingual resources, and hygiene kits during school events. These efforts collectively advance access and lay the groundwork for healthier futures for children.

Cohort Support $10,000 Reduced from $20,000
Total CSFA $212,777 $129,300 61%
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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT
For meeting of: February 17, 2026
TO: Honorable Mayor and City Council
VIA: Matthew Chidester, City Manager
FROM: Julissa Acosta, Management Analyst
TITLE: SISTER CITY COMMEMORATIVE GARDEN PROJECT
______________________________________________________________________________ RECOMMENDATION:

Adopt a resolution authorizing the City Manager to develop and execute a Memorandum of Understanding with the Half Moon Bay - Kariwa Sister City Association to implement the Sister City Commemorative Garden at the Half Moon Bay Library; and finding the project exempt pursuant to Title 14 CA Code Regs section 15304 (“CEQA Guidelines”) as a Class 4 categorical exemption- Minor Alteration to Land.

FISCAL IMPACT:

There is no direct cost to the City for the installation of the Garden. The project would be funded through a combination of private donations and in-kind contributions such as materials, volunteer labor, and professional design services. Volunteers would help to maintain the Garden on an ongoing basis, and regular ongoing maintenance for the area is already budgeted within the scope of the Public Works Maintenance duties.

STRATEGIC ELEMENT:

This action supports Healthy Communities and Public Safety and Inclusive Governance of the Strategic Plan.

BACKGROUND:

The Half Moon Bay-Kariwa Sister City Program was established in 1992 between two coastal communities similar in size, population, and demographics. The program is designed to foster cultural understanding between the United States and Japan by facilitating high school student exchanges in which participants live with host families abroad for approximately three weeks, gaining firsthand exposure to the daily life, traditions, and values of both countries.

In October of 1995, a large delegation of official visitors from Kariwa-Village led by their Mayor Minoru Kato spent a week in Half Moon Bay. During this visit to Half Moon Bay then Mayor Naomi Patridge and Mayor Kato signed the Certificate of Friendship formalizing this partnership. 125

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Over the past three decades, the Sister City Program has had a profound impact on students, host families, and the broader community. Alumni have pursued international careers, advanced language studies, and lifelong global engagement. Families on both sides of the Pacific maintain long-term relationships, reinforcing the enduring value of the partnership.

The Half Moon Bay - Kariwa Sister City Association is currently a 501c3 organization that relies on donations, sponsorships, and community support to continue offering equitable access to the program where participants are considered ambassadors representing their community and country and are exposed to an immersive cultural experience.

DISCUSSION
In late 2025 the Sister City Association approached City staff to explore an opportunity to celebrate the 30-year friendship between Half Moon Bay and Kariwa-Village through a permanent garden installation that embodies the values of cultural exchange, peace, and mutual respect.

The Sister City Commemorative Garden is designed to honor the historic relationship and longstanding student exchange program between Half Moon Bay and Kariwa Village by providing a permanent and visible symbol of international friendship while educating the public about Japanese and American cultural traditions. The garden will serve as a welcoming space for reflection, community gatherings, and cultural events, offering residents and visitors meaningful exposure to Japanese culture and foster engagement in a shared space of learning and reflection.

The Sister City Commemorative Garden represents a meaningful opportunity to celebrate three decades of cultural exchange, honor the students and families who have participated, and ensure the legacy of the Half Moon Bay – Kariwa Sister City Program continues to inspire future generations.

If authorized by the Council, a Memorandum of Understanding will be drafted to document the agreement between the City and the Kariwa Sister City Association for the project. The Memorandum of Understanding would specify how the project will be funded by Kariwa Sister City Association through a combination of private donations and in-kind contributions such as materials, volunteer labor, and professional design services, and that the Sister City will be responsible for coordinating donations and volunteers to provide additional garden restoration needed during subsequent years.

CEQA Determination:

The proposed project is exempt from review under the California Environmental Quality Act pursuant to CEQA Guidelines section 15304 as a Class 4-Minor Alterations to Land as this project involves new gardening or landscaping and does not involve the removal of healthy, mature, scenic trees.

ATTACHMENTS:
126

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1. Resolution
127
RESOLUTION NO. 2026-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY AUTHORIZING THE

CITY MANAGER TO DEVELOP AND EXECUTE A MEMORANDUM OF UNDERSTANDING WITH THE HALF MOON BAY–KARIWA SISTER CITY ASSOCIATION FOR THE INSTALLATION OF THE SISTER CITY COMMEMORATIVE GARDEN AT THE HALF MOON BAY LIBRARY; AND FIND THE PROJECT EXEMPT PURSUANT TO TITLE 14 CA CODE REGS SECTION 15304 (“CEQA GUIDELINES”) AS A CLASS 4 CATEGORICAL EXEMPTION-MINOR ALTERATION TO LAND WHEREAS, the City of Half Moon Bay and Kariwa Village, Japan, established a Sister City relationship in 1992 to foster cultural understanding, international friendship, and educational exchange between the two coastal communities; and
WHEREAS, in October 1995, a delegation visiting from Kariwa Village led by Mayor Minoru Kato signed a Certificate of Friendship formally with former Mayor Naomi Patridge recognizing and strengthening the Sister City partnership; and
WHEREAS, for over thirty years, the Half Moon Bay–Kariwa Sister City Program has facilitated high school student exchanges that provide participants with immersive cultural experiences, strengthen international relationships, and promote global citizenship; and WHEREAS, the Sister City Program has had a lasting and positive impact on participating students, host families, and the broader community, with alumni pursuing international careers, advanced language studies, and lifelong cross-cultural engagement; and WHEREAS, the Sister City Association seeks to celebrate the 30-year friendship between Half Moon Bay and Kariwa Village through a permanent installation of the Sister City Commemorative Garden at the Half Moon Bay Library; and
WHEREAS, the Sister City Commemorative Garden will enhance the community by strengthening civic identity, reinforcing pride in Half Moon Bay’s global connections, fostering intergenerational engagement, and providing an aesthetically and culturally meaningful public amenity; and
WHEREAS, the project is funded through a combination of private donations and in-kind contributions including materials, volunteer labor, and professional design services, including additional garden restoration in subsequent years.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Half Moon Bay finds that the proposed project is exempt from review under the California Environmental Quality Act pursuant to CEQA Guidelines section 15304 as a Class 4-Minor Alterations to Land as this project involves new gardening or landscaping and does not involve the removal of healthy, mature, scenic trees.
128
BE IT FURTHER RESOLVED, that the City Manager is hereby authorized to develop and execute a Memorandum of Understanding with the Half Moon Bay–Kariwa Sister City Association for the installation of the Sister City Commemorative Garden at the Half Moon Bay Library, in a form approved by the Interim City Attorney. ***************************************************************** I, the undersigned, hereby certify that the foregoing Resolution was duly passed and adopted on the 17th day of February 2026, by the City Council of Half Moon Bay by the following vote:

AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED:
___________________________ _____________________________ Maggie Rodriguez, Interim City Clerk Debbie Ruddock, Mayor 129

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT
For meeting of: February 17, 2026
TO: Honorable Mayor and City Council
VIA: Matthew Chidester, City Manager
FROM: Irma Acosta, Administrative Analyst
TITLE: FOLLOW UP UPDATE ON RESIDENTIAL RENTAL PROGRAMS AND PROGRAM

ALTERNATIVES
______________________________________________________________________________ RECOMMENDATION:

Receive a continuation of the update on the City’s Residential Rental Programs and provide policy direction on potential program alternatives.

FISCAL IMPACT:

There is no fiscal impact with receiving this informational update. If the Council directs changes to the programs, staff will return with additional details and estimated fiscal impacts.

STRATEGIC ELEMENTS:

This action supports the Healthy Communities and Public Safety, and Inclusive Governance Elements of the Strategic Plan.

BACKGROUND:

The Residential Rental Registry and Residential Rent Stabilization programs were launched in Summer 2024 and are now in their second year. Both programs stem from City Council policy direction provided during the November 7, 2023, Study Session on tenant protections, which resulted in the adoption of Ordinance Nos. 2024-02 (Residential Rental Registry) and 2024-04 (Residential Rent Stabilization), codified in Title 6 (Housing) of the Half Moon Bay Municipal Code.

During the first year of implementation, staff focused on program rollout, community outreach, compliance assistance, and the establishment of administrative systems to support both ordinances. City Council received multiple updates during this initial period, including an implementation update on April 1, 2025, which focused on early compliance trends, outreach efforts, and program setup, followed by a more detailed update on May 6, 2025, addressing program costs, staffing impacts, enforcement activities, and early fiscal performance. That update also identified policy considerations related to the long-term sustainability of the 130

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programs. Council directed staff to continue the programs for a second year, and to return at mid-year with updates and additional information on the programs.

On January 20, 2026, City Council received an additional update on the Residential Rent Stabilization and Residential Rental Registry programs, including program performance, costs, and policy considerations. At that meeting, Council requested further information on alternative approaches to maintaining tenant protections, addressing subleasing-related concerns, and understanding the role of rental assistance and legal aid services. This report builds on those prior discussions and is intended to provide additional context, comparative approaches, and implementation considerations to support Council’s ongoing evaluation of the City’s rental housing programs.

The City’s Rent Stabilization Ordinance was adopted as part of a broader framework of tenant protections intended to promote housing stability and reduce displacement. In addition to regulating rent increases for covered units, the City has adopted local tenant protection provisions that govern termination of tenancy, notice requirements, relocation assistance, and protections against retaliation. These local protections are codified in Chapter 6.08 of the Half Moon Bay Municipal Code.

Under the City’s tenant protections, landlords are generally required to have just cause to terminate a tenancy once a tenant has lived in the unit continuously and lawfully for 30 days.

Just cause includes both at-fault reasons, such as non-payment of rent or material lease violations, and no-fault reasons, such as owner move in, withdrawal of the unit from the rental market, or substantial remodel. For certain no-fault terminations, landlords are required to provide relocation assistance, either through direct payment or rent waiver, which assistance should equal three months of the tenant's rent that was in effect when the landlord issued the notice to terminate the tenancy. Any relocation assistance must be provided within fifteen calendar days of service of the notice. Local tenant protections also establish procedural requirements intended to promote compliance, notice content, language access requirements, and filing of termination notices with the City. In addition, the Municipal Code prohibits retaliatory evictions and landlord harassment.

At the state level, the Tenant Protection Act of 2019 (AB 1482) establishes statewide limitations on rent increases for qualifying units and requires just cause for termination of tenancy after 12 months of lawful occupancy. AB 1482 applies uniformly across California and provides baseline tenant protection regardless of local policy. Under state law, landlords are required to provide tenants with written notice of a termination of tenancy and state the applicable just cause reason. However, the statue does not require landlords to register rental units, report rent increases, or submit termination if tenancy notices to any state agency. As a result, there is no statewide reporting or tracking of system for monitoring compliance with AB 1482.

The State generally enforces the rent-related prohibitions of AB 1482 through both private civil actions brought by tenants and public enforcement by the Attorney General. However, in 2023, Senate Bill 567 was signed into law and expanded public enforcement authority by expressly 131

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authorizing (but not requiring) city attorneys to enforce AB 1482 for rental units within their jurisdictions by investigating complaints and initiating actions for injunctive relief for violations.

State Law – AB 1482 City of Half Moon Bay
Tenant Protections
Applicability / Coverage Applies statewide to
qualifying residential rental
units, with statutory
exemptions
Applies to covered residential
rental units within the City,
subject to local definitions
and exemptions
Rent Increase Limits Limits annual rent increases
to 5% + CPI (not to exceed
10%) over any 12-month
period
Limits annual increases to
80% of the change in CPI or
3% whichever is less
When Just Cause Applies After 12 months of lawful
occupancy
After 30 days of lawful
occupancy
Just Cause for Termination Requires just cause; includes at-fault and no-fault reasons
Requires just cause; includes
at-fault and no-fault reasons,
with locally defined
standards
Relocation Assistance Required for certain no-fault
terminations, subject to state
rules
Required for certain no-fault
terminations, with locally
established payment or rentwaiver requirements
Notice Requirements Written notice to tenant
stating just cause; must
comply with state law
Written notice to tenants
with additional local
requirements, including
content, timing, and
language access
Notice Filing / Reporting No requirement to submit
termination notices or rent
increases to the State; no
statewide registry
Termination notices are
required to be filed with the
City under local ordinance
Registration / Data
Collection
No rental registry or rent
reporting requirement
Rental registry and local data
collection to support
program administration
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Enforcement Mechanism Primarily tenant-initiated and
court-based; enforcement
through private legal action
Local administrative
processes, education,
referrals, and enforcement
mechanisms
Anti-Harassment /
Retaliation Protections
General protection under
state law
Explicit local prohibitions on
retaliation and landlord
harassment
DISCUSSION:

Local service providers serving Half Moon Bay residents report that housing instability is primarily driven by rising rents, income volatility, and limited access to sustainable housing options. Providers emphasized that rental assistance programs are intentionally designed as short-term tools rather than long-term affordability solutions. Typical assistance is capped at approximately $5,000 per household and is generally provided on a one-time basis or limited basis to prevent immediate displacement. When housing solutions are deemed unsustainable, such as when ongoing rent levels cannot reasonably be supported, providers may redirect assistance toward security deposits or relocation costs to help households transition to more affordable units.

Providers identified common triggers for housing instability, including job loss or reduced work hours, wage theft, and complication related to tax credits, particularly for mixed status households. Eviction-related requests often arise mid process or as last resort interventions, and households frequently experience multiple destabilizing factors simultaneously, compounding eviction risk. Subleasing and overcrowding were consistently identified as a major, often hidden, contributors to housing instability, with providers reporting large households in small units, informal subleasing arrangements, and exploitation by master tenants or informal landlords. These conditions complicate eligibility for assistance and limit providers ability to stabilize tenancies, particularly when landlords or master tenants refuse to accept assistance payments.

Providers also noted that landlord participation is a limiting factor, as some property owners are unwilling to accept rental assistance payments and providers are obligated to manage public and philanthropic funds responsibly. Rental assistance is funded through limited public and philanthropic sources, such as Measure K, and funding levels are not guaranteed year to year. These programs are intended as short-term tools rather than ongoing or guaranteed benefits, and assistance is subject to available funds. Both Coastside Hope and Saint Vincent de Paul reported increasing demand for assistance in recent years, with rent increases outpacing wage growth cited as a frequent contributor to housing instability, particularly for farmworkers, families with children, seniors, and fixed-income households.

Service providers further emphasized that housing instability often involves costs beyond rent, including utilities and transportation, and that rental assistance alone cannot resolve housing 133

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instability without greater landlord participation, sustainable rent levels, and complementary tools such as tenant education, legal assistance, preservation of existing affordable housing, and coordination between nonprofits, legal services, and the City.

Program Alternatives:

Alternative 1: Amend Rent Stabilization Ordinance to Align with AB 1482 and Continue Local Enforcement
Under this alternative, the City would retain its existing Rent Stabilization Ordinance but amend it to more closely mirror the State Tenant Protection Act of 2019 (AB 1482). This would include aligning the allowable rent increase formula with the state standard of five percent plus the Consumer Price Index, not to exceed ten percent, and modify the City’s fee structure accordingly. The City would continue to administer and enforce rent stabilization locally, either through City led enforcement or in coordination with the enhanced state enforcement framework under SB 567. This approach would maintain local oversight and enforcement capacity while aligning the City’s policy framework with existing state law. Service providers noted that local enforcement mechanisms improve tenant awareness, accessibility, and compliance compared to reliance on tenant initiated private legal action alone. Under this option the Rent Registry should remain in-place as-is or on a modified basis, as an important tool for tracking and enforcing the stabilization rules and requirements.

Alternative 2: Retain the Rent Registry and Expand Rental Assistance and Legal Resources Under this alternative, the City would retain the Rent Registry as a foundational data and compliance tool, while expanding access to rental assistance and legal resources for tenants.

The rent registry would continue to support transparency, outreach, and monitoring of rental units, while rental assistance and legal services would function as short term tools to prevent displacement. This approach reflects service provider feedback that rental assistance is most effective when used as a targeted, time limited intervention and paired with legal education or representation. While this alternative would not include local rent stabilization or enforcement beyond state protections, it would provide tenants with enhanced support to navigate rent increases, eviction risk, and disputes under existing state law.

Alternative 3: Eliminate the Rent Stabilization and Rent Registry Programs and Focus on Legal and Supportive Resources
Under this alternative, the City would eliminate both the Rent Stabilization Ordinance and the Rent Registry and instead focus resources on tenant and landlord education, legal assistance, and referral services. This could include partnerships with organizations such as Legal Aid, Project Sentinel, or Community Legal Services in East Palo Alto (CLESPA) to provide legal advice, counseling, and representation related to state tenant protections. Enforcement of AB 1482 would remain primarily complaint based and dependent on private legal action. Service providers cautioned that while legal services are critical, the absence of local registry data and enforcement mechanisms may limit the City’s ability to proactively identify housing instability trends, conduct targeted outreach, or intervene early to prevent displacement. 134

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Rental Safety Inspection Program as a Complementary Tool In addition to the program alternatives outlined above, the City could consider the role of a rental safety inspection program as a complementary approach to addressing issues associated with subleasing, overcrowding, and substandard living conditions. Service providers consistently reported that informal subleasing arrangements and overcrowding contribute to housing instability and exploitation, often occurring outside of formal lease structures. A rental safety program focused on habitability and life-safety standards could help identify unsafe or overcrowded conditions, improve housing quality, and provide an enforcement mechanism to address health and safety concerns. While such a program would not directly regulate rent levels or prevent rent increases, it could support housing stability by improving living conditions and increasing oversight in situations where informal housing arrangements place tenants at heightened risk. Then structure and costs of such a program would need to be studied further if this is something the Council would like to consider.

CONCLUSION:

As the City continues to administer its Residential Rent Stabilization and Residential Rental Registry programs, staff have gained additional insight into program performance, implementation challenges, and the broader housing conditions affecting renters in Half Moon Bay. The information presented in this report reflects both operational experience to date and feedback from local service providers regarding the drivers of housing instability, the role of rental assistance and legal services, and the limitations of existing state enforcement frameworks.

Looking ahead, the alternatives outlined in this report are intended to support City Council’s ongoing evaluation of how best to maintain tenant protections while balancing administrative capacity, data needs, and available resources. Continued assessment of program effectiveness, fiscal considerations, and community input will be important as the City considers potential adjustments. Any significant changes would require public outreach, legal review, and amendments to the Municipal Code, consistent with the legislative process used for adoption.

Clear policy direction from the City Council will help guide a thoughtful and measured path forward.

ATTACHMENT:

Additional Data
135
As of January 31, 2026, there’s a total of 208 households under Housing Authority programs in Half Moon Bay:
• Tenant-based vouchers = 15
• Project-based vouchers = 193
136
Property Label Number of Units
Property A9
Property B7
Property C6
Property D5
Property E5
Property F4
Property G4
Property H4
Property I4
Property J4
Property K4
Property L4
Property M4
Property N4
Property O4
Property P4
Property Q4
Property R3
Property S3
Property T3
Property U3
Property V3
Property W3
Property X3
Property Y3
Property Z3
Property AA3
Property AB3
Property AC3
Property AD2
Property AE2
Property AF2
Property AG2
Property AH2
Property AI2
Property AJ2
Property AK2
Property AL2
Property AM2
Property AN2
Property AO2
Property AP2
Property AQ2
137
Property AR
2 Property AS2
Property AT2
Property AU2
Property AV2
Property AW2
Property AX2
Property AY2
Property AZ2
Property BA2
Property BB2
Property BC2
Property BD2
Property BE2
Property BF2
Property BG2
Property BH2
Property BI2
Property BJ2
Property BK2
Property BL2
Property BM2
Property BN2
Property BO2
Property BP2
Property BQ2
Property BR2
Property BS2
Property BT2
Property BU2
Property BV2
Property BW2
Property BX2
Property BY2
Property BZ2
Property CA2
Property CB2
Property CC2
Property CD2
Property CE2
Property CF2
Property CG2
Property CH2
Property CI2
138
Property CJ
2 Property CK2
Property CL2
Property CM2
Property CN2
Property CO2
Property CP2
Property CQ2
Property CR2
Property CS2
Property CT2
Property CU2
Property CV2
Property CW2
Property CX2
Property CY2
Property CZ2
Property DA2
Property DB2
Property DC2
Property DD2
Property DE2
Property DF2
Property DG2
Property DH2
Property DI2
Property DJ2
Property DK1
Property DL1
Property DM1
Property DN1
290
139

Half Moon Bay City CouncilFebruary 17, 2026

Half Moon Bay City Council
February 17, 2026