Agenda — Menlo Park City Council, March 22, 2022 (part 1 of 3)

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council

REGULAR MEETING AGENDA
Date:

Time:

Location:
3/22/2022
6:00 p.m.

Zoom.us/join – ID# 831 3316 9409
NOVEL CORONAVIRUS, COVID-19, EMERGENCY ADVISORY NOTICE
Consistent with Government Code section 54953(e), and in light of the declared state of emergency, and maximize public safety while still maintaining transparency and public access, members of the public can listen to the meeting and participate using the following methods.

How to participate in the meeting
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Please include the agenda item number you are commenting on. • Access the meeting real-time online at:

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• Cable television subscriber in Menlo Park, East Palo Alto, Atherton, and Palo Alto:

Channel 26
Note: City Council closed sessions are not broadcast online or on television and public participation is limited to the beginning of closed session.

Subject to Change: Given the current public health emergency and the rapidly evolving federal, state, county and local orders, the format of this meeting may be altered or the meeting may be canceled. You may check on the status of the meeting by visiting the City’s website www.menlopark.org. The instructions for logging on to the webinar and/or the access code is subject to change. If you have difficulty accessing the webinar, please check the latest online edition of the posted agenda for updated information (menlopark.org/agenda).

According to City Council policy, all meetings of the City Council are to end by midnight unless there is a super majority vote taken by 11:00 p.m. to extend the meeting and identify the items to be considered after 11:00 p.m.

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council Regular Meeting Agenda
March 22, 2022

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Regular Session (Zoom.us/join – ID# 831 3316 9409)
A. Call To Order
B. Roll Call
C. Agenda Review
D. Public Comment
Under “Public Comment,” the public may address the City Council on any subject not listed on the agenda. Each speaker may address the City Council once under public comment for a limit of three minutes. Please clearly state your name and address or political jurisdiction in which you live. The City Council cannot act on items not listed on the agenda and, therefore, the City Council cannot respond to non-agenda issues brought up under public comment other than to provide general information.

E. Consent Calendar
E1. Accept the City Council meeting minutes for February 8, 15, 17, 18, March 1, 8, 10, and 16, 2022 (Attachment)
E2. Adopt a resolution to continue conducting the City’s Council and advisory body meetings remotely due to health and safety concerns for the public and to authorize the use of hybrid meetings (Staff Report #22-052-CC)
E3. Adopt a resolution amending City Council Policy CC-22-004 Commissions/Committees Policies and Procedures, Roles and Responsibilities to update the application and selection process and receive an update to the Complete Streets Commission membership (Staff Report #22-053-CC) E4. Accept the 2021 Housing Element annual progress report and the annual housing successor report (Staff Report #22-049-CC)
E5. Waive the second reading and adopt an ordinance to amend Municipal Code Chapter 7.35 on Water Conservation which provides for enforcement of conservation measures in the Water Shortage Contingency Plan (Staff Report #22-050-CC)
E6. Adopt a resolution authorizing the annual destruction of obsolete records (Staff Report #22-034-CC) E7. Adopt a resolution to 1) withdraw from California Community Housing Agency membership and 2) provide notice to California Community Housing Agency of the withdrawal from the joint exercise of powers agreement relating (Staff Report #22-058-CC)
F. Regular Business
F1. Consider and adopt a resolution approving the Water Supply Assessment for the Commonwealth Building 3 Project (Staff Report #22-051-CC) (Presentation) F2. Authorize the city manager to execute an amendment to the professional services agreement with the M-Group for the Housing Element update project and appropriate funds (Staff Report #22-055-CC)
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council Regular Meeting Agenda
March 22, 2022

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G. Informational Items
G1. City Council agenda topics: April 2022 (Staff Report #22-057-CC) G2. Receive and file City Council and advisory body annual attendance report for March 2021 – February 2022 (Staff Report #22-054-CC)
G3. Briefing on 2030 Climate Action Plan Strategies No. 1, 3, and 5 (Staff Report #22-056-CC) H. City Manager's Report
I. City Councilmember Reports
J. Closed Session
J1. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956.9 of the Government Code: (one potential case)
K. Adjournment
At every regular meeting of the City Council, in addition to the public comment period where the public shall have the right to address the City Council on any matters of public interest not listed on the agenda, members of the public have the right to directly address the Council on any item listed on the agenda at a time designated by the chair, either before or during the City Council’s consideration of the item.

At every special meeting of the City Council, members of the public have the right to directly address the City Council on any item listed on the agenda at a time designated by the chair, either before or during consideration of the item.

For appeal hearings, appellant and applicant shall each have 10 minutes for presentations.

If you challenge any of the items listed on this agenda in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City of Menlo Park at, or prior to, the public hearing.

Any writing that is distributed to a majority of the City Council by any person in connection with an agenda item is a public record (subject to any exemption under the Public Records Act) and is available by request by emailing the city clerk at [email protected]. Persons with disabilities, who require auxiliary aids or services in attending or participating in City Council meetings, may call the City Clerk’s Office at 650-330-6620.

Agendas are posted in accordance with Government Code Section 54954.2(a) or Section 54956. Members of the public can view electronic agendas and staff reports by accessing the City website at menlopark.org/agenda and can receive email notification of agenda and staff report postings by subscribing to the “Notify Me” service at menlopark.org/notifyme.

Agendas and staff reports may also be obtained by contacting City Clerk at 650-330-6620. (Posted: 3/17/2022) City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council
REGULAR MEETING MINUTES – DRAFT
Date: 2/8/2022
Time: 6:00 p.m.

Location: Zoom
Regular Session
A. Call To Order
Mayor Nash called the meeting to order at 6:05 p.m.

B. Roll Call

Present: Combs, Mueller, Nash, Taylor, Wolosin

Absent: None
Staff: Interim City Manager Justin Murphy, City Attorney Nira Doherty, City Clerk Judi A.

Herren
C. Agenda Review
The City Council pull item G2. for discussion and reordered the agenda bringing item I3. before I2.

D. Report from Closed Session
No reportable actions.

E. Public Comment
None.

F. Presentations and Proclamations
F1. Proclamation: Black History Month (Attachment)
Mayor Nash read the proclamation (Attachment).

G. Consent Calendar
G1. Adopt a resolution to continue conducting the City’s Council and advisory body meetings remotely due to health and safety concerns for the public and to authorize the use of hybrid meetings (Staff Report# 22-022-CC)
G2. Receive and file the Parks and Recreation Commission’s work plan (Staff Report #22-024-CC) The City Council continued this item to a future meeting.

G3. Receive the annual comprehensive financial report for the fiscal year ended June 30, 2021 (Staff Report #22-025-CC)
G4. Receive and file 2021 priorities and work plan quarterly report as of December 31, 2021 (Staff Report #22-029-CC)
AGENDA ITEM E-1 Page E-1.1

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council Regular Meeting Minutes – DRAFT
February 8, 2022

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ACTION: Motion and second (Mueller/ Nash), to approve the consent calendar excluding item G2., passed unanimously.

H. Public Hearing
H1. Introduce zoning ordinance text amendment to modify Municipal Code Chapter 16.92 (SignsOutdoor Advertising) to allow increased signage for qualifying projects within the SP-ECR/D (El Camino Real/Downtown specific plan) zoning district (Staff Report #22-230-CC) Acting Principal Planner Corinna Sandmeier made a presentation (Attachment).

Presidio Bay Ventures Managing Director Cyrus Sanandaji made a presentation (Attachment).

Mayor Nash opened the public hearing.
• Fran Dehn spoke in support of amending the zoning ordinance.

Mayor Nash closed the public hearing.

The City Council discussed the sizes of the proposed signage updates.

ACTION: Motion and second (Wolosin/ Taylor), that the City Council waive the first reading and introduce an ordinance approving a zoning ordinance text amendment to modify Municipal Code Chapter 16.92 (Signs-Outdoor Advertising) to allow increased signage for certain large projects within the SP-ECR/D (El Camino Real/Downtown specific plan) zoning district, passed 4-0 (Mueller recused).

I. Regular Business
I1. Authorize the city attorney and city manager to draft and execute an amendment to the professional services agreement with Team Sheeper, Inc. for continued operation of the Burgess Pool for 12 additional months; and direct staff to prepare a Request for Proposals for an aquatics operator at Burgess Pool and the future Menlo Park Community Campus aquatics center now under construction and anticipated to open in Summer 2023 (Staff Report #22-026-CC) City Councilmember Mueller was recused from this item and exited the meeting.

Library and Community Services Director Sean Reinhart made the presentation (Attachment). • Janet Davis spoke in support of the reinstatement of the wellness program.

The City Council received clarification on an upcoming aqua wellness therapy program provided by Team Sheeper Inc., pricing and accessibly to classes, outreach and input for the request for proposals (RFPs), and in-house service options.

The City Council discussed a City survey on pool use and programs.

ACTION: Motion and second (Combs/ Wolosin), to authorize the city attorney and city manager to draft and execute an amendment to the professional services agreement between the City of Menlo Park and Team Sheeper, Inc., to extend the term of the agreement through August 31, 2023 or the opening of the Menlo Park Community Campus aquatics center, whichever comes first, passed 3-1 (Taylor dissenting and Page E-1.2
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February 8, 2022

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Mueller recused).

ACTION: Motion and second (Combs/ Wolosin), direct staff to prepare a RFP (including outreach and inhouse management options) to be issued in Autumn 2022 – and to which Team Sheeper, Inc. would be invited and encouraged to respond – for an aquatics operator at Burgess Pool and the future Menlo Park Community Campus aquatics center, with said operator agreement to become effective at both locations when the latter opens to the public, direct staff to schedule a study session on outreach before the release of the RFP, passed 4-0 (Mueller recused).

City Councilmember Mueller rejoined the meeting.

I3. Consider and adopt a resolution approving the Water Supply Assessment for the 1350 Adams Court project (Staff Report #22-028-CC)
Acting Principal Planner Tom Smith made the presentation (Attachment).

The City Council received clarification on purple piping (recycled water) in Downtown area.

ACTION: Motion and second (Nash/ Combs), to adopt a resolution approving the water supply assessment prepared for the 1350 Adams Court project and incorporating changes read into the record through the presentation, 4-0 (Mueller recused).

I2. Consider and adopt resolution approving the Water Supply Assessment for the Willow Village mixed-use masterplan project (Staff Report #22-027-CC)
City Councilmember Combs was recused from this item and exited the meeting.

Acting Planning Manager Kyle Perata made the presentation (Attachment).

The City Council received clarification on project site identification.

ACTION: Motion and second (Mueller/ Taylor), to adopt a resolution approving the water supply assessment (WSA) prepared for the Willow Village mixed-use masterplan project and incorporating changes read into the record through the presentation, passed 4-0 (Combs recused).

City Councilmember Combs rejoined to the meeting.

I4. Consider 1) modifications to the composition and charge of the Housing Element Community Engagement and Outreach Committee, and 2) the use of a Community Based Organization to supplement the housing element update’s community outreach and engagement efforts (Staff Report #22-032-CC)
Assistant Community Development Director Deanna Chow made the presentation (Attachment).

Mayor Nash reported out on communicating with Housing Element Community Engagement and Outreach Committee (CEOC) current and former members.

The City Council received clarification on District 1 outreach aligned with the Environmental Justice and Safety Elements and the needs of outreach City-wide criteria.

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February 8, 2022

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The City Council discussed communication efforts with the CEOC, staff, and City Councilmembers.

ACTION: Motion and second (Nash/ Mueller), to

1. Direct staff to return with a contract amendment for M-group to include hiring a Community-based Organization with experience in Belle Haven to be a trusted outreach partner in the community; and

2. instruct the CBO to involve in its community outreach those residents who served on CEOC and are interested in participating, as well as other community members particularly from District 1; and

3. disband CEOC; and

4. direct staff to return with proposal for outreach to engage community with fast-tracked residential projects, passed unanimously.

J. Informational Items
J1. City Council agenda topics: February – March 8, 2022 (Staff Report #22-023-CC) • Adina Levin spoke in support of community outreach on housing development in the near-term and extending that outreach to community members that can benefit from housing.

J2. Release of the Downtown market study (Staff Report #22-031-CC) K. City Manager's Report
Interim City Manager Justin Murphy reported out on the February 12, 2022 housing element community meeting and provided updates related to the new City website.

L. City Councilmember Reports
City Councilmember Taylor reported out on SFO Roundtable meeting, C/CAG meeting, and a meeting with Vice Mayor Wolosin and City Councilmember Taylor with residents related to interest in access to quality education.

Mayor Nash reported out on the Peninsula Clean Energy meeting.

M. Adjournment
Mayor Nash adjourned the meeting at 8:48 p.m.

Judi A. Herren, City Clerk
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February 8, 2022

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NOVEL CORONAVIRUS, COVID-19, EMERGENCY ADVISORY NOTICE
Consistent with Government Code section 54953(e), and in light of the declared state of emergency, and maximize public safety while still maintaining transparency and public access, members of the public can listen to the meeting and participate using the following methods.

Channel 26
Note: City Council closed sessions are not broadcast online or on television and public participation is limited to the beginning of closed session.

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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council
SPECIAL MEETING MINUTES – DRAFT
Date: 2/15/2022
Time: 6:00 p.m.

Location: Zoom
Closed Session
A. Call To Order
Mayor Nash called the meeting to order at 6:00 p.m.

B. Roll Call

Present: Combs, Mueller, Nash, Taylor, Wolosin

Absent: None
Staff: City Clerk Judi A. Herren
C. Closed Session
C1. Closed Session pursuant to Government Code Section 54957

PUBLIC EMPLOYMENT
Title: City Manager
No reportable actions.

D. Adjournment
Mayor Nash adjourned the meeting at 8:14 p.m.

Judi A. Herren, City Clerk
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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council
SPECIAL MEETING MINUTES – DRAFT
Date: 2/17/2022
Time: 5:00 p.m.

Location: Zoom
Closed Session
A. Call To Order
Mayor Nash called the meeting to order at 5:01 p.m.

B. Roll Call

Present: Combs, Mueller, Nash, Taylor, Wolosin

Absent: None
Staff: City Clerk Judi A. Herren
C. Closed Session
C1. Closed Session pursuant to Government Code Section 54957

PUBLIC EMPLOYMENT
Title: City Manager
No reportable actions.

D. Adjournment
Mayor Nash adjoined the closed session at 8:01 p.m.

Judi A. Herren, City Clerk
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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council
SPECIAL MEETING MINUTES – DRAFT
Date: 2/18/2022
Time: 4:00 p.m.

Location: Zoom
Closed Session
A. Call To Order
Mayor Nash called the meeting to order at 4:02 p.m.

B. Roll Call

Present: Combs, Mueller, Nash, Taylor, Wolosin

Absent: None
Staff: City Clerk Judi A. Herren
C. Closed Session
C1. Closed Session pursuant to Government Code Section 54957

PUBLIC EMPLOYMENT
Title: City Manager
No reportable actions.

D. Adjournment
Mayor Nash adjourned the meeting at 5:12 p.m.

Judi A. Herren, City Clerk
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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council
SPECIAL MEETING MINUTES – DRAFT
Date: 3/1/2022
Time: 5:30 p.m.

Location: Zoom
Regular Session
A. Call To Order
Mayor Nash called the meeting to order at 5:33 p.m.

B. Roll Call

Present: Combs, Mueller, Nash, Taylor, Wolosin

Absent: None
Staff: Interim City Manager Justin Murphy, City Attorney Nira Doherty, City Clerk Judi A.

Herren
C. Agenda Review
None.

D. Closed Session
D1. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION
Paragraph (1) of subdivision (d) of Section 54956.9)
Name of case: David Fogel et al. v. City of Menlo Park, Case No. 21-CIV-06674 Adjournment
Mayor Nash adjourned to the regular session at 6:52 p.m.

E. Report from Closed Session
No reportable actions.

F. Consent Calendar
F1. Accept the City Council meeting minutes for January 11, 25, and 28, 2022 (Attachment) F2. Adopt a resolution (1) amending City Council Policy CC-21-004 Commissions/Committees Policies and Procedures, Roles and Responsibilities to disband the City’s Housing Element Community Engagement and Outreach Committee (CEOC) and (2) amending Resolution No. 6622 to remove the CEOC from the City’s real property reporting requirements (Staff Report #22-037-CC) F3. Authorize the city manager to extend the Joint-Use Library Initiative Memorandum of Understanding with Ravenswood City School District for Belle Haven branch library operations at Belle Haven School (Staff Report #22-035-CC)
F4. Adopt a resolution accepting and appropriating a California State Library grant in the amount of $20,000 to develop and circulate Read Together Diversity Kits through the Belle Haven branch Page E-1.9
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library (Staff Report #22-036-CC)
F5. Adopt a resolution to update the following of the Below Market Rate Housing Program Guidelines:
1) purchase and rental interest list eligibility criteria and 2) general programming-related descriptions (Staff Report #22-043-CC)
• Pam Jones spoke in support of including a mandatory reporting requirement.

The City Council received clarification on reporting requirements by developers to the City.

F6. Adopt a resolution to continue conducting the City’s Council and advisory body meetings remotely due to health and safety concerns for the public and to authorize the use of hybrid meetings (Staff Report# 22-038-CC)
ACTION: Motion and second (Combs/ Wolosin), to approve the consent calendar, passed unanimously.

G. Public Hearing
G1. Declare a water shortage emergency pursuant to Water Code section 350, adopt Stage 1 Drought Measures pursuant to City’s 2020 Water Shortage Contingency Plan, and adopt a Water Conservation Plan implementing State Water Resources Control Board emergency regulations (Staff Report #22-042-CC)
Senior Civil Engineer Pam Lowe made the presentation (Attachment).

Mayor Nash opened the public hearing.
• Pam Jones spoke in support of a stable and permanent plan and requested clarification on limit establishment and encouraging people to have drought resistant yards. • Victor spoke in support of water conservation and requested clarification on household limit establishment.

Mayor Nash closed the public hearing.

The City Council received clarification on household limits, budgets, and tiers.

ACTION: Motion and second (Wolosin/ Combs), to declare the existence of a water shortage emergency condition, adopt and implement the City’s stage 1 Water Shortage Contingency Plan, and adopt a Water Conservation Plan by resolution pursuant to Menlo Park Municipal Code Chapter 7.35 to enforce the State Water Resources Control Board’s emergency regulations prohibiting wasteful water use practices, passed unanimously.

G2. Introduce an ordinance to amend Municipal Code Chapter 7.35 on Water Conservation which provides for enforcement of conservation measures in the Water Shortage Contingency Plan (Staff Report #22-033-CC)
Senior Civil Engineer Pam Lowe made the presentation (Attachment).

Mayor Nash opened the public hearing.

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Mayor Nash closed the public hearing.

ACTION: Motion and second (Wolosin/ Combs), to introduce and waive the first reading of the ordinance, by title only, to amend Municipal Code Chapter 7.35 on Water Conservation which provides for enforcement of conservation measures in the Water Shortage Contingency Plan, passed unanimously.

H. Regular Business
H1. Adopt a resolution determining the Utility Users Tax is necessary to the financial health of the City pursuant to Section 3.14.310 of the Municipal Code (Staff Report #22-044-CC) Interim Finance Director Marvin Davis introduce item.
• Adina Levin spoke in support of the utility users tax (UUT) if it is necessary to the financial health of the City.
• James Pistorino spoke on concerns on the resolution language related to years 2020 and 2021 necessity finding.
• Victor spoke on concerns to the resolution language and in opposition to the cost of UUT to residents.
• Kaitlin Hartwell spoke in opposition of an UUT increase.

The City Council discussed the 2020-21 budgeting session related to UUT findings.

The City Council received clarification on the proposed resolution.

The City Council directed staff to pause work on researching the increase of the UUT.

ACTION: Motion and second (Combs/ Wolosin), to adopt a resolution determining that the Utility Users Tax is necessary for the financial health of the City for fiscal years 2020-21 and 2021-22, passed unanimously.

The City Council took a recess at 7:55 p.m.

The City Council reconvened at 8:06 p.m.

H2. Adopt a resolution to install no parking restrictions on a portion of El Camino Real and timed parking restrictions on a portion of College Avenue (Staff Report #22-039-CC) Senior Transportation Engineer Kristiann Choy made the presentation (Attachment). • Adina Levin commented on the Complete Streets Commission discussions and in support the parking restrictions.
• Frank Schumann spoke in opposition of the parking restrictions. • Misha Silin spoke in support of the parking restrictions. • Alexis spoke in opposition to the parking restrictions. • Cherith Spicer spoke in opposition of the parking restrictions. • Michael Simon spoke in opposition of the parking restrictions The City Council discussed shifting the median to allow for parking to remain, mitigating drop-in customers impacts on El Camino Real, potential for separated bike lanes, and impacts to increase Page E-1.11

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March 1, 2022

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the width of the pedestrian refuge.

The City Council received clarification on Middle Plaza specs related to the parking (e.g., free, paid, validated, etc.), Stanford Middle Plaza public parking requirements, El Camino Real lane impacts, size of buffer for bike lanes, impacts to sidewalk widths and other projects.

ACTION: Motion and second (Nash/ Wolosin), to adopt a resolution to (1) install no parking restrictions on the west side of El Camino Real from Middle Avenue to College Avenue and on the east side of El Camino Real from the southerly driveway of 700 El Camino Real to the Menlo Park/Palo Alto city limit and (2) to implement one-hour time limited parking on College Avenue from El Camino Real to approximately 160 feet westerly, failed 2-3 (Combs, Mueller, and Taylor dissenting).

The City Council directed staff to return with implications from postponing this item.

H3. Consider an appeal of the Complete Streets Commission’s approval of two on-street parking removal requests on University Drive (Staff Report #22-040-CC) Senior Transportation Engineer Kevin Chen made the presentation (Attachment). • Appellant John Borcich spoke in opposition of the on-street parking removal. • Steve Russell spoke in support of the on-street parking removal. • Derek Pecson spoke in support of the on-street parking removal. • Stephane Mouradian, Ph.D. spoke in support of the on-street parking removal.

The City Council discussed the hazards at the two intersections

ACTION: Motion and second (Wolosin/ Nash), to take the following actions regarding an appeal of the Complete Streets Commission’s approval to remove parallel on-street parking spaces on the west side of University Drive (north-south), immediately adjacent to two local streets, Millie and Rose Avenues that form T intersections:

1. Deny the appeal, as these modifications are important for addressing resident concerns by achieving the required minimal sight distance for drivers turning onto University Drive; and,

2. Adopt a resolution to remove two spaces to the north and two spaces to the south at Millie Avenue; and,

3. Adopt a resolution to remove one space to the north and one space to the south at Rose Avenue, passed unanimously.

I. Informational Items
I1. City Council agenda topics: March 8 – March 22, 2022 (Staff Report #22-041-CC) J. City Manager's Report
Interim City Manager Justin Murphy reported out on the upcoming a hybrid community meeting related to Middle Avenue complete streets, foundation pour at the Menlo Park Community Campus, employee recognition event, and the Independent Redistricting Commission virtual public hearing.

K. City Councilmember Reports
City Councilmember Combs reported on standing with the people of Ukraine.

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Mayor Nash reported out on the upcoming Council of Cities meeting.

L. Adjournment
Mayor Nash adjourned the meeting at 10:16 p.m.

Judi A. Herren, City Clerk
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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council
REGULAR MEETING MINUTES – DRAFT
Date: 3/8/2022
Time: 6:00 p.m.

Location: Zoom
Regular Session
A. Call To Order
Mayor Nash called the meeting to order at 6:07 p.m.

B. Roll Call

Present: Combs, Mueller, Nash, Taylor, Wolosin

Absent: None
Staff: Interim City Manager Justin Murphy, Assistant City Attorney Greg Rubens, City Clerk Judi A. Herren
C. Agenda Review
None.

D. Report from Closed Session
No reportable actions.

E. Public Comment
• Jeff Schmidt spoke in support of community centers, teachers, parents, and creating a destination for community activities.

F. Presentations and Proclamations
F1. Introduction: Menlo Park Fire Protection District Chief Mark Lorenzen Mayor Nash introduced Menlo Park Fire Protection District Chief Mark Lorenzen.

F2. Presentation: Downtown market study (Attachment)
Interim City Manager Justin Murphy introduced the item.

HdL ECONSolutions representatives Barry Foster and Kirstin Hinds made the presentation (Attachment).
• Katie Behroozi spoke in support of reviewing the Downtown Specific Plan and pedestrian and bike safety considerations, and requested clarification on economic issues facing businesses. • Fran Dehn spoke in support of improving and revitalizing the Downtown. • Adina Levin spoke in support of the opportunity in the housing element for improving the Downtown.
• Jeff Schmidt expressed challenges for commercial brokers connecting to property owners.

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City Councilmember Mueller exited the meeting.

The City Council discussed bringing vibrancy to the Downtown, parking garage mixed-use with housing, housing element to expand the Downtown mix-use options, grants to restaurants in Downtown, next steps for short, min, and long-term, need for economic Development Director.

The City Council received clarification on consumer demand and market supply and sales tax revenue.

City Councilmember Mueller rejoined the meeting.

G. Consent Calendar
G1. Adopt a resolution authorizing the city manager to execute a software service agreement with PerfectMind for a parks and recreation registration management platform per the recommendations in the City Council approved Information Technology Master Plan (Staff Report #22-045-CC) G2. Adopt a resolution initiating the Menlo Park landscape assessment district proceedings for fiscal year 2022-23 (Staff Report #22-046-CC)
G3. Waive second reading and adopt an ordinance amending Municipal Code Chapter 16.92 (SignsOutdoor Advertising) to allow increased signage for qualifying projects within the SP-ECR/D (El Camino Real/Downtown specific plan) zoning district (Staff Report #22-047-CC) ACTION: Motion and second (Taylor/ Combs), to approve the consent calendar with the exception of item G3., passed unanimously.

ACTION: Motion and second (Combs/ Taylor), to waive a second reading and adopt an ordinance amending Municipal Code Chapter 16.92 (Signs-Outdoor Advertising) to allow increased signage for qualifying projects within the SP-ECR/D (El Camino Real/Downtown specific plan) zoning district, passed 4- 0 (Mueller recused).

H. Regular Business
H1. Adopt a resolution to install no parking restrictions on a portion of El Camino Real and timed parking restrictions on a portion of College Avenue (Staff Report #22-048-CC) Assistant Public Works Director Hugh Louch made the presentation (Attachment). • Katie Behroozi spoke in support of bike and pedestrian safety and the pedestrian median. • Frank Schumann spoke in opposition of the parking removal. • Cherith Spicer spoke in opposition of the parking removal. • Adina Levin spoke in support of the parking removal and crosswalk implementation. • Karen Grove spoke in support of the parking removal.
• John Donahoe spoke in support of the parking removal and crosswalk implementation.

The City Council received clarification on the safety of the median related to the removal of parking and costs and project delays if median construction is postponed, The City Council discussed the value-add of removing parking, future bike lane plans on El Camino Page E-1.15

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council Regular Meeting Minutes – DRAFT
March 8, 2022

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Real, adding the green stripe bike lane on the eastside of El Camino Real, the new residential impacts, and voting at the March 1, 2022 meeting on this item.

ACTION: Motion and second (Combs/ Mueller) to remove parking on east side of El Camino Real in front of Middle Plaza & Stanford Park Hotel (67 spaces), implement one-hour time limit parking between 9 a.m. and 6 p.m. Monday to Friday except Holidays on the south side of College Avenue from El Camino Real to approximately 160 feet westerly, modify El Camino Real and Middle Avenue intersection to add a crosswalk on the south leg, and direct staff to return with median options, failed 2-3 (Taylor, Nash, and Wolosin dissenting).

ACTION: Motion and second (Wolosin/ Nash), to adopt a resolution to Install no parking zone on the east side of El Camino Real from the southerly driveway of 700 El Camino Real to the Menlo Park/Palo Alto city limit. Install no parking zone on the west side of El Camino Real from Middle Avenue to College Avenue.

Implement one-hour time limit parking between 9 a.m. and 6 p.m. Monday to Friday except Holidays on the south side of College Avenue from El Camino Real to approximately 160 feet westerly. Update existing onehour time limit parking on the north side of College Avenue from the end of the existing no parking zone to approximately 50 feet westerly to between 9 a.m. and 6 p.m. Monday to Friday except Holidays, and direct staff to modify two residential parking on College Avenue to timed parking, passed 3-2 (Combs and Mueller dissenting).

I. Informational Items
I1. City Council agenda topics: March 22 – April 12, 2022 (Staff Report #22-041-CC) J. City Manager's Report
Interim City Manager Justin Murphy reported out on current advisory body recruitment, the Independent Redistricting Commission public hearing review of submitted maps, and Springline project below market rate housing drawing.

K. City Councilmember Reports
City Councilmember Taylor reported out on upcoming C/CAG, SFO Roundtable, and District based Reimagining Public Safety Subcommittee meetings.

Mayor Nash reported out on MidPen Housing’s Gateway Rising wall rising.

L. Closed Session
L1. CONFERENCE WITH LEGAL COUNSEL— ANTICIPATED LITIGATION Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956.9 of the Government Code: (one potential case)
L2. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION
Paragraph (1) of subdivision (d) of Section 54956.9)
Name of case: City of Menlo Park vs. Pacific Gas and Electric Co., et al. (San Mateo County Superior Court No. 21-CIV-06284)
Page E-1.16
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council Regular Meeting Minutes – DRAFT
March 8, 2022

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Call to Order
Mayor Nash reconvened the meeting at 9:56 p.m.

Report from Closed Session
Assistant City Attorney Greg Rubens reported out on item L1., the City Council voted 5-0 to intervene in litigation and no reportable actions for item L2.

M. Adjournment
Mayor Nash adjourned the meeting at 9:57 p.m.

Judi A. Herren, City Clerk
Page E-1.17
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council
SPECIAL MEETING MINUTES – DRAFT
Date: 3/10/2022
Time: 5:30 p.m.

Location: Zoom
Closed Session
A. Call To Order
Mayor Nash called the meeting to order at 5:33 p.m.

B. Roll Call

Present: Combs, Mueller, Nash, Taylor, Wolosin

Absent: None
Staff: City Attorney Nira F. Doherty, Executive Assistant to the City Manager Nicole Casados
C. Closed Session
C1. Closed session pursuant to Government Code 54957
Public Employee Appointment – City Manager
C2. Closed session pursuant to Government Code 54957.6: Conference with Labor Negotiator Agency Designated Representative: Mayor
Unrepresented Employee: City Manager
Mayor Nash reconvened the meeting.

No reportable actions.

D. Adjournment
Mayor Nash adjourned the meeting at 6:44 p.m.

Judi A. Herren, City Clerk
Page E-1.18
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council
SPECIAL MEETING MINUTES – DRAFT
Date: 3/16/2022
Time: 4:00 p.m.

Location: Zoom
Closed Session
A. Call To Order
Mayor Nash called the meeting to order at 4 p.m.

B. Roll Call

Present: Combs, Mueller, Nash, Taylor, Wolosin

Absent: None
Staff: City Attorney Nira F. Doherty, City Clerk Judi A. Herren C. Closed Session
C1. Closed session pursuant to Government Code 54957
Public Employee Appointment – City Manager
C2. Closed session pursuant to Government Code 54957.6: Conference with Labor Negotiator Agency Designated Representative: Mayor
Unrepresented Employee: City Manager
Mayor Nash reconvened the meeting.

No reportable actions.

D. Adjournment
Mayor Nash adjourned the meeting at 5:32 p.m.

Judi A. Herren, City Clerk
Page E-1.19
City Manager's Office

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org

STAFF REPORT
City Council
Meeting Date: 3/22/2022
Staff Report Number: 22-052-CC
Consent Calendar: Adopt a resolution to continue conducting the City’s Council and advisory body meetings
remotely due to health and safety concerns for the
public and to authorize the use of hybrid meetings
Recommendation
Staff recommends that the City Council adopt a resolution (Attachment A) to continue conducting the City’s Council and advisory body meetings remotely due to health and safety concerns for the public and to authorize the use of hybrid meetings.

Policy Issues
Assembly Bill 361 (AB 361) was signed into law September 16, 2021 allowing cities to continue holding virtual meetings during any emergency proclaimed by the governor. AB 361 sunsets January 1, 2024. The City Council would need to declare every 30 days that the City’s legislative bodies must continue to meet remotely in order to ensure the health and safety of the public.

Background
The California Legislature approved AB 361, which was signed by the governor September 16, 2021 for signature. The bill allows local legislative bodies to continue to meet remotely through January 1, 2024. A local agency will be allowed to continue to meet remotely when:
• The local agency holds a meeting during a declared state of emergency • State or local health officials have imposed or recommended measures to promote social distancing • Legislative bodies declare the need to meet remotely due to present imminent risks to the health or safety of attendees
The City meets the requirements to continue holding meetings remotely in order to ensure the health and safety of the public:
• The City is still under a local state of emergency
• County Health orders require that all individuals in public spaces maintain social distancing and wear masks
Analysis
The City is still under a local state of emergency and the emergency findings required under AB 361 are still in effect. It is recommended that the use of facial coverings be exercised when not speaking inside the City Council Chambers. The resolution authorizes the use of hybrid meetings, whereby City Councilmembers and staff may choose to attend either remotely or in person.

AGENDA ITEM E-2 Page E-2.1
Staff Report #: 22-052-CC
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Although the City has returned to in-person meetings, due to the increase in infection rates of COVID-19 as a result of the Omicron and Delta variants, the City Council finds that reducing the number of persons present in City Council chambers is necessary to reduce imminent health risks associated with large groups and/or members of varying households gathering indoors.

Impact on City Resources
There is no impact on City resources.

Environmental Review
This action is not a project within the meaning of the California Environmental Quality Act (CEQA) Guidelines §§ 15378 and 15061(b)(3) as it is an organizational structure change that will not result in any direct or indirect physical change in the environment.

Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments
A. Resolution
Report prepared by:

Judi A. Herren, City Clerk
Page E-2.2
RESOLUTION NO. XXXX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MENLO PARK AND

ON BEHALF OF COMMISSIONS AND COMMITTEES CREATED BY THE CITY

COUNCIL PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTION
54952(b) AUTHORIZING TELECONFERENCE MEETINGS IN COMPLIANCE WITH AB 361 (GOVERNMENT CODE SECTION 54953(e) TO CONTINUE TO

ALLOW MEMBERS OF THE PUBLIC TO SAFELY PARTICIPATE IN LOCAL

GOVERNMENT MEETINGS
WHEREAS, the City Council is committed to ensuring public access to observe and participate in local government meetings; and
WHEREAS, all meetings of the City Council and other legislative bodies created pursuant to Government Code Section 54952(b) are open and public, as required by the Ralph M. Brown Act, so that any member of the public may participate in local government meetings; and WHEREAS, the AB 361, codified at Government Code section 54953(e), makes provisions for remote teleconferencing participation in local government meetings, without compliance with the requirements of 54953(b)(3), during a Governor-proclaimed state of emergency and if the local legislative body determines, by majority vote, that as a result of the emergency, meeting solely in person would present imminent risks to the health or safety of attendees, and WHEREAS, on March 4, 2020, Governor Newsom proclaimed a State of Emergency due to the outbreak of respiratory illness due to a novel coronavirus (now known as COVID 19) and that State of Emergency is still in effect in the State of California; and WHEREAS, on March 11, 2020 the City Council proclaimed the existence of a local state of emergency within the City, pursuant to Section 8625 of the California Emergency Services Act in response to the COVID-19 pandemic; and
WHEREAS, COVID-19 continues to threaten the health and lives of City residents; and WHEREAS, the SARS-CoV-2 Delta and Omicron Variants are highly transmissible in indoor settings; and
WHEREAS, San Mateo County, the State of California and the Country in general, are currently facing a surge in infection rates due to the Omicron variant. According to data from the County’s Health Administrator and County website, the County is averaging approximately 225 new cases of COVID-19 per day; and
WHEREAS, although the City has returned to in-person meetings, due to the increase in infection rates of COVID-19 as a result of the Omicron and Delta variants, the City Council finds that reducing the number of persons present in City Council chambers is necessary to reduce imminent health risks associated with large groups and/or members of varying households gathering indoors; and
WHEREAS, The State of California and the City of Menlo Park continue to follow safety measures in response to COVID-19 as ordered or recommended by the Centers for Disease Control and Prevention (CDC), California Department of Public Health (DPH), and/or County of San Mateo, as applicable, including facial coverings when required; and based upon that Page E-2.3 ATTACHMENT A
Resolution No. XXXX

Page 2 of 3 ends

guidance, in-person attendance indoors at public meetings continues to present a health risk for certain segments of the population, necessitating the need to reduce the number of in-person meeting attendees; and
WHEREAS, the City Council, acting as a legislative body pursuant to Government Code section 54952(a) and for the benefit of the commissions, committees and other bodies that were created by the City Council pursuant to Government Code section 54952(b) (collectively referred to as “Legislative Bodies”), finds that the current conditions meet the circumstances set forth in Government Code section 54953(e)(3) to allow Legislative Bodies to continue to use teleconferencing to hold open and public meetings if the Legislative Bodies comply with the requirements set forth in Government Code section 54953(e)(2) to ensure the public can safely participate in and observe local government meetings.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Menlo Park that the City Council does hereby:

1. Find that current conditions authorize teleconference public meetings of Legislative Bodies.

Based on the California Governor’s continued declaration of a State of Emergency and current conditions, the City Council finds that meeting in person, without the option for certain populations and persons to participate remotely, would present imminent risks to the health or safety of attendees. The City Council does therefore find that Legislative Bodies and members of Legislative Bodies of the City may elect to use teleconferencing to hold public meetings in accordance with Government Code section 54953(e)(2) to ensure members of the public have continued access to safely observe and participate in local government meetings.

2. Authorize Legislative Bodies to conduct teleconference meetings. The Legislative Bodies are hereby authorized to take all actions necessary to carry out the intent and purpose of this Resolution, including conducting open and public meetings in accordance with Government Code section 54953(e)(2) and other applicable provisions of the Brown Act.

3. Authorize Legislative Bodies to conduct hybrid meetings. The Legislative Bodies are hereby further authorized to conduct meetings in a “hybrid” format, where both members of the Body may elect to be present in person, utilizing appropriate distancing and masking practices, or participate by teleconferencing technology. Such meetings of the Legislative Bodies that occur using teleconferencing technology will provide an opportunity for any and all members of the public who wish to address Legislative Bodies and will otherwise occur in a manner that protects the statutory and constitutional rights of parties and the members of the public attending the meeting via teleconferencing
//
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//
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Page E-2.4
Resolution No. XXXX

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I, Judi A. Herren, City Clerk of Menlo Park, do hereby certify that the above and foregoing City Council Resolution was duly and regularly passed and adopted at a meeting by said City Council on the twenty-second day of March, 2022, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of said City on this __ day of March, 2022.

Judi A. Herren, City Clerk
Page E-2.5
City Manager's Office

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org

STAFF REPORT
City Council
Meeting Date: 3/22/2022
Staff Report Number: 22-053-CC
Consent Calendar: Adopt a resolution amending City Council Policy CC-22-004 Commissions/Committees Policies and
Procedures, Roles and Responsibilities to update
the application and selection process and receive
an update to the Complete Streets Commission
membership
Recommendation
Staff recommends that the City Council adopt a resolution (Attachment A) amending City Council Policy CC-22-004 Commissions/Committees Policies and Procedures, Roles and Responsibilities to update the application and selection process and receive an update to the Complete Streets Commission (CSC) membership.

Policy Issues
The City Council Policy CC-22-004 Commissions/Committees Policies and Procedures, Roles and Responsibilities application and selection process has been updated to better serve both in-person and virtual voting and appointment.

Background
The current selection and appointment process calls for nominations to be made and a vote to be called for each nomination at a City Council meeting. Applicants who receive the highest number of “yes” votes from a majority of the City Council present at the meeting are appointed. This current process was drafted before the use of widespread virtual and hybrid meetings.

The CSC pilot began in May 2017 as a result of combining the Bicycle and Transportation Commissions (Attachment B.) April 17, 2018, the City Council adopted Resolution No. 6430 (Attachment C) extending the CSC pilot through December 2018. The City Council permanently established the CSC March 5, 2019 (Attachment D.)
All Menlo Park advisory bodies are comprised of seven members, with the following exceptions:
• CSC – nine members
• Finance and Audit Committee – five members
Analysis
Staff recommends updating the application and selection process to better serve both in-person and virtual voting and appointment. The proposed revisions would require each City Councilmember to nominate an applicant for each vacancy. The applicant receiving a majority of nominations from City Councilmembers AGENDA ITEM E-3 Page E-3.1
Staff Report #: 22-053-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org will be appointed.

The CSC discussed the current member count (nine) at their March 9, 2022, meeting and, by unanimous vote, requested to retain their current commission size.

Impact on City Resources
There is no impact on City resources.

Environmental Review
This action is not a project within the meaning of the California Environmental Quality Act (CEQA) Guidelines §§ 15378 and 15061(b)(3) as it will not result in any direct or indirect physical change in the environment.

Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments
A. Resolution and Exhibit A
B. Resolution No. 6377
C. Resolution No. 6430
D. Resolution No. 6477
Report prepared by:

Judi A. Herren, City Clerk
Page E-3.2
RESOLUTION NO. XXXX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MENLO PARK AMENDING CITY COUNCIL POLICY CC-22-004

COMMISSIONS/COMMITTEES POLICIES AND PROCEDURES, ROLES AND

RESPONSIBILITIES TO UPDATE THE APPLICATION AND SELECTION

PROCESS SECTION REGARDING SELECTION OF APPLICANTS FOR

VACANT COMMISSION POSITIONS
WHEREAS, the current application and selection process calls for nominations to be made and a vote to be called for each nomination at a City Council meeting, with applicants receiving the majority of affirmative votes being appointed to the vacant position; and WHEREAS, the application and selection process has been updated to function for both inperson and virtual voting; and WHEREAS, the City Council desires to update the application and selection process for commission vacancies.

NOW, THEREFORE, IT IS RESOLVED, that City Council Policy CC-22-004 Commissions/Committees Policies and Procedures, Roles and Responsibilities is hereby amended as set forth in Exhibit A.

AYES:

NOES:

ABSENT:

ABSTAIN:

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of said City on this __ day of March, 2022.

Judi A. Herren, City Clerk
Exhibits:

A. City Council Policy CC-22-004 Commissions/Committees Policies and Procedures, Roles and Responsibilities
ATTACHMENT A Page E-3.3

COMMISSIONS/COMMITTEES POLICIES AND

PROCEDURES, ROLES AND RESPONSIBILITIES
City Council Procedure #CC-22-004
Effective 03/0108/2022
Resolution No. XXXX
Purpose
To define policies and procedures and roles and responsibilities for Menlo Park appointed commissions and committees.

Those not specified in the City Code are established by City Council ordinance or resolution. Most of these advisory bodies are established in accordance with Resolution 2801 and its amendments. Within specific areas of responsibility, each advisory body has a primary role of advising the City Council on policy matters or reviewing specific issues and carrying out assignments as directed by the City Council or prescribed by law.

Seven of the eight commissions and committees listed above are advisory in nature. The Planning Commission is both advisory and regulatory and organized according to the City Code (Ch. 2.12) and State statute (Government Code 65100 et seq., 65300-65401).

The City has an adopted Anti-Harassment and Non-Discrimination Policy (CC-95-001), and a Travel and Expense Policy (CC-91-002), which are also applicable to all advisory bodies.

Policies and Procedures
Relationship to City Council, staff and media
• Upon referral by the City Council, the commission/committee shall study referred matters and return their recommendations and advise to the City Council. With each such referral, the City Council may authorize the City staff to provide certain designated services to aid in the study. • Upon its own initiative, the commission/committee shall identify and raise issues to the City Council’s attention and from time to time explore pertinent matters and make recommendations to the City Council. • At a request of a member of the public, the commission/committee may consider appeals from City actions or inactions in pertinent areas and, if deemed appropriate, report and make recommendations to the City Council.
• Each commission/committee is required to develop an annual work plan which will be the foundation for the work performed by the advisory body in support of City Council annual work plan. The plan, once finalized by a majority of the commission/committee, will be formally presented to the City Council for direction and approval no later than September 30 of each year and then reported out on by a representative of the advisory body at a regularly scheduled City Council meeting at least annually, but recommended twice a year. The proposed work plan must align with the City Council’s adopted work plan. When modified, the work plan must be taken to the City Council for approval. The Planning Commission is exempt from this requirement as its functions are governed by the Menlo Park municipal code (Chapter 2.12) and State law (Government Code 65100 et seq, 65300-65401). • Commissions and committees shall not become involved in the administrative or operational matters of City departments. Members may not direct staff to initiate major programs, conduct large studies or establish department policy. City staff assigned to furnish staff services shall be available to provide general staff assistance, such as preparation of agenda/notice materials and minutes, general review of department programs and activities, and to perform limited studies, program reviews, and other services Resolution No. XXXX

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COMMISSIONS/COMMITTEES POLICIES AND PROCEDURES, ROLES AND RESPONSIBILITIES City Council Policy #CC-22-004 2
Effective 03/0108/2022
Resolution No. XXXX
of a general staff nature. Commissions/Committees may not establish department work programs or determine department program priorities. The responsibility for setting policy and allocating scarce City resources rests with the City’s duly elected representatives, the City Council. • Additional or other staff support may be provided upon a formal request to the City Council. • The staff liaison shall act as the commission/committee’s lead representative to the media concerning matters before the commission/committee. Commission/Committee members should refer all media inquiries to their respective liaisons for response. Personal opinions and comments may be expressed so long as the commission/committee member clarifies that his or her statements do not represent the position of the City Council.
• Commission/Committee members will have mandatory training every two years regarding the Brown Act and parliamentary procedures, anti-harassment training, ethics training, and other training required by the City Council or State Law. The commission/committee members may have the opportunity for additional training, such as training for chair and vice chair. Failure to comply with the mandatory training will be reported to the City Council and may result in replacement of the member by the City Council. • Requests from commission/committee member(s) determined by the staff liaison to take one hour or more of staff time to complete, must be directed by the City Council.

Role of City Council commission/committee liaison
City Councilmembers are assigned to serve in a liaison capacity with one or more city commission/committee. The purpose of the liaison assignment is to facilitate communication between the City Council and the advisory body. The liaison also helps to increase the City Council's familiarity with the membership, programs and issues of the advisory body. In fulfilling their liaison assignment, City Councilmembers may elect to attend commission/committee meetings periodically to observe the activities of the advisory body or simply maintain communication with the commission/committee chair on a regular basis.

City Councilmembers should be sensitive to the fact that they are not participating members of the commission/committee, but are there rather to create a linkage between the City Council and commission/committee. In interacting with commissions/committee, City Councilmembers are to reflect the views of the City Council as a body. Being a commission/committee liaison bestows no special right with respect to commission/committee business.

Typically, assignments to commission/committee liaison positons are made at the beginning of a City Council term in December. The Mayor will ask City Councilmembers which liaison assignments they desire and will submit recommendations to the full City Council regarding the various committees, boards, and commissions which City Councilmembers will represent as a liaison. In the rare instance where more than one City Councilmember wishes to be the appointed liaison to a particular commission, a vote of the City Council will be taken to confirm appointments.

City Staff Liaison
The City has designated staff to act as a liaison between the commission/committee and the City Council. The City shall provide staff services to the commission/committee which will include:
• Developing a rapport with the Chair and commission/committee members • Providing a schedule of meetings to the city clerk’s office and commission/committee members, arranging meeting locations, maintaining the minutes and other public records of the meeting, and preparing and distributing appropriate information related to the meeting agenda. • Advising the commission/committee on directions and priorities of the City Council. • Informing the commission/committee of events, activities, policies, programs, etc. occurring within the scope of the commission/committee’s function.
• Ensuring the city clerk is informed of all vacancies, expired terms, changes in offices, or any other changes to the commission/committee.

Resolution No. XXXX

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COMMISSIONS/COMMITTEES POLICIES AND PROCEDURES, ROLES AND RESPONSIBILITIES City Council Policy #CC-22-004 3
Effective 03/0108/2022
Resolution No. XXXX
• Providing information to the appropriate appointed official including reports, actions, and recommendations of the committee/commission and notifying them of noncompliance by the commission/committee or chair with City policies.
• Ensuring that agenda items approved by the commission/committee are brought forth in a timely manner taking into consideration staff capacity, City Council priorities, the commission/committee work plan, and other practical matters such as the expense to conduct research or prepare studies, provided appropriate public notification, and otherwise properly prepare the item for commission/committee consideration.
• Take action minutes; upon agreement of the commission, this task may be performed by one of the members (staff is still responsible for the accuracy and formatting of the minutes) • Maintain a minute book with signed minutes
Recommendations, requests and reports
As needed, near the beginning of City Council meetings, there will be an item called “Commission/Committee Reports.” At this time, commissions/committees may present recommendations or status reports and may request direction and support from the City Council. Such requests shall be communicated to the staff liaison in advance, including any written materials, so that they may be listed on the agenda and distributed with the agenda packet. The materials being provided to the City Council must be approved by a majority of the commission/committee at a commission/committee meeting before submittal to the City Council. The City Council will receive such reports and recommendations and, after suitable study and discussion, respond or give direction.

City Council referrals
The city clerk shall transmit to the designated staff liaison all referrals and requests from the City Council for advice and recommendations. The commissions/committees shall expeditiously consider and act on all referrals and requests made by the City Council and shall submit reports and recommendations to the City Council on these assignments.

Public appearance of commission/committee members
When a commission/committee member appears in a non-official, non-representative capacity before the public, for example, at a City Council meeting, the member shall indicate that he or she is speaking only as an individual. This also applies when interacting with the media and on social media. If the commission/committee member appears as the representative of an applicant or a member of the public, the Political Reform Act may govern this appearance. In addition, in certain circumstances, due process considerations might apply to make a commission/committee member’s appearance inappropriate.

Conversely, when a member who is present at a City Council meeting is asked to address the City Council on a matter, the member should represent the viewpoint of the particular commission/committee as a whole (not a personal opinion).

Disbanding of advisory body
Upon recommendation by the Chair or appropriate staff, any standing or special advisory body, established by the City Council and whose members were appointed by the City Council, may be declared disbanded due to lack of business, by majority vote of the City Council.

Meetings and officers

1. Agendas/notices/minutes
• All meetings shall be open and public and shall conduct business through published agendas, public notices and minutes and follow all of the Brown Act provisions governing public meetings. Special, canceled and adjourned meetings may be called when needed, subject to the Brown Act provisions. • Support staff for each commission/committee shall be responsible for properly noticing and posting all regular, special, canceled and adjourned meetings. Copies of all meeting agendas, notices and Resolution No. XXXX

Page 4 of 11 ends

COMMISSIONS/COMMITTEES POLICIES AND PROCEDURES, ROLES AND RESPONSIBILITIES City Council Policy #CC-22-004 4
Effective 03/0108/2022
Resolution No. XXXX
minutes shall be provided to the City Council, city manager, city attorney, city clerk and other appropriate staff, as requested.
• Original agendas and minutes shall be filed and maintained by support staff in accordance with the City’s adopted records retention schedule.
• The official record of the commissions/committees will be preserved by preparation of action minutes.

2. Conduct and parliamentary procedures
• Unless otherwise specified by State law or City regulations, conduct of all meetings shall generally follow Robert’s Rules of Order.
• A majority of commission/committee members shall constitute a quorum and a quorum must be seated before official action is taken.
• The chair of each commission/committee shall preside at all meetings and the vice chair shall assume the duties of the chair when the chair is absent. • The role of the commission/committee chair (according to Roberts Rules of Order): To open the session at the time at which the assembly is to meet, by taking the chair and calling the members to order; to announce the business before the assembly in the order in which it is to be acted upon; to recognize members entitled to the floor; to state and put to vote all questions which are regularly moved, or necessarily arise in the course of the proceedings, and to announce the result of the vote; to protect the assembly from annoyance from evidently frivolous or dilatory motions by refusing to recognize them; to assist in the expediting of business in every compatible with the rights of the members, as by allowing brief remarks when undebatable motions are pending, if s/he thinks it advisable; to restrain the members when engaged in debate, within the rules of order, to enforce on all occasions the observance of order and decorum among the members, deciding all questions of order (subject to an appeal to the assembly by any two members) unless when in doubt he prefers to submit the question for the decision of the assembly; to inform the assembly when necessary, or when referred to for the purpose, on a point of order to practice pertinent to pending business; to authenticate by his/her signature, when necessary, all the acts, orders, and proceedings of the assembly declaring it will and in all things obeying its commands.

3. Lack of a quorum
• When a lack of a quorum exists at the start time of a meeting, those present will wait 15 minutes for additional members to arrive. If after 15 minutes a quorum is still not present, the meeting will be adjourned by the staff liaison due to lack of a quorum. Once the meeting is adjourned it cannot be reconvened.
• The public is not allowed to address those commissioners present during the 15 minutes the commission/committee is waiting for additional members to arrive. • Staff can make announcements to the members during this time but must follow up with an email to all members of the body conveying the same information. • All other items shall not be discussed with the members present as it is best to make the report when there is a quorum present.

4. Meeting locations and dates
• Meetings shall be held in designated City facilities, as noticed. • All commissions/committees with the exception of the Planning Commission, and Finance and Audit Committee shall conduct regular meetings once a month. Special meetings may also be scheduled as required by the commission/committee. The Planning Commission shall hold regular meetings twice a month and the Finance and Audit Committee shall hold quarterly meetings. • Monthly regular meetings shall have a fixed date and time established by the commission/committee. Changes to the established regular dates and times are subject to the approval of the City Council. An exception to this rule would include any changes necessitated to fill a temporary need in order for the commission/committee to conduct its meeting in a most efficient and effective way as long as proper and adequate notification is provided to the City Council and made available to the public.

Resolution No. XXXX

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The schedule of Commission/Committee meetings is as follows:
• Complete Streets Commission – Every second Wednesday at 7 p.m. • Environmental Quality Commission – Every third Wednesday at 6:00 p.m. • Finance and Audit Committee – Third Wednesday of every quarter at 5:30 p.m., • Housing Commission – Every first Wednesday at 6:30 p.m. • Library Commission – Every third Monday at 6:30 p.m.
• Parks and Recreation Commission – Every fourth Wednesday at 6:30 p.m. • Planning Commission – Twice a month at 7 p.m.

Each commission/committee may establish other operational policies subject to the approval of the City Council. Any changes to the established policies and procedures shall be subject to the approval of the City Council.

5. Off-premises meeting participation
While technology allows commission/committee members to participate in meetings from a location other than the meeting location (referred to as “off-premises”), off-premises participation is discouraged given the logistics required to ensure compliance with the Brown Act and experience with technological failures disrupting the meeting. In the event that a commission/committee member believes that his or her participation is essential to a meeting, the following shall apply:
• Any commission/committee member intending to participate from an off-premise location shall inform the staff liaison at least two weeks in advance of the meeting. • The off-premise location must be identified in the notice and agenda of the meeting. • Agendas must be posted at the off-premise location.
• The off-premise location must be accessible to the public and be ADA compliant. • The commission/committee member participating at a duly noticed off-premises location does not count toward the quorum necessary to convene a meeting of the commission/committee. • For any one meeting, no more than one commission/committee member may participate from an off-premise location.
• All votes must be by roll call.

6. Selection of chair and vice chair
• The chair and vice chair shall be selected in May of each year by a majority of the members and shall serve for one year or until their successors are selected. • Each commission/committee shall annually rotate its chair and vice chair.

G. Memberships
Appointments/Oaths
• The City Council is the appointing body for all commissions/committees. All members serve at the pleasure of the City Council for designated terms.
• All appointments and reappointments shall be made at a regularly scheduled City Council meeting, and require an affirmative vote of not less than a majority of the City Council present. • Before taking office, all members must complete an Oath of Allegiance required by Article XX, §3, of the Constitution of the State of California. All oaths are administered by the city clerk or his/her designee.
• Appointments made during the middle of the term are for the unexpired portion of that term.

Application and selection process
• The application process begins when a vacancy occurs due to term expiration, resignation, removal or death of a member.
• The application period will normally run for a period of four weeks from the date the vacancy occurs.

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If there is more than one concurrent vacancy in a Commission, the application period may be extended. Applications are available from the city clerk’s office and on the City’s website. • The city clerk shall notify members whose terms are about to expire whether or not they would be eligible for reappointment. If reappointment is sought, an updated application will be required. • Applicants are required to complete and return the application form for each commission/committee they desire to serve on, along with any additional information they would like to transmit, by the established deadline. Applications sent by email are accepted; however, the form submitted must be signed.
• After the deadline of receipt of applications, the city clerk shall schedule the matter at the next available regular City Council meeting. All applications received will be submitted and made a part of the City Council agenda packet for their review and consideration. If there are no applications received by the deadline, the city clerk will extend the application period for an indefinite period of time until sufficient applications are received.
• Upon review of the applications received, the City Council reserves the right to schedule or waive interviews, or to extend the application process in the event insufficient applications are received. In either case, the city clerk will provide notification to the applicants of the decision of the City Council. • If an interview is requested, the date and time will be designated by the City Council. Interviews are open to the public.
• The selection/appointment process by the City Council shall be conducted open to the publicat a City Council meeting. Nominations will be made and a vote will be called for each nomination in the order received. Applicants receiving the highest number of affirmative votes from a majority of the City Council present shall be appointed. The number of votes for each City Councilmember is limited to the number of vacanciesThe city clerk will ask each City Councilmember for their nominations; the number of nominations is limited to the number of vacancies. The candidate that receives a majority of nominations will be appointed. If there is a tie, multiple rounds of voting will occur. • Following a City Council appointment, the city clerk shall notify successful and unsuccessful applicants accordingly, in writing. Appointees will receive copies of the City’s Non-Discrimination and Sexual Harassment policies, and disclosure statements for those members who are required to file under State law as designated in the City’s Conflict of Interest Code. Copies of the notification will also be distributed to support staff and the commission/committee chair. • An orientation will be scheduled by the city clerk following an appointment (but before taking office) and a copy of this policy document will be provided at that time.

Attendance
• An Attendance Policy (CC-91-001), shall apply to all advisory bodies. Provisions of this policy are listed below.
• A compilation of attendance will be submitted to the City Council at least annually listing absences for all commissions/committee members.
• Absences, which result in attendance at less than two-thirds of their meetings during the calendar year, will be reported to the City Council and may result in replacement of the member by the City Council.
• Any member who feels that unique circumstances have led to numerous absences can appeal directly to the City Council for a waiver of this policy or to obtain a leave of absence. • While it is expected that members be present at all meetings, the chair and staff liaison should be notified if a member knows in advance that he/she will be absent. • When reviewing commissioners for reappointment, overall attendance at full commission meetings will be given significant consideration.

Compensation
• Members shall serve without compensation (unless specifically provided) for their services, provided, however, members shall receive reimbursement for necessary travel expenses and other expenses Resolution No. XXXX

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incurred on official duty when such expenditures have been authorized by the City Council (See Policy CC-91-002).

Conflict of interest and disclosure requirements
• A Conflict of Interest Code has been updated and adopted by the City Council and the Community Development Agency pursuant to Government Code §87300 et seq. Copies of this Code are filed with the city clerk. Pursuant to the adopted Conflict of Interest Code, members serving on the Planning Commission are required to file a Statement of Economic Interest with the city clerk to disclose personal interest in investments, real property and income. This is done within 30 days of appointment and annually thereafter. A statement is also required within 30 days after leaving office. • If a public official has a conflict of interest, the Political Reform Act may require the official to disqualify himself or herself from making or participating in a governmental decision, or using his or her official position to influence a governmental decision. Questions in this regard may be directed to the city attorney.
• In accordance with Resolution No. 6622, current and future members of the Complete Streets Commission and Housing Commission, are required to report any and all real property in Menlo Park for impacting land use, real property, and the housing element.

Qualifications, compositions, number
• In most cases, members shall be residents of the City of Menlo Park and at least 18 years of age. • Current members of any other City commission/committee are disqualified for membership, unless the regulations for that advisory body permit concurrent membership. Commission/Committee members are strongly advised to serve out the entirety of the term of their current appointment before seeking appointment on another commission/committee.
• Commission/Committee members shall be permitted to retain membership while seeking any elective office. However, members shall not use the meetings, functions or activities of such bodies for purposes of campaigning for elective office.
• There shall be seven (7) members on each commission/committee with the exception of:
• Complete Streets Commission – nine (9) members
• Finance and Audit Committee – five (5) members
Reappointments, resignations, removals
• Incumbents seeking a reappointment are required to complete and file an application with the city clerk by the application deadline. No person shall be reappointed to a commission/committee who has served on that same body for two consecutive terms; unless a period of one year has lapsed since the returning member last served on that commission/committee (the one-year period is flexible subject to City Council’s discretion).
• Resignations must be submitted in writing to the city clerk, who will distribute copies to City Council and appropriate staff.
• The City Council may remove a member by a majority vote of the City Council without cause, notice or hearing.

Term of office
• Unless specified otherwise, the term of office for all commission/committee shall be four (4) years unless a resignation or a removal has taken place. The Finance and Audit Committee term of office shall be two (2) years.
• If a person is appointed to fill an unexpired term and serves less than two years, that time will not be considered a full term. However, if a person is appointed to fill an unexpired term and serves two years or more, that time will be considered a full term. • Terms are staggered to be overlapping four-year terms, so that all terms do not expire in any one year.

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• If a member resigns before the end of his/her term, a replacement serves out the remainder of that term.

Vacancies
• Vacancies are created due to term expirations, resignations, removals or death. • Vacancies are listed on the City Council agenda and posted by the city clerk in the City Council Chambers bulletin board and on the city website.
• Whenever an unscheduled vacancy occurs in any commission/committee, a special vacancy notice shall be posted within 20 days after the vacancy occurs. Appointment shall not be made for at least 10 working days after posting of the notice (Government Code 54974). • On or before December 31 of each year, an appointment list of all regular advisory commissions/committees of the City Council shall be prepared by the city clerk and posted in the City Council Chambers bulletin board and on the City’s website. This list is also available to the public. (Government Code 54972, Maddy Act).

Roles and Responsibilities
Complete Streets Commission
The Complete Streets Commission is charged primarily with advising the City Council on multi-modal transportation issues according to the goals and policies of the City’s general plan. This includes strategies to encourage safe travel, improve accessibility, and maintaining a functional and efficient transportation network for all modes and persons traveling within and around the City. The Complete Streets Commission's responsibilities would include:
• Coordination of multi-modal (motor vehicle, bicycle, transit and pedestrian) transportation facilities • Advising City Council on ways to encourage vehicle, multi-modal, pedestrian and bicycle safety and accessibility for the City supporting the goals of the General Plan • Coordination on providing a citywide safe routes to school plan • Coordination with regional transportation systems
• Establishing parking restrictions and requirements according to Municipal Code sections 11.24.026 through 11.24.028
Environmental Quality Commission
The Environmental Quality Commission is charged primarily with advising the City Council on matters involving environmental protection, improvement and sustainability. Specific focus areas include:
• Preserving heritage trees
• Using best practices to maintain city trees
• Preserving and expanding the urban canopy
• Making determinations on appeals of heritage tree removal permits • Administering annual Environmental Quality Awards program • Organizing annual Arbor Day Event; typically, a tree planting event • Advising on programs and policies related to protection of natural areas, recycling and waste reduction, environmentally sustainable practices, air and water pollution prevention, climate protection, and water and energy conservation.

Finance and Audit Committee
The Finance and Audit Committee is charged primarily to support delivery of timely, clear and comprehensive reporting of the City’s fiscal status to the community at large. Specific focus areas include:
• Review the process for periodic financial reporting to the City Council and the public, as needed • Review financial audit and annual financial report with the City’s external auditors • Review of the resolution of prior year audit findings • Review of the auditor selection process and scope, as needed Resolution No. XXXX

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Housing Commission
The Housing Commission is charged primarily with advising the City Council on housing matters including housing supply and housing related problems. Specific focus areas include:
• Community attitudes about housing (range, distribution, racial, social-economic problems) • Programs for evaluating, maintaining, and upgrading the distribution and quality of housing stock in the City
• Planning, implementing and evaluating City programs under the Housing and Community Development Act of 1974
• Members serve with staff on a loan review committee for housing rehabilitation programs and a first time homebuyer loan program
• Review and recommend to the City Council regarding the Below Market Rate (BMR) program • Initiate, review and recommend on housing policies and programs for the City • Review and recommend on housing related impacts for environmental impact reports • Review and recommend on State and regional housing issues • Review and recommend on the Housing Element of the General Plan • The five most senior members of the Housing Commission also serve as the members of the Relocation Appeals Board (City Resolution 4290, adopted June 25, 1991).

Library Commission
The Library Commission is charged primarily with advising the City Council on matters related to the maintenance and operation of the City’s libraries and library systems. Specific focus areas include:
• The scope and degree of library activities
• Maintenance and protection of City libraries
• Evaluation and improvement of library service
• Acquisition of library materials
• Coordination with other library systems and long range planning • Literacy and ESL programs
Parks and Recreation Commission
The Parks and Recreation Commission is charged primarily with advising the City Council on matters related to City programs and facilities dedicated to recreation. Specific focus areas include:
• Those programs and facilities established primarily for the participation of and/or use by residents of the City, including adequacy and maintenance of such facilities as parks and playgrounds, recreation buildings, facilities and equipment
• Adequacy, operation and staffing of recreation programs • Modification of existing programs and facilities to meet developing community needs • Long range planning and regional coordination concerning park and recreational facilities Planning Commission
The Planning Commission is organized according to State Statute. • The Planning Commission reviews development proposals on public and private lands for compliance with the General Plan and Zoning Ordinance.
• The Commission reviews all development proposals requiring a use permit, architectural control, variance, minor subdivision and environmental review associated with these projects. The Commission is the final decision-making body for these applications, unless appealed to the City Council.
• The Commission serves as a recommending body to the City Council for major subdivisions, rezoning’s, conditional development permits, Zoning Ordinance amendments, General Plan amendments and the environmental reviews and Below Market Rate (BMR) Housing Agreements associated with those projects.

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• The Commission works on special projects as assigned by the City Council.

Special Advisory Bodies
The City Council has the authority to create standing committees, task forces or subcommittees for the City, and from time to time, the City Council may appoint members to these groups. The number of persons and the individual appointee serving on each group may be changed at any time by the City Council. There are no designated terms for members of these groups; members are appointed by and serve at the pleasure of the City Council.

Any requests of city commissions or committees to create such ad hoc advisory bodies shall be submitted in writing to the city clerk for City Council consideration and approval.

Procedure history
Action Date Notes
Procedure adoption 1991 Resolution No. 3261
Procedure adoption 2001
Procedure adoption 2011
Procedure adoption 2013 Resolution No. 6169
Procedure adoption 2017 Resolution No. 6377
Procedure adoption 6/8/2021 Resolution No. 6631
Procedure adoption 3/1/2022 Resolution No. XXXX
Procedure adoption 3/8/2022 Resolution No. XXXX
Resolution No. XXXX

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RESOLUTION NO. 6377

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

MENLO PARK AUTHORIZING THE CREATION OF THE

COMPLETE STREETS COMMISSION FOR A ONE-YEAR
PERIOD
WHEREAS, circulation and mobility needs have been identified as a high priority for the coming year; and,
WHEREAS, establishing a one-year pilot of a Complete Street Commission composed of a minimum of seven (7) and a maximum of ten (10) members, all of whom shall be residents who represent varying interests in transportation circulation and safety, was identified to support the City Council’s 2017 Work Plan; and, WHEREAS, the Complete Street Commission will address the following subject areas:
 Coordination of motor vehicle, bicycle, transit, and pedestrian transportation facilities,
 Advising City Council on ways to encourage pedestrian and bicycle safety and accessibility for the City supporting the goals of the General Plan,  Coordination on providing a citywide safe routes to school plan,  Review of the proposed circulation plans for major development projects, and  Coordination with regional transportation systems.

WHEREAS, the City of Menlo Park, acting by and through its City Council, having considered and been fully advised in the matter and good cause appearing therefore.

NOW, THEREFORE, BE IT RESOLVED, the City Council of Menlo Park does hereby establish the one-year trial of the Complete Streets Commission.

I, Pamela Aguilar, City Clerk of Menlo Park, do hereby certify that the above and foregoing Council Resolution was duly and regularly passed and adopted at a meeting by said Council on the twenty-eighth day of February, 2017, by the following votes:

AYES: Carlton, Keith, Mueller, Ohtaki
NOES: Cline
ABSENT: None
ABSTAIN: None
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of said City on this twenty-eight day of February, 2017.

ATTACHMENT B Page E-3.14
____________________________
Pamela Aguilar, CMC
City Clerk
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ATTACHMENT C Page E-3.16
ATTACHMENT D Page E-3.17
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COMMISSIONS/COMMITTEES POLICIES AND

PROCEDURES, ROLES AND RESPONSIBILITIES
City Council Procedure #CC-19-0004
Effective 3/5/2019
Resolution No. 6477
Purpose
To define policies and procedures and roles and responsibilities for Menlo Park appointed commissions and committees.

Authority
Upon its original adoption, this policy replaced the document known as “Organization of Advisory Commissions of the City of Menlo Park.”
Background
The City of Menlo Park currently has eight active Commissions and Committees. The active advisory bodies are: Complete Streets Commission, Environmental Quality Commission, Finance and Audit Committee, Housing Commission, Library Commission, Parks and Recreation Commission, Planning Commission, and the Sister City Committee. Those not specified in the City Code are established by City Council ordinance or resolution. Most of these advisory bodies are established in accordance with Resolution 2801 and its amendments. Within specific areas of responsibility, each advisory body has a primary role of advising the City Council on policy matters or reviewing specific issues and carrying out assignments as directed by the City Council or prescribed by law.

The City has an adopted Anti-Harassment and Non-Discrimination Policy (CC-95-001), and a Travel and Expense Policy (CC-91-002), which are also applicable to all advisory bodies.

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department programs and activities, and to perform limited studies, program reviews, and other services of a general staff nature. Commissions/Committees may not establish department work programs or determine department program priorities. The responsibility for setting policy and allocating scarce City resources rests with the City’s duly elected representatives, the City Council. • Additional or other staff support may be provided upon a formal request to the City Council. • The staff liaison shall act as the commission/committee’s lead representative to the media concerning matters before the commission/committee. Commission/Committee members should refer all media inquiries to their respective liaisons for response. Personal opinions and comments may be expressed so long as the commission/committee member clarifies that his or her statements do not represent the position of the City Council.
• Commission/Committee members will have mandatory training every two years regarding the Brown Act and parliamentary procedures, anti-harassment training, ethics training, and other training required by the City Council or State Law. The commission/committee members may have the opportunity for additional training, such as training for chair and vice chair. Failure to comply with the mandatory training will be reported to the City Council and may result in replacement of the member by the City Council. • Requests from commission/committee member(s) determined by the staff liaison to take one hour or more of staff time to complete, must be directed by the City Council.

City Staff Liaison
The City has designated staff to act as a liaison between the commission/committee and the City Council. The City shall provide staff services to the commission/committee which will include:
• Developing a rapport with the Chair and commission/committee members • Providing a schedule of meetings to the City Clerk’s Office and commission/committee members, arranging meeting locations, maintaining the minutes and other public records of the meeting, and preparing and distributing appropriate information related to the meeting agenda. • Advising the commission/committee on directions and priorities of the City Council. • Informing the commission/committee of events, activities, policies, programs, etc. occurring within the scope of the commission/committee’s function.
• Ensuring the City Clerk is informed of all vacancies, expired terms, changes in offices, or any other changes to the commission/committee.

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• Providing information to the appropriate appointed official including reports, actions, and recommendations of the committee/commission and notifying them of noncompliance by the commission/committee or chair with City policies.
• Ensuring that agenda items approved by the commission/committee are brought forth in a timely manner taking into consideration staff capacity, City Council priorities, the commission/committee work plan, and other practical matters such as the expense to conduct research or prepare studies, provided appropriate public notification, and otherwise properly prepare the item for commission/committee consideration.
• Take action minutes; upon agreement of the commission, this task may be performed by one of the members (staff is still responsible for the accuracy and formatting of the minutes) • Maintain a minute book with signed minutes
Recommendations, requests and reports
As needed, near the beginning of City Council meetings, there will be an item called “Commission/Committee Reports.” At this time, commissions/committees may present recommendations or status reports and may request direction and support from the City Council. Such requests shall be communicated to the staff liaison in advance, including any written materials, so that they may be listed on the agenda and distributed with the agenda packet. The materials being provided to the City Council must be approved by a majority of the commission/committee at a commission/committee meeting before submittal to the City Council. The City Council will receive such reports and recommendations and, after suitable study and discussion, respond or give direction.

City Council referrals
The City Clerk shall transmit to the designated staff liaison all referrals and requests from the City Council for advice and recommendations. The commissions/committees shall expeditiously consider and act on all referrals and requests made by the City Council and shall submit reports and recommendations to the City Council on these assignments.

Meetings and officers

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appropriate staff, as requested.
• Original agendas and minutes shall be filed and maintained by support staff in accordance with the City’s adopted records retention schedule.
• The official record of the commissions/committees will be preserved by preparation of action minutes.

4. Meeting locations and dates
• Meetings shall be held in designated City facilities, as noticed. • All commissions/committees with the exception of the Planning Commission, Finance and Audit Committee and Sister City Committee shall conduct regular meetings once a month. Special meetings may also be scheduled as required by the commission/committee. The Planning Commission shall hold regular meetings twice a month. The Finance and Audit Committee and Sister City Committee shall hold quarterly meetings.
• Monthly regular meetings shall have a fixed date and time established by the commission/committee. Changes to the established regular dates and times are subject to the approval of the City Council. An exception to this rule would include any changes necessitated to fill a temporary need in order for the commission/committee to conduct its meeting in a most efficient and effective way as long as proper and adequate notification is provided to the City Council and made available to the public.

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The schedule of Commission/Committee meetings is as follows:
• Complete Streets Commission – Every second Wednesday at 7 p.m. • Environmental Quality Commission – Every third Wednesday at 6:00 p.m. • Finance and Audit Committee – Third Wednesday of every quarter at 5:30 p.m., • Housing Commission – Every first Wednesday at 6:30 p.m. • Library Commission – Every third Monday at 6:30 p.m.
• Parks and Recreation Commission – Every fourth Wednesday at 6:30 p.m. • Planning Commission – Twice a month at 7 p.m.
• Sister City Committee – Quarterly; Date and time to be determined Each commission/committee may establish other operational policies subject to the approval of the City Council. Any changes to the established policies and procedures shall be subject to the approval of the City Council.

5. Off-premises meeting participation
While technology allows commission/committee members to participate in meetings from a location other than the meeting location (referred to as “off-premises”), off-premises participation is discouraged given the logistics required to ensure compliance with the Brown Act and experience with technological failures disrupting the meeting. In the event that a commission/committee member believes that his or her participation is essential to a meeting, the following shall apply:. • Any commission/committee member intending to participate from an off-premise location shall inform the staff liaison at least two weeks in advance of the meeting. • The off-premise location must be identified in the notice and agenda of the meeting. • Agendas must be posted at the off-premise location.
• The off-premise location must be accessible to the public and be ADA compliant. • The commission/committee member participating at a duly noticed off-premises location does not count toward the quorum necessary to convene a meeting of the commission/committee. • For any one meeting, no more than one commission/committee member may participate from an off-premise location.
• All votes must be by roll call.

G. Memberships
Appointments/Oaths
• The City Council is the appointing body for all commissions/committees. All members serve at the pleasure of the City Council for designated terms.
• All appointments and reappointments shall be made at a regularly scheduled City Council meeting, and require an affirmative vote of not less than a majority of the City Council present. • Before taking office, all members must complete an Oath of Allegiance required by Article XX, §3, of the Constitution of the State of California. All oaths are administered by the City Clerk or his/her designee.
• Appointments made during the middle of the term are for the unexpired portion of that term.

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If there is more than one concurrent vacancy in a Commission, the application period may be extended. Applications are available from the City Clerk’s office and on the City’s website. • The City Clerk shall notify members whose terms are about to expire whether or not they would be eligible for reappointment. If reappointment is sought, an updated application will be required. • Applicants are required to complete and return the application form for each commission/committee they desire to serve on, along with any additional information they would like to transmit, by the established deadline. Applications sent by email are accepted; however, the form submitted must be signed.
• After the deadline of receipt of applications, the City Clerk shall schedule the matter at the next available regular City Council meeting. All applications received will be submitted and made a part of the City Council agenda packet for their review and consideration. If there are no applications received by the deadline, the City Clerk will extend the application period for an indefinite period of time until sufficient applications are received.
• Upon review of the applications received, the City Council reserves the right to schedule or waive interviews, or to extend the application process in the event insufficient applications are received. In either case, the City Clerk will provide notification to the applicants of the decision of the City Council. • If an interview is requested, the date and time will be designated by the City Council. Interviews are open to the public.
• The selection/appointment process by the City Council shall be conducted open to the public.

Nominations will be made and a vote will be called for each nomination. Applicants receiving the highest number of affirmative votes from a majority of the City Council present shall be appointed. • Following a City Council appointment, the City Clerk shall notify successful and unsuccessful applicants accordingly, in writing. Appointees will receive copies of the City’s Non-Discrimination and Sexual Harassment policies, and disclosure statements for those members who are required to file under State law as designated in the City’s Conflict of Interest Code. Copies of the notification will also be distributed to support staff and the commission/committee chair. • An orientation will be scheduled by the City Clerk following an appointment (but before taking office) and a copy of this policy document will be provided at that time.

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Conflict of interest and disclosure requirements
• A Conflict of Interest Code has been updated and adopted by the City Council and the Community Development Agency pursuant to Government Code §87300 et seq. Copies of this Code are filed with the City Clerk. Pursuant to the adopted Conflict of Interest Code, members serving on the Planning Commission are required to file a Statement of Economic Interest with the City Clerk to disclose personal interest in investments, real property and income. This is done within 30 days of appointment and annually thereafter. A statement is also required within 30 days after leaving office. • If a public official has a conflict of interest, the Political Reform Act may require the official to disqualify himself or herself from making or participating in a governmental decision, or using his or her official position to influence a governmental decision. Questions in this regard may be directed to the City Attorney.

Qualifications, compositions, number
• In most cases, members shall be residents of the City of Menlo Park and at least 18 years of age. • Current members of any other City commission/committee are disqualified for membership, unless the regulations for that advisory body permit concurrent membership. Commission/Committee members are strongly advised to serve out the entirety of the term of their current appointment before seeking appointment on another commission/committee.
• Commission/Committee members shall be permitted to retain membership while seeking any elective office. However, members shall not use the meetings, functions or activities of such bodies for purposes of campaigning for elective office.
• There shall be seven (7) members on each commission/committee with the exception of:
• Finance and Audit Committee – five (5) members
• Housing Commission – seven (7) members
• Complete Streets Commission – nine (9) members
• Library Commission – eleven (11) members
Reappointments, resignations, removals
• Incumbents seeking a reappointment are required to complete and file an application with the City Clerk by the application deadline. No person shall be reappointed to a commission/committee who has served on that same body for two consecutive terms; unless a period of one year has lapsed since the returning member last served on that commission/committee (the one year period is flexible subject to City Council’s discretion).
• Resignations must be submitted in writing to the City Clerk, who will distribute copies to City Council and appropriate staff.
• The City Council may remove a member by a majority vote of the City Council without cause, notice or hearing.

Term of office
• Unless specified otherwise, the term of office for all commission/committee shall be four (4) years unless a resignation or a removal has taken place.
• If a person is appointed to fill an unexpired term and serves less than two years, that time will not be considered a full term. However, if a person is appointed to fill an unexpired term and serves two years or more, that time will be considered a full term. • Terms are staggered to be overlapping four-year terms, so that all terms do not expire in any one year.
• If a member resigns before the end of his/her term, a replacement serves out the remainder of that term.

Resolution No. 6477

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COMMISSIONS/COMMITTEES POLICIES AND PROCEDURES, ROLES AND RESPONSIBILITIES City Council Policy #CC-01-0004 8
Effective 1/29/2019
Vacancies
• Vacancies are created due to term expirations, resignations, removals or death. • Vacancies are listed on the City Council agenda and posted by the City Clerk in the City Council Chambers bulletin board and on the city website.
• Whenever an unscheduled vacancy occurs in any commission/committee, a special vacancy notice shall be posted within 20 days after the vacancy occurs. Appointment shall not be made for at least 10 working days after posting of the notice (Government Code 54974). • On or before December 31 of each year, an appointment list of all regular advisory commissions/committees of the City Council shall be prepared by the City Clerk and posted in the City Council Chambers bulletin board and on the City’s website. This list is also available to the public. (Government Code 54972, Maddy Act).

Roles and Responsibilities
Complete Streets Commission
The Complete Streets Commission is charged primarily with advising the City Council on multi-modal transportation issues according to the goals and policies of the City’s general plan. This includes strategies to encourage safe travel, improve accessibility, and maintaining a functional and efficient transportation network for all modes and persons traveling within and around the City. The Complete Streets Commission's responsibilities would include:
• Coordination of multi-modal (motor vehicle, bicycle, transit and pedestrian) transportation facilities • Advising City Council on ways to encourage vehicle, multi-modal, pedestrian and bicycle safety and accessibility for the City supporting the goals of the General Plan • Coordination on providing a citywide safe routes to school plan • Coordination with regional transportation systems
• Establishing parking restrictions and requirements according to Municipal Code sections 11.24.026 through 11.24.028
Environmental Quality Commission
The Environmental Quality Commission is charged primarily with advising the City Council on matters involving environmental protection, improvement and sustainability. Specific focus areas include:
• Preserving heritage trees
• Using best practices to maintain city trees
• Preserving and expanding the urban canopy
• Making determinations on appeals of heritage tree removal permits • Administering annual Environmental Quality Awards program • Organizing annual Arbor Day Event; typically a tree planting event • Advising on programs and policies related to protection of natural areas, recycling and waste reduction, environmentally sustainable practices, air and water pollution prevention, climate protection, and water and energy conservation.

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COMMISSIONS/COMMITTEES POLICIES AND PROCEDURES, ROLES AND RESPONSIBILITIES City Council Policy #CC-01-0004 9
Effective 1/29/2019
Housing Commission
The Housing Commission is charged primarily with advising the City Council on housing matters including housing supply and housing related problems. Specific focus areas include:
• Community attitudes about housing (range, distribution, racial, social-economic problems • Programs for evaluating, maintaining, and upgrading the distribution and quality of housing stock in the City
• Planning, implementing and evaluating City programs under the Housing and Community Development Act of 1974
• Members serve with staff on a loan review committee for housing rehabilitation programs and a first time homebuyer loan program
• Review and recommend to the City Council regarding the Below Market Rate (BMR) program • Initiate, review and recommend on housing policies and programs for the City • Review and recommend on housing related impacts for environmental impact reports • Review and recommend on State and regional housing issues • Review and recommend on the Housing Element of the General Plan • The five most senior members of the Housing Commission also serve as the members of the Relocation Appeals Board (City Resolution 4290, adopted June 25, 1991).

Library Commission
The Library Commission is charged primarily with advising the City Council on matters related to the maintenance and operation of the City’s libraries and library systems. Specific focus areas include:
• The scope and degree of library activities
• Maintenance and protection of City libraries
• Evaluation and improvement of library service
• Acquisition of library materials
• Coordination with other library systems and long range planning • Literacy and ESL programs
Parks and Recreation Commission
The Parks and Recreation Commission is charged primarily with advising the City Council on matters related to City programs and facilities dedicated to recreation. Specific focus areas include:
• Those programs and facilities established primarily for the participation of and/or use by residents of the City, including adequacy and maintenance of such facilities as parks and playgrounds, recreation buildings, facilities and equipment
• Adequacy, operation and staffing of recreation programs • Modification of existing programs and facilities to meet developing community needs • Long range planning and regional coordination concerning park and recreational facilities Planning Commission
The Planning Commission is organized according to State Statute. • The Planning Commission reviews development proposals on public and private lands for compliance with the General Plan and Zoning Ordinance.
• The Commission reviews all development proposals requiring a use permit, architectural control, variance, minor subdivision and environmental review associated with these projects. The Commission is the final decision-making body for these applications, unless appealed to the City Council. • The Commission serves as a recommending body to the City Council for major subdivisions, rezoning’s, conditional development permits, Zoning Ordinance amendments, General Plan amendments and the environmental reviews and Below Market Rate (BMR) Housing Agreements associated with those projects.
• The Commission works on special projects as assigned by the City Council.

Resolution No. 6477

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Page E-3.27

COMMISSIONS/COMMITTEES POLICIES AND PROCEDURES, ROLES AND RESPONSIBILITIES City Council Policy #CC-01-0004 10
Effective 1/29/2019
Sister City Committee
The Sister City Committee is primary charged with promoting goodwill, respect and cooperation by facilitating cultural, educational and economic exchanges • Develop a mission statement and program plan consisting of projects, exhibits, contacts and exchanges of all types to foster and promote the objectives of the mission statement • Implement the approved program plan upon request of the City Council • Keep the community informed concerning the Sister City program • Advise the City Council on matters pertaining to any sister city affairs • Perform other duties as may be assigned to the committee by the City Council Special Advisory Bodies
The City Council has the authority to create standing committees, task forces or subcommittees for the City, and from time to time, the City Council may appoint members to these groups. The number of persons and the individual appointee serving on each group may be changed at any time by the City Council. There are no designated terms for members of these groups; members are appointed by and serve at the pleasure of the City Council.

Any requests of city commissions or committees to create such ad hoc advisory bodies shall be submitted in writing to the City Clerk for City Council consideration and approval.

Resolution No. 6477

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Page E-3.28
Community Development
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org

STAFF REPORT
Planning Commission
Meeting Date: 3/22/2022
Staff Report Number: 22-049-CC
Consent Calendar: Accept the 2021 Housing Element annual progress report and the annual housing successor report
Recommendation
Staff recommends that the City Council accept the 2021 Housing Element annual progress report (APR) (Attachment A) and the annual housing successor report (Attachment B), and authorize the transmittal to the California Governor’s Office of Planning and Research (OPR) and the California Department of Housing and Community Development (HCD.)
Policy Issues
California Government Code Section 65400 requires the preparation and submittal of an APR to HCD and OPR. The APR documents past housing-related activities and may identify the timing of upcoming activities, but does not authorize the implementation of programs or expenditure of funds.

Background
Every city and county in California is required to prepare an annual report on the status and progress of implementing the jurisdiction’s adopted fifth cycle Housing Element for the 2015 to 2023 planning period using forms and definitions adopted by HCD. For reference, the 2015-2023 Housing Element is included as Attachment C. The APR is due by April 1 each year and documents the status of housing-related activities from the previous calendar year. This year’s report evaluates the progress of implementation programs and housing development applications and production for the period between January 1 and December 31, 2021.

On February 28, 2022, the Planning Commission unanimously approved a recommendation for City Council to accept the 2021 APR. The Planning Commission discussed multiple areas of the APR during their review. Those items included, but are not limited to the following:
• Discussion of the increase in very low income, low income, and moderate income unit production and factors that may have contributed to the increase, particularly the development of the MidPen Housing project on the 1300 block of Willow Road, as well as accessory dwelling unit (ADUs); • Discussion of factors that would encourage additional future affordable housing developments, such as funding assistance from government sources, the potential for increased residential unit density, reductions in parking and other factors;
• Acknowledgement of the increase in ADU production during 2021 and a request that the City Council be provided with information regarding the number of ADUs produced in each City Council district. The information is presented in Table 2 of this report.

On March 2, 2022, the Housing Commission approved a recommendation for the City Council to accept the 2021 APR by a vote of 4-0 (Bigelow and Nguyen absent.) The Housing Commission also discussed AGENDA ITEM E-4 Page E-4.1
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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org multiple areas of the APR during their review. Those items included, but are not limited to the following:
• Due to the way the APR includes extremely low income units within the very low income category, there is a need to highlight the importance of producing extremely low income units (0 to 30 percent of area median income [AMI]) in Menlo Park. The 2021 income limit for a one-person household at the extremely low income level in San Mateo County is $38,400. The 2021 income limit for a four-person household at the extremely low income level in San Mateo County is $54,800. (A complete 2021 San Mateo County Income Limits table is available as Attachment D.) According to the Bay Area Equity Atlas, Black full-time workers who live in Menlo Park earned a median of $41,333 and Latinx full-time workers in Menlo Park earned a median of $43,255. Extremely low and very low income affordability is needed by these residents and others in the community;
• Production of extremely low and very low income housing units would also help to address displacement and minimize the risk of households becoming homeless; • Production of above moderate-income housing has been much higher than the Regional Housing Needs Allocation (RHNA) target during the fifth cycle, and the Commission believes that the City’s affordable housing policies should be enhanced to create a better balance between the production of market-rate housing and affordable housing.

Analysis
This staff report highlights key accomplishments from 2021 and work items that will continue through 2022. A broader assessment of the status of implementation programs and housing development activity from 2021 can be found in the APR (Attachment A.) The APR is a document that reflects the past calendar year’s housing-related efforts; it is not intended to establish current or future work priorities for staff.

Accomplishments and milestones
The following sections outline multiple activities the City of Menlo Park embarked on and accomplishments during the 2021 APR reporting period.

Funding agreements
One of the primary purposes of the below market rate (BMR) housing program is to increase the supply and assist in the development of housing that is affordable to very low, low and moderate income households. Compliance with the City’s BMR housing program can be met with the development of affordable units, the payment of in-lieu fees, or a combination of the two. The BMR housing fund is comprised primarily of commercial development in-lieu fees. Payment of BMR fees typically occurs before building permit issuance for a project, unless specific provisions are included as part of the BMR agreement.

Housing Element Program H1.H (Utilize the City’s BMR Housing Fund) requires the City to administer and advertise at least every two years the availability of funds in the BMR housing fund through a notice of funding availability (NOFA.) The objective of the NOFA is to support the acquisition, rehabilitation, preservation or new construction of housing that will provide long-term affordability. The funding is intended to fill the financing gap between projected total development costs and other available funding sources.

On November 18, 2020, a NOFA of approximately $10 million from the BMR housing fund was released to support the preservation and/or production of permanent affordable housing. The City received three Page E-4.2
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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org proposals before the January 23, 2021 deadline. All applications were received from nonprofit housing organizations with a strong track record of assisting residents in Menlo Park and throughout San Mateo County. The proposals were diverse and included property acquisition for affordable housing conversion, a home rehabilitation program, and construction of BMR ownership units.

In February 2021, the City Council approved $5.5 million of BMR housing funds to HIP Housing to acquire a 14-unit apartment building. The purchase allowed HIP Housing to convert market rate units to deed restricted BMR rental housing and secure additional affordable housing opportunities for the Menlo Park community. HIP Housing completed the purchase in March 2021 and filled all vacant units with qualified, low income tenants.

In May 2021, the City Council authorized $1.2 million from the BMR housing fund to support Habitat for Humanity Greater San Francisco’s proposal to create a Homeownership Preservation Program. The program will assist low income homeowners in Menlo Park’s Belle Haven neighborhood with major repairs and rehabilitation projects that address acute safety issues and enable homeowners to age in place and remain in the community. The program is scheduled to begin in 2022.

A third proposal received from MidPen Housing to build 12 low income ownership units at 335 Pierce Road is under review and a potential predevelopment loan for $200,000 is anticipated for City Council consideration in Spring 2022. The full $3.6 million proposal for 335 Pierce Road was reviewed by the Housing Commission in March 2021, which recommended the City Council approve funding for the project. The City Council held a study session on the proposal in November 2021 and directed staff to work with MidPen Housing to better understand the proposed development and the financing structure of the project. The property has also been identified as a potential housing opportunity site in the upcoming Housing Element cycle (2023-2031.)
Housing Assistance Program
Housing Element Program H1.I (working with non-profits on housing) calls for the City to work with nonprofits to assist in achieving the City’s housing goals and implementing programs. In 2019, the City Council approved the establishment of a community housing fund, known as the Tenant Assistance Program (TAP.) This program is administered by a local nonprofit, Samaritan House San Mateo. With support from the City, they have continued to offer financial assistance to lower income tenants experiencing hardships and/or potential displacement.

In October 2021, the City Council approved the allocation of $250,000 in American Rescue Plan funds to the Housing Assistance Program, formerly known as TAP. The program provides rental and mortgage assistance to qualified households related to the COVID-19 pandemic or other emergency circumstances.

At the time the additional funding was approved, Samaritan House had distributed a total of approximately $96,000 of the program’s initial $100,000 funding allocation. The funding assisted 32 households comprised of 86 individuals in remaining housed despite experiencing financial hardship and economic instability. The program is expected to run through 2024 or until all program funds are exhausted.

Samaritan House provides periodic program reports to the City. Staff will continue to work closely with Samaritan House to assess the status of program funds.

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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Housing production
As part of HCD’s Senate Bill (SB) 35 statewide determination summary, Menlo Park is one of only 29 jurisdictions in California that has met its pro-rated lower (very low and low) and above moderate-income RHNA for the previous 2020 reporting period. This means that Menlo Park is not currently subject to SB 35 (the Housing Accountability and Affordability Act), which became effective January 1, 2018 and created a streamlined approval process for housing when a jurisdiction is not meeting its RHNA.

In 2021, the City issued building permits for 96 net new dwelling units, which is a 62.5 percent decrease from the 2020 total (256 net new units.) However, the City Council and Planning Commission entitled 890 net new residential units in 2021, as further described below. The reduced number of issued residential building permits was primarily due to a decrease in above moderate-income unit production.

Approximately 72 percent of net new residential building permits issued in 2021 were for very low income housing units, approximately 11.5 percent of permits were for low income units, and another approximately 11.5 percent of permits were for moderate-income units. Above moderate units made up approximately five percent of the total number of net new units permitted in 2021. The City exceeded its RHNA for above moderate-income units earlier in the current Housing Element cycle and is currently almost 790 percent above the required total.

A majority of the net new very low income units can be attributed to the 1345 Willow Road project (58 net new units, 140 units total), which is a 100 percent affordable residential project. The new units will be located along the Willow Road corridor with access to job centers in the Bayfront area and transit corridors such as U.S. Highway 101 and State Route 84. A majority of the remaining building permits issued in 2021 were for ADUs (36 net new units.) The APR data also shows an approximately 177 percent increase in ADU building permits for 2021 over the 2020 ADU building permit total. The increase is likely due to recent state ADU laws that became effective on January 1, 2020, which were intended to streamline the approval of ADUs and incentivize production by relaxing applicable zoning requirements.

Table 1 shows the City’s overall progress in housing unit production by income level as of the current RHNA cycle.

Table 1: Fifth cycle RHNA (2015-2023) progress (net new units) Very low Low Moderate Above
moderate
Total new
housing units
Fifth cycle RHNA allocation 233 129 143 150 655
Net new units through 2020 148 80 11 1,177 1,416
2021 Net new units 69 11 11 5 96
Total net new units (2015-2021) 217 91 22 1,182 1,512
Percent complete 93.1% 70.5% 15.4% 788% N/A
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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Table 2 shows the number of ADUs in each City Council district, as requested by the Planning Commission during its February 28, 2022 review of the APR.

Table 2: ADUs issued building permits in 2021 by City Council District District number Units
District 1 4
District 2 13
District 3 0
District 4 5
District 5 14
Total 36
Although building permits are the only metric used for the purposes of determining progress toward RHNA (fields 7, 8 and 9 in APR Table A2), the APR form also includes data on new housing units that have either received entitlements or a certificate of occupancy during the reporting period. As previously mentioned, the City Council and Planning Commission entitled 890 net new residential units in 2021, an increase of over 3,600 percent compared to net new units entitled in 2020. At this time, building permits have not been issued for these units, and they do not appear in the APR. Table 3 below highlights the approved large residential projects from 2021.

Table 3: Proposals of 100 dwelling units or more approved in 2021 Project (Address) Very low Low Moderate Above
moderate
Total units
111 Independence Drive 4 9 5 87 105
Menlo Uptown – 141 Jefferson
Drive, 180-186 Constitution Drive 7 23 37 374 441
Menlo Portal – 115 Independence
Drive, 104-110 Constitution Drive 3 14 31 287 335
Total new housing units 14 46 73 748 881
A number of large housing projects or mixed-use developments are currently under review, but are not listed in Table A or Table A2 of the APR because they were not deemed complete or approved in the 2021 calendar year. Housing proposals of 100 dwelling units or more that are currently under review are listed below in Table 4, and could count towards future APRs if approved and issued building permits.

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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Table 4: Proposals of 100 dwelling units or more currently under review Project (Address) Proposed units
123 Independence Drive 432
Menlo Flats – 165 Jefferson Drive 158
Willow Village 1,729
Total housing units 2,319
While the City’s housing production during the first six years of the planning period has exceeded the City’s RHNA of 655 units, the City continues to seek opportunities to increase housing production and will strive to meet its numbers for affordable housing. All of the proposed projects in Table 4, in addition to other projects under review with 20 or more units, would be subject to the City’s 15 percent BMR requirement, and the projects listed above could produce approximately 393 BMR units.

Looking ahead
Preparation of the sixth cycle (2023-2031) Housing Element is a City Council priority and a state mandate that applies to all Bay Area jurisdictions. The City’s sixth cycle RHNA fair share, including a 30 percent buffer as recommended by HCD, is 3,830 units. Following seven months of community meetings, pop-up events, public meetings, and interviews and discussions with local groups and housing developers, the City released a notice of preparation (NOP) in December 2021 initiating the environmental impact report (EIR) for the Housing Element Update project. The EIR will study the development of up to 4,000 net new housing units in order to meet the City’s RHNA (specifically the City’s net new affordable RHNA of 1,490 units.) A draft of the Housing Element is anticipated to be shared with the public in April 2022 prior to submittal for review and comment by HCD, with a draft EIR release in summer 2022. The City will also continue to address other components of the project, including further public engagement, site refinement to meet the City’s anticipated RHNA allocation, the preparation of the Safety and Environmental Justice Elements, and a fiscal impact analysis. The Housing Element Update is anticipated for review by City Council in December 2022, prior to the HCD deadline of January 31, 2023.

On March 1, 2022, the City Council adopted a resolution to amend the interest list preference criteria in the City’s BMR Guidelines. Staff is evaluating a second stage of amendments that may study changes to the commercial linkage fees, inclusionary requirement standards and in-lieu fees for inclusionary residential developments. Staff anticipates a minimum of six to eight months before proposals would return to the Housing Commission for initial review. This timeline is subject to change as staff continues to evaluate the scope of work, costs of a potential study, and staffing resources.

Annual housing successor report
As part of the 2011 Budget Act, the dissolution of California redevelopment agencies (RDA) took effect on February 1, 2012 and eliminated the use of property tax revenues as a funding source for affordable housing. In accordance with SB 341, passed in 2013, housing successor agencies of former RDAs must provide an annual report that details compliance with the expenditure limitations detailed in state law. The report (Attachment B) is required to be submitted to HCD annually by April 1, which is the same due date as the APR. The City of Menlo Park is identified as the successor agency to the former Menlo Park Page E-4.6
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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Redevelopment Agency.

For the fiscal year ending June 30, 2021, the low and moderate income housing asset fund had a cash balance of $1,204,393 and a fund balance of $6,424,028. The fund received $24,189 from housing loans and $161,138 for interest earned on cash in the fund.

The housing successor does not have any interests in real property acquired by the former redevelopment agency. The last remaining real property acquired by the former agency was sold in August 2013 and the proceeds were remitted to the County of San Mateo. The housing successor also does not have any remaining housing replacement or production obligations.

Impact on City Resources
There are no impacts on City resources aside from the staff time spent preparing the APR. Implementation of certain housing programs may have impacts on staffing resources and/or projects and priorities, which would be considered as part of the City’s annual Capital Improvement Plan and budget process.

Environmental Review
The Housing Element APR and housing successor report are not considered a project under the California Environmental Quality Act (CEQA.) Implementation of individual housing programs may be subject to CEQA, and each program will be evaluated on a case-by-case basis.

Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments
A. 2021 Housing Element APR
B. Annual Housing Successor Report for fiscal year ending June 30, 2021 C. Hyperlink – Adopted fifth cycle Housing Element for the 2015-2023 planning period:
menlopark.org/DocumentCenter/View/4329/Adopted-Housing-Element-2015-2023?bidId= D. Hyperlink – 2021 San Mateo County income limits:
housing.smcgov.org/sites/housing.smcgov.org/files/2021%20Income%20Limits%20revised%2004272

1.pdf
Report prepared by:

Tom Smith, Acting Principal Planner
Michael Noce, Acting Housing Manager
Christopher Turner, Assistant Planner
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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Report reviewed by:

Deanna Chow, Assistant Community Development Director
Page E-4.8
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT Note: "+" indicates an optional field Reporting Year 2021 (Jan. 1 - Dec. 31) Housing Element ImplementationPlanning Period 5th Cycle 01/31/2015 - 01/31/2023 Date
Application
Submitted
Total
Approved
Units by
Project
Total
Disapproved
Units by
Project
Streamlining Application Status Notes
2 34 6 7 8 9 11 12
Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID+ Unit Category (SFA,SFD,2 to 4,5+,ADU,MH) Tenure R=Renter O=Owner Date Application Submitted+ (see instructions) Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low- Income Deed Restricted Low-Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted Above Moderate- Income Total PROPOSED Units by Project Total APPROVED Units by project Total DISAPPROVED Units by Project Was APPLICATION SUBMITTED Pursuant to GC 65913.4(b)? (SB 35 Streamlining) Was a Density Bonus requested for this housing development? Was a Density Bonus approved for this housing development? Please indicate the status of the application. Notes+ Summary Row: Start Data Entry Below 0 1 0 1 0114 17 0 0 71103320 1340 Hoover Street BLD2021-00023 SFD O 10/19/2021 1 1No No No Approved63430740 342 O'Connor Street BLD2021-00026 ADU R 5/11/2021 1 1No No No Approved71175140 680 Lemon Street BLD2021-00104 ADU R 7/26/2021 1 1No No No Approved71171150 700 Magnolia Street BLD2021-00234 ADU R 11/8/2021 1 1No No No Approved71412140 641 College Avenue BLD2021-00318 ADU R 4/16/2021 1 1No No No Approved71021060 1107 Elder Avenue BLD2021-00445 ADU R 9/9/2021 1 1No No No Approved71172150 1745 Stanford Avenue BLD2021-00640 ADU R 10/27/2021 1 1No No No Approved71288120 697 Menlo Avenue BLD2021-00782 ADU R 3/25/2021 1 1No No No Approved71402040 333 University Drive BLD2021-00803 ADU R 9/16/2021 1 1No No No Approved71131020 1810 White Oak Drive BLD2021-00956 ADU R 6/24/2021 1 1No No No Approved62354270 1911 Menalto Avenue BLD2021-00978 ADU R 8/9/2021 1 1No No No Approved62354260 1909 Menalto Avenue BLD2021-00979 ADU R 8/9/2021 1 1No No No Approved71232170 520 Hobart Street BLD2021-01183 ADU R 9/2/2021 1 1No No No Approved61022010 943 Timothy Lane BLD2021-01600 ADU R 9/1/2021 1 1No No No Approved71381180 355 San Mateo Drive BLD2021-01643 ADU R 10/12/2021 1 1No No No Approved62341300 303 Robin Way BLD2021-01689 ADU R 9/7/2021 1 1No No No Approved71382330 1290 Bay Laurel Drive BLD2021-01691 ADU R 9/14/2021 1 1No No No Approved 0 Table A
Housing Development Applications Submitted
Cells in grey contain auto-calculation formulas
1 5
Project Identifier Unit Types Proposed Units - Affordability by Household Incomes (CCR Title 25 §6202)
Density Bonus Applications
10 ATTACHMENT A
Page E-4.9
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT
Reporting Year 2021 (Jan. 1 - Dec. 31) Housing Element Implementation Cells in grey contain auto-calculation formulas Planning Period 5th Cycle 01/31/2015 - 01/31/2023
Table A2
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units Streamlining Infill
Housing without Financial
Assistance or Deed
Restrictions
Term of Affordability
or Deed Restriction Notes
23 56 89 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID+ Unit Category (SFA,SFD,2 to 4,5+,ADU,MH) Tenure R=Renter O=Owner Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low- Income Deed Restricted Low- Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted Above Moderate- Income Entitlement Date Approved # of Units issued Entitlements Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low- Income Deed Restricted Low- Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted Above Moderate- Income Building Permits Date Issued # of Units Issued Building Permits Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low- Income Deed Restricted Low- Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted Above Moderate- Income Certificates of Occupancy or other forms of readiness (see instructions) Date Issued # of Units issued Certificates of Occupancy or other forms of readiness How many of the units were Extremely Low Income?+ Was Project APPROVED using GC 65913.4(b)? (SB 35 Streamlining) Y/N Infill Units? Y/N+ Assistance Programs for Each Development (may select multiple - see instructions) Deed Restriction Type (may select multiple - see instructions) For units affordable without financial assistance or deed restrictions, explain how the locality determined the units were affordable (see instructions) Term of Affordability or Deed Restriction (years) (if affordable in perpetuity enter 1000)+ Number of Demolished/Des troyed Units Demolished or Destroyed Units Demolished/De stroyed Units Owner or Renter Total Density Bonus Applied to the Project (Percentage Increase in Total Allowable Units or Total Maximum Allowable Residential Gross Floor Area) Number of Other Incentives, Concessions, Waivers, or Other Modifications Given to the Project (Excluding Parking Waivers or Parking Reductions)
List the incentives,
concessions,
waivers, and
modifications
(Excluding Parking
Waivers or Parking
Modifications)
Did the project receive a
reduction or waiver of
parking standards? (Y/N)
Notes+
Summary Row: Start Data Entry Below 15 0 48 0 73 0 754 890 58 11 0 11 0 11 5 96 0 0 0 17 0 0 4 17 00 84 0 71272190 966 Menlo Avenue BLD2019-00451 SFD O 1 4/27/2021 N Y 1 Demolished O Project to demolish 1 residence and buld 2 new residences. Net one new unit 71072230 1180 Arbor Road BLD2018-00642 ADU R 1 2/25/2021 N Y Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71288290 660 Live Oak Avenue BLD2016-01726 2 to 4 R 2 1/4/2021 N Y 61401030 1333 Laurel Street BLD2019-01225 SFD O 0 0 1 11/8/2021 1 N Y 1 Demolished O61323150 210 Lennox Avenue BLD2019-01183 ADU R 0 0 1 12/14/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62032240 1072 Del Norte Avenue BLD2019-01289 ADU R
0 0 1 10/6/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
63472010 1495 Woodland Avenue BLD2019-01743 ADU R
0 0 1 8/10/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
0 0 0
62353200 315 Central Avenue BLD2020-00303 ADU R
0 0 1 6/6/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71412150 631 College Avenue BLD2020-01431 ADU R
0 0 1 10/12/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62351180 223 Laurel Avenue BLD2020-01461 ADU R
0 0 1 12/6/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62364100 431 Laurel Avenue BLD2020-01638 ADU R
0 0 1 4/21/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
0 0 0
71413150
617 Partridge
Avenue
BLD2020-01219
SFD O
0 1 2/22/2021 1 0 NY
Exsting SFR was demolished and two new SFR are being built in its place. This building permit only represents the second unit, as the other building permit would be a 1 to 1 replacement of existing unit 55383560 1345 Willow Road Mid-Pen Housing BLD2020-03328 5+ R 0 58 11/10/2021 58 0 NY 1000 82 Demolished R
There are 36 units that are restricted to 30% AMI and would qualify as extremely low income units. They are included in the 88 very low income units.
71103320 1340 Hoover Street BLD2021-00023 SFD O
0 1 10/19/2021 1 0 NY No
Exsting SFR was demolished and two new SFR are being built in its place. This building permit only represents the second unit, as the other building permit would be a 1 to 1 replacement of existing unit 74185020 2308 Loma Prieta Lane BLD2020-02192 ADU R
0 1 10/21/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62215030 323 Haight Street BLD2019-01640 ADU R
0 1 8/26/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62361050 333 Pope Street BLD2019-01722 ADU R
0 1 3/3/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
55352080 1331 Modoc Avenue BLD2019-01754 ADU R
0 1 3/4/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62237150 104 Haight Street BLD2019-01770 ADU R
0 1 5/5/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62092040 1110 Madera Avenue BLD2020-00721 ADU R
0 1 3/18/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
63425390 214 Oak Court BLD2020-01460 ADU R
0 1 11/10/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
74086020 2130 Sharon Road BLD2020-01655 ADU R
0 1 2/10/2021 1 1 9/23/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71124090 1990 Oakdell Drive BLD2020-01748 ADU R
0 1 1/5/2021 1 1 12/2/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
55272250 247 Hedge Road BLD2020-02077 ADU R
0 1 6/1/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
55302310 283 Oakhurst Place BLD2020-02226 ADU R
0 1 1/21/2021 1 1 6/24/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71174180 675 Magnolia Street BLD2020-02444 ADU R
0 1 3/11/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62092080 1120 Madera Avenue BLD2020-02477 ADU R
0 1 4/1/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
74230080 1015 Continental Drive BLD2020-02509 ADU R
0 1 3/10/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
55292110 6 Greenwood Place BLD2020-02663 ADU R
0 1 1/6/2021 1 1 7/13/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71162310 1628 Stanford Avenue BLD2020-03023 ADU R
0 1 12/1/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
74183030 2312 Warner Range Avenue BLD2020-03117 ADU R
0 1 6/1/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62024070 1129 Henderson Avenue BLD2020-03201 ADU R
0 1 7/8/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71031140 35 Hesketh Drive BLD2020-03339 ADU R
0 1 6/7/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
55272180 219 Hedge Road BLD2020-03388 ADU R
0 1 5/17/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.

Note: "+" indicates an optional field
Housing with Financial Assistance
and/or Deed Restrictions Project Identifier Demolished/Destroyed Units (CCR Title 25 §6202)
Density Bonus
1 Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Building Permits Affordability by Household Incomes - Certificates of Occupancy 4 7 10
Page E-4.10
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT
Reporting Year 2021 (Jan. 1 - Dec. 31) Housing Element Implementation Cells in grey contain auto-calculation formulas Planning Period 5th Cycle 01/31/2015 - 01/31/2023
Note: "+" indicates an optional field
(CCR Title 25 §6202)
63430740 342 O'Connor Street BLD2021-00026 ADU R
0 1 5/11/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71175140 680 Lemon Street BLD2021-00104 ADU R
0 1 7/26/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71171150 700 Magnolia Street BLD2021-00234 ADU R
0 1 11/8/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71412140 641 College Avenue BLD2021-00318 ADU R
0 1 4/16/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71021060 1107 Elder Avenue BLD2021-00445 ADU R
0 1 9/9/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71172150 1745 Stanford Avenue BLD2021-00640 ADU R
0 1 10/27/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71288120 697 Menlo Avenue BLD2021-00782 ADU R
0 1 3/25/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71402040 333 University Drive BLD2021-00803 ADU R
0 1 9/16/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71131020 1810 White Oak Drive BLD2021-00956 ADU R
0 1 6/24/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62354270 1911 Menalto Avenue BLD2021-00978 ADU R
0 1 8/9/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62354260 1909 Menalto Avenue BLD2021-00979 ADU R
0 1 8/9/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71232170 520 Hobart Street BLD2021-01183 ADU R
0 1 9/2/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
61022010 943 Timothy Lane BLD2021-01600 ADU R
0 1 9/1/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71381180 355 San Mateo Drive BLD2021-01643 ADU R
0 1 10/12/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62341300 303 Robin Way BLD2021-01689 ADU R
0 1 9/7/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
71382330 1290 Bay Laurel Drive BLD2021-01691 ADU R
0 1 9/14/2021 1 0 NY
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
74362280 1165 Monte Rosa Drive BLD2016-00112 ADU R
0 0 1 8/8/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
63452080 445 Oak Court BLD2018-00186 ADU R
0 0 1 2/17/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
61390340 1450 Mills Court BLD2018-00903 ADU R
0 0 1 10/1/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62233010 704 Laurel Avenue BLD2018-01294 ADU R
0 0 1 5/25/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
62451250 45 Willow Road BLD2019-01337 ADU R
0 0 1 1/13/2021 1 N Y
Second Unit (SU) affordability is
consistent with the Housing
Element assumptions and based
on a survey of San Mateo County
jurisdictions.
0 0 0
055242030, 055242040,
055242140
180-186
Constitution Drive and 141 Jefferson
Drive
Menlo Uptown PLN2019-00062 5+ R 7 23 37 374 9/14/2021
441
0 0 N Y INC 55
61441100 1162 El Camino Real PLN2020-00011 5+ R 1 2 6 2/2/2021 9 0 0 N Y INC 55 055236010, 055236020,
055236190
104 and 110
Constitution Drive
and 115
Independence
Drive
Menlo Portal PLN2019-00077 5+ R 3 14 31 287 9/14/2021
335
0 0 N Y DB, INC 55 4.7% 1
Development Standards Modification
Yes
55236120 111 Independence Drive PLN2019-00008 5+ R 4 9 5 87 4/26/2021 105 0 0 N Y DB, INC 55 14.1% 1 Development Standards Modification No 0 0 0
Page E-4.11
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT
Reporting Year 2021 (Jan. 1 - Dec. 31) Housing Element ImplementationPlanning Period 5th Cycle 01/31/2015 - 01/31/2023 (CCR Title 25 §6202) 1 34
RHNA Allocation
by Income Level 2015 2016 2017 2018 2019 2020 2021 2022 2023 Total Units to Date (all years) Total Remaining RHNA by Income Level Deed Restricted 84 42 - - - - 58 - - Non-Deed Restricted 1 3 8 9 1 - 11 - - Deed Restricted 20 - 2 1 14 13 - - - Non-Deed Restricted 2 4 4 5 2 13 11 - - Deed Restricted - - - 2 6 - - - - Non-Deed Restricted - - 1 1 1 - 11 - - Above Moderate 150 712 17 20 26 172 230 5 - - 1,182 -
655
819 66 35 44 196 256 96 - - 1,512 175
Note: units serving extremely low-income households are included in the very low-income permitted units totals and must be reported as very low-income units. 38 Please note: For the last year of the 5th cycle, Table B will only include units that were permitted during the portion of the year that was in the 5th cycle. For the first year of the 6th cycle, Table B will include units that were permitted since the start of the planning period.Total RHNATotal Units Income Level
Very LowLowPlease note: The APR form can only display data for one planning period. To view progress for a different planning period, you may login to HCD's online APR system, or contact HCD staff at [email protected]. 121
217
This table is auto-populated once you enter your jurisdiction name and current year data. Past year information comes from previous APRs. 22 Moderate
233 129 143
Please contact HCD if your data is different than the material supplied here 91 2
Table B
Regional Housing Needs Allocation Progress
Permitted Units Issued by Affordability
16 Page E-4.12
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT
Reporting Year 2021 (Jan. 1 - Dec. 31) Housing Element ImplementationPlanning Period 5th Cycle 01/31/2015 - 01/31/2023 Date of Rezone Rezone Type
2 4 5 6 7 9 10 11
APN Street Address Project Name+
Local
Jurisdiction
Tracking ID+
Date of Rezone Very Low- Income Low-Income Moderate-Income Above Moderate- Income Rezone Type Parcel Size (Acres) General Plan Designation Zoning Minimum Density Allowed Maximum Density Allowed Realistic Capacity Vacant/Nonvacant Description of Existing Uses Note: "+" indicates an optional fieldCells in grey contain auto-calculation formulas Summary Row: Start Data Entry Below
3 8
Project Identifier RHNA Shortfall by Household Income Category Sites Description 1 Sites Identified or Rezoned to Accommodate Shortfall Housing Need and No Net-Loss Law Table C
(CCR Title 25 §6202)
Page E-4.13
Jurisdiction Menlo Park
Reporting Year 2021 (Jan. 1 - Dec. 31)
123 4
Name of Program Objective Timeframe in H.E Status of Program Implementation H1.A Establish City Staff Work Priorities for Implementing Housing Element Programs Establish staff priorities for implementing Housing Element Programs Annually This will be done annually as part of the annual Housing Element review.

H1.B Review the Housing Element Annually
Review and monitor Housing Element implementation; conduct public review with the Housing Commission, Planning Commission and City Council, and submit Annual Report to HCD Annually
Annual review for the 2020 calendar year was accepted by the City Council on March 23, 2021 and submitted to HCD for review. Using forms provided by HCD, the 2021 annual review was completed by staff between January to February 2022, and public reviews were conducted by the Housing Commission, Planning Commission and City Council in February and March 2022.

H1.C Publicize Fair Housing Laws and Respond to Discrimination Complaints Obtain and distribute materials (see Program H1.D) Ongoing Materials are available at the 1st floor counter located at Menlo Park City Hall and on the City's website. In 2021, fair housing and legal services referrals were provided primarily by phone and email with in person limited as a result of the pandemic. Fair housing and legal services information was updated and available on the City website.

Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element.

Table D
Program Implementation Status pursuant to GC Section 65583

ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
(CCR Title 25 §6202)
Page E-4.14
H1.D Provide Information
on Housing Programs
Obtain and distribute materials at public locations; conduct staff training Annually During the COVID-19 pandemic, staff primarily directed the public to the City's website in addition to assisting patrons via phone or email. Prior to the pandemic, materials were available at the 1st floor counter located at Menlo Park City Hall. In 2021, the Housing Commission conducted all ten of their public meetings virtually as a result of the COVID-19 pandemic.

H1.E Undertake Community Outreach When Implementing Housing Element Programs Conduct community outreach and distribute materials (see Programs H1.C and 1H.D) Consistent with program timelines
In 2021, materials and information were primarily available on the City's Web site. Housing Commission meetings are conducted monthly. The public may opt-in for an available email subscription to receive Housing Commission agendas and general updates. Additional public outreach is conducted based on program type. In 2021, the Housing Commission conducted ten public meetings. Agendas and notices are posted at City Hall and on the City's website.

H1.F Work with the San Mateo County Department of Housing Coordinate with County efforts to maintain and support affordable housing Ongoing
Continued participation and coordination has occurred as part of the countywide 21 Elements organization. Working with the County Department of Housing and other jurisdictions on housing-related topics such as accessory dwelling units and short-term rentals, and coordination in implementing Housing Element programs. The City continues to participate in the Home for All Learning Network and Community Convenings, all efforts that aim to support affordable housing.

H1.G Adopt an AntiDiscrimination Ordinance
Undertake Municipal Code amendment and ensure effective implementation of anti-discrimination policies and enforcement as needed 2016
Completed. On August 6, 2018, the City Council approved the Anti-Discrimination ordinance. The City will be considering additional ordinances to address housing challenges as part of its ongoing discussion about housing supply, affordable housing and displacement.

Page E-4.15
H1.H Utilize the City’s
Below Market Rate (BMR) Housing Fund
Accumulate and distribute funds for housing affordable to extremely low, very low, low and moderate income households Ongoing
On November 18, 2020, a Notice of Funding Availability (NOFA) of approximately $10 million in BMR housing funds was released to support the preservation or production of permanent affordable housing. Qualified developers of affordable housing were permitted to submit proposals prior to the submission due date of January 22, 2021. The City received three proposals prior to the submission deadline. In February 2021, the City Council approved $5.5 million of below market rate (BMR) housing funds awarded to HIP Housing to acquire a 14 unit apartment building. The purchase allowed HIP Housing to convert market rate units to deed restricted BMR rental housing and secure additional affordable housing opportunities for the Menlo Park community. HIP Housing completed the purchase in March and filled all vacant units with qualified, low income tenants. In May 2021, the City Council authorized $1.2 million from the BMR housing fund to support Habitat for Humanity Greater San Francisco’s proposal to create a Homeownership Preservation Program. The program will assist low income homeowners in Menlo Park with major repairs and rehabs that address acute safety issues and enable homeowners to age in place and remain in the community they have been a part of for many years. The program is scheduled to begin in early 2022. A third proposal received from MidPen Housing to build 12 low income ownership units at 335 Pierce Road is under review and a potential predevelopment loan for $200K is expected for City Council consideration in March 2022. The full $3.6 million proposal for 335 Pierce Road was reviewed by the Housing Commission in March 2021, who recommended the City Council approve funding for the project. Staff is working closely with MidPen Housing to address specific site constraints and financing structure.

H1.I Work with Non-Profits on Housing
Maintain a working relationship with nonprofit housing sponsors Ongoing The Council approved the establishment of a community housing fund, known as the Tenant Assistance Program (TAP), administered by local nonprofit, Samaritan House San Mateo, in 2019. Samaritan House, with support from the City, has continued to offer financial assistance to lower income tenants experiencing hardships and/or potential displacement. In October 2021, the City Council approved $250,000 in American Rescue Plan funds to increase funding of the Housing Assistance Program, formerly TAP, administered by Samaritan House. The program provides rental and mortgage assistance to qualified households related to the COVID-19 pandemic or other emergency circumstances. At the time additional funding was approved, Samaritan House had distributed a total of approximately $96,000 of the program’s initial $100,000 funding allocation, which has assisted 32 households comprised of 86 individuals remain stably housed while experiencing financial hardship and economic instability.

Page E-4.16
H1.J Update the Housing
Element
Assure consistency with SB375 and Housing Element law 2023 Completed. The City Council adopted the 2015-2023 Housing Element on April 1, 2014, and was certified by HCD on April 16, 2014. The City was awarded both SB2 and a LEAP grant to assist with the preparation of the Housing Element for the RHNA 6 cycle. In December 2020, the City issued an RFQ for consultant services to preapre the Housing Element Update. The City continues to collaborate and participate in 21 Elements as part of the Housing Element Update process.

H1.K Address Rent Conflicts Resolve rent conflicts as they arise Ongoing In November 2019, the City Council passed an urgency ordinance to enact state law AB 1482 locally prior to the January 1, 2020 effective date, enacting rent increase and just cause protections. In 2021, the City has continued to be an informational resource for local tenants unfamiliar with new state laws. Informative material is available on the City's website, including contact information for free legal services.

H1.L Update Priority Procedures for Providing Water Service to Affordable Housing Developments Comply with Government Code Section 65589.7
2015 and 2020 (as part of Urban Water Management Plan updates) Program completed in February 2014. No additional work on this program is needed at this time.

H1.M Lobby for Changes to State Housing Element Requirements Work with other San Mateo County jurisdictions and lobby for modifications to Housing Element law (coordinate with Program H1.B) Ongoing
The City continues to participate in the 21 Elements organization to review, discuss, analyze and provide comment on various housing and planning related legislation.

H2.A Adopt Ordinance for “At Risk” Units Protect existing affordable housing 2016 There are no "at risk" subsidized affordable units in Menlo Park at the current time. "At risk" units are those that appear to be in danger of conversion from subsidized housing units to market rents. In 2021, the City did exercise its right to purchase two BMR ownership units, which had a sales term of only 90 days for the City to find a new, qualified BMR owner. The City's purchase preserves the units and allows the City to identify and sell the unit to a new BMR buyer outside the original 90 day sales term; new purchase agreements include an updated resale term that gives the City 180 days to find a qualified buyer for potential resales. One unit has been sold to a qualified BMR household and the second unit purchased in 2021 is expected to be sold to a qualified BMR buyer in 2022.

Page E-4.17
H2.B Promote Energy
Efficient/Renewable Programs
50 or more homes and businesses participating in a program Establish policy and programs by 2017; Participation rate by 2022 An estimated 98% of residents and businesses are served by Peninsula Clean Energy (PCE) that provides greenhouse gas free (fossil fuel free) electricity to homes and businesses in Menlo Park. Menlo Park continues to participate and promote regional energy efficiency/renewable energy regional programs, such as the Bay Area Regional Energy Network (BayREN). The city also requires all new buildings to be all-electric with no to little natural gas (fossil fuel) usage to capitalize on PCE’s clean electricity offerings and support the City in meeting its 2030 Climate Action Plan goal to be carbon neutral by 2030.

H2.C Amend the Zoning Ordinance to Protect Existing Housing Protect existing rental housing as part of infill implementation and other Zoning Ordinance changes Consider as part of the City’s General Plan Update (2014-2017) The zoning ordinance efforts during the General Plan process focused on the creation of new housing in an area that previously did not allow residential uses.

Staff recognizes that potential ordinance changes to limit the loss of residential units or the conversion of units can be strategies to maintain the City's housing stock. This is an ongoing item staff will evaluate along with other housing priorities.

H2.D Assist in Implementing Housing Rehabilitation Programs Apply to the County for CDBG funds to provide loans to rehabilitate very low and low income housing (20 loans from 2015-2023) 2015-2023
The County has temporarily stopped administering the CDBG rehabilitation loan program, except in emergency situations. The City continues to service existing loans in the portfolio.

H3.A Zone for Emergency Shelter for the Homeless Amend the Zoning Ordinance 2014; concurrent with RHNA 5 Housing Element Update
Completed. Ordinance adopted on April 29, 2014. Ordinance identifies the location of the overlay to allow an emergency shelter for the homeless for up to 16 beds as a use by right and includes standards consistent with State law as established in SB2.

H3.B Zone for Transitional and Supportive Housing Amend the Zoning Ordinance 2014; concurrent with RHNA 5 Housing Element Update
Completed. Ordinance adopted on April 29, 2014 to update the definitions of transitional and supportive housing to be consistent with State law and adds transitional, supportive housing and small (6 or fewer) residential care facilities as part of the definition of a “dwelling” in the Zoning Ordinance so these uses are treated the same way as other residential uses as required by State law under SB2.

H3.C Adopt Procedures for Reasonable Accommodation
Amend the Zoning Ordinance and/or modify administrative procedures; create public handout 2014; concurrent with RHNA 5 Housing Element Update
Completed. Ordinance adopted April 29, 2014 to establish procedures, criteria and findings for enabling individuals with disabilities to make improvements and overcome barriers to their housing.

H3.D Encourage Rental Housing Assistance Programs
Provide assistance at current Section 8 funding levels to assist 220 extremely low and very low-income households per year (assumes continued funding of program) 2015-2023
There are approximately 248 housing vouchers issued for incorporated Menlo Park in 2021, which assist a total of 521 individuals. Of the total, 157 households include elderly or disabled persons and 80 are households with children. This information is supplied to the City by the County of San Mateo's Department of Housing.

Page E-4.18
H3.E Investigate Possible
Multi-Jurisdictional Emergency Shelter
Coordinate in the construction of homeless facility (if determined feasible) Longer term program as the opportunity arises There are no plans for a specific facility at this time.

H3.F Assist in Providing Housing for Persons Living with Disabilities Provide housing and services for disabled persons Ongoing Continued participation and coordination has occurred as part of the countywide 21 Elements organization. Working with the County Department of Housing and other jurisdictions on housing-related topics such as accessory dwelling units and short-term rentals. Particpation in the County's Home For All initiative has continued and aims to identify housing needs for all sectors of the community.

The City also supports the activities of local non-profit housing providers, such as HIP Housing, whom provide services for disabled persons.

H3.G Develop Incentives for Special Needs Housing
Amend the Zoning Ordinance to provide opportunities for housing and adequate support services for seniors and people living with disabilities Consider as part of the City’s General Plan Update (2014-2017) The City's Affordable Housing Overlay (AHO), which was established in 2013, was applied to MidPen's 90-unit affordable, senior housing development. Along with financial incentives, the AHO provides density bonuses and a parking reduction for senior housing.

H3.H Continue Support for Countywide Homeless Programs
Support housing and services for the homeless and at-risk persons and families Ongoing
In 2021, city staff continued to lead and support the Menlo Park Homeless Outreach Team (Team), which consists of staff from the Housing Division, Police Department and community based organizations that provide homeless outreach and support services. City staff work closely with community based organizations and the San Mateo County Human Services Agency to coordinate outreach and referral services, with the goal of ending homelessness in Menlo Park. The Team meets regularly to discuss case management, strategize coordinated outreach and intervention, streamline resources and prepare action plans for homeless individuals.

H3.I Work with the Department of Veterans Affairs on Homeless Issues Coordination in addressing the needs of the homeless 2014; ongoing thereafter The Veteran Affairs Medical Center in Menlo Park awarded a project proposal to local non-profit housing developer, MidPen Housing. The City held initial meetings to assist in the support the project. As opportunities arise, staff will continue to work with the VA and non-profit housing partners.

H4.A Modify R-2 Zoning to Maximize Unit Potential
Amend the Zoning Ordinance to minimize underutilization of R-2 development potential Consider as part of the City’s General Plan Update (2014-2017) Staff plan to revisit modifications to the R-2 in the future and assess the utilization of the allowed density for this zoning district.

Page E-4.19
H4.B Implement
Inclusionary Housing Regulations
Implement requirements to assist in providing housing affordable to extremely low, very low, low and moderate income households in Menlo Park Ongoing
In March 2021, staff began working with members of the Housing Commission appointed to the BMR guidelines ad hoc subcommittee to assess potential edits to the BMR housing program guidelines. In October 2021, the subcommittee provided a presentation to the public and Housing Commission to summarize their findings. In 2022, staff will be utilizing the subcommittee's recommendations to inform potential policy changes to the BMR guidelines. Staff plans to divide the updates into two areas of focus, the first will address expanding the BMR applicant preference criteria and the second may include a contracted study to assess potential changes to the inclusionary housing standards and BMR commercial development fees.

H4.C Modify BMR Guidelines
Amend the Zoning Ordinance to require affordable units in market rate developments 2015
The last revision to the BMR housing program guidelines was approved by Menlo Park City Council in 2018. Staff began working with the Housing Commission in 2021 on potential updates to the BMR guidelines and expects potential amendments to be recommended to City Council in 2022.

H4.D Update the BMR Fee Nexus Study
Update to fees consistent with the nexus of potential impacts on affordable housing need 2015
The City participated in the 21 Elements BMR nexus fee study in 2016 and 2017. There were no changes made to housing impacts fees as a result of the study. In 2020, BAE Urban Economics, Inc. completed their study known as the Inclusionary Housing Feasibility Analysis. As a result of the COVID-19 pandemic and changing economic conditions, staff will be re-evaluating recommended updates from both the nexus fee study and inclusionary housing feasibility analysis. Staff is expected to complete its evaluation in 2022.

H4.E Modify Second Dwelling Unit Development Standards and Permit Process Achieve Housing Element target for new second units (40 new secondary dwelling units between 2015-2023, with 5 per year) — 18 very low, 18 low and 4 moderate income second units. 2014; ongoing thereafter
In 2020, 13 building permits were issued for new secondary units. Given changes in state law effective January 1, 2020, an urgency ordinance was passed by City Council on February 25, 2020 to ensure the City's ordinance complies with state law. The assessment of additional adjustments to City regulations will be studied with the use of SB 2 funding grant.

H4.F Establish a Process and Standards to Allow the Conversion of Accessory Buildings and Structures to a Secondary Dwelling Unit Adopt procedures and requirements to allow conversion of accessory structures and buildings (15 new secondary dwelling units — 6 very low income, 6 low income and 3 moderate income units) 2014; review the effectiveness of the ordinance in 2015 Of the 13 building permits issued for ADUs in 2020, six were for conversions of existing accessory buildings. In this case, a conversion may include complete demolition of the existing accessory building and reconstruction of the ADU in the same footprint. Given changes in state law effective January 1, 2020, an urgency ordinance was passed by City Council on February 25, 2020 to ensure the City's ordinance complies with state law. In 2019, the City submitted an SB 2 planning grant application for consideration, with a accessory dwelling unit ordinance amendment and secondary applicant navigation tools identified as the primary activities to be funded and implemented if awarded funds.

Page E-4.20
H4.G Implement First-Time
Homebuyer Program Provide referrals 2015-2023
The City is referring first time homebuyers to HEART of San Mateo County for down payment assistance since BMR funds are no longer available for this program. Information is available on the City's Housing webpage per Housing Programs H1.C and H1.D. The City continues to maintain a BMR ownership interest list for other potential BMR unit sale and resale opportunities as they occur.

H4.H Work with NonProfits and Property Owners on Housing Opportunity Sites Identify incentives and procedures to facilitate development of housing affordable to extremely low, very low, low and moderate income households on higher density housing sites Ongoing
In February 2021, the City Council approved $5.5 million of below market rate (BMR) housing funds awarded to HIP Housing to acquire a 14 unit apartment building. The purchase allowed HIP Housing to convert market rate units to deed restricted BMR rental housing and secure additional affordable housing opportunities for the Menlo Park community. HIP Housing completed the purchase in March 2021 and filled all vacant units with qualified, low income tenants. The City will continue to identify partnership opportunities that further the development of affordable units in Menlo Park.

H4.I Create Multi-Family and Residential Mixed Use Design Guidelines Adopt design guidelines for multi-family and mixed use housing developments Consider as part of the City’s General Plan Update (2014-2017) As part of the General Plan and M-2 Area Zoning Update, the City Council adopted the new R-MU (Residential Mixed Use) zoning district. The proposed zoning district includes design standards, which include a number of provisions addressing building modulation, height variation, site design, and open space requirements.

H4.J Consider Surplus CityOwned Land for Housing Identify opportunities for housing as they arise Consider as part of the City’s General Plan Update (2014-2017) The City currently does not have surplus City-owned property available for housing, but could consider housing as opportunities arise.

H4.K Work with the Fire District
Undertake local amendments to the State Fire Code and approve City Council Resolution ratifying the Fire District’s local amendments 2014 (in progress)
There have been no changes or updates to report during the 2020 reporting year. Menlo Park Fire District developed a draft ordinance to the 2019 Fire Code, which was approved by their board of directors in October 2019. The City Council approved a resolution ratifying the Fire District’s amendments to the Fire Code in December 2019.

H4.L Coordinate with School Districts to Link Housing with School District Planning Activities Coordinate and consider school districts long-range planning, resources and capacity in planning for housing
Ongoing with Housing Element program implementation.Consider as part of the City's General Plan Update (2014-2017) City staff have continued to be in contact with local school districts to share information on new residential development proposals. Staff have also been participating in the Home for All effort to convene school districts throughout the county to help identify development opportunities and to support the process.

H4.M Review the Subdivision Ordinance
Modify the Subdivision Ordinance as needed
Consider as part of the City's General Plan Update (2014-2017) No activity to date.

Page E-4.21
H4.N Create Opportunities
for Mixed Use Development
Conduct study and establish regulations to allow housing in commercial zones Consider as part of the City's General Plan Update (2014-2017) As part of the General Plan and M-2 Area Update approval in December 2016, the Council adopted zoning amendments to the C-2-B zoning district to allow residential uses to create mixed-use opportunities in key areas along the Willow Road Corridor and created the R-MU zoning district. A number of properties that were previously zoned for commercial and industrial uses were rezoned with the new zoning district to create opportunities for higher density housing and mixed use developments. Consideration of the amended C-2-B and the new R-MU zoning districts will continue on an as-needed basis.

H4.O Review Transportation Impact Analysis Guidelines
Modify Transportation Impact Analysis (TIA) guidelines
Consider as part of the City's General Plan Update (2014-2017) In December 2016, the City Council adopted a new Circulation Element, recognizing that work on the Transportation Master Plan (TMP) was a high priority. A consultant team was hired in 2017 to lead the TMP effort and an 11-member city-led Oversight and Outreach Committee (OOC) was formed to help guide the process. In 2019, the City Council added update of the TIA guidelines to their work plan. In early 2020, the City Council provided feedback on the approach to modify the TIA guidelines. An updated version of the TIA Guidelines was adopted by City Council on June 16, 2020. On January 11, 2022, the City Council updated the TIA guidelines to reflect the latest vehicle miles traveled thresholds.

H4.P Update Parking Stall and Driveway Design Guidelines Modify Parking Stall and Driveway Design Guidelines 2014 In 2017, the City began a preliminary review of the parking stall and driveway design guidelines. Review of these guidelines is still underway.

H4.Q Achieve Long-Term Viability of Affordable Housing
Establish project management and other ongoing project coordination needs As developments are proposed and ongoing thereafter
The City continues to contract the administration and retain the records of a ownership and rental interest list. In coordination with the owners, developers and/or property managers of BMR units, the City oversees marketing plans and tenant onboarding practices in addition to assisting with outreach to the BMR lists.

Page E-4.22
H4.R Modify Overnight
Parking Requirements to include the R-4-S Zoning District Modify Section 11.24.050 [Night Parking Prohibited] of the Municipal Code as needed 2014
In October 2015, the City Council approved the removal of on-street parking along the north side of Haven Avenue as part of the Haven Avenue Streetscape Project. Identified as housing opportunity sites in the Housing Element, two parcels along Haven Avenue were redeveloped with 540 multi-family residential units. The objective of the Haven Avenue Streetscape Project is to provide a direct connection for bicyclists and pedestrians between the Bay Trail and the City of Redwood City's bikeway and sidewalk network by constructing sidewalks and bicycle facilities along Haven Avenue. The removal of on-street parking is helping facilitate the enhanced multi-modal improvements along this corridor. Bike lanes along a portion of Haven Avenue have been installed. The City is working with Caltrans to complete the remaining portion by 2022-2023.

H4.S Explore Creation of a Transportation Management Association Explore creation of a Transportation Management Association Consider as part of the City's General Plan Update (2014-2017) In April 2019, the City released a joint RFP with the City of Foster City to solicit bids from prospective firms to assist with TMA Feasibility Studies. Two independent contracts were awarded to Steer Group to conduct the studies, with the City of Menlo Park awarding Steer Group’s contract in July 2019. The initial phase of work included data collection and analysis, along with stakeholder outreach and surveying. A progress report of the work conducted so far was presented to the City Council on February 25, 2020. On July 16, 2020, an options analysis was presented to the City Council and direction was given to further investigate the citywide and sub regional TMA options. Although the original completion date of the feasibility study was July 2020, it was pushed back to account for the COVID-19 pandemic changing commute patterns, along with the operational start of a sub regional TMA, Manzanita Transit, in November 2020. Due to the unknowns from the COVID-19 pandemic and the start of Manzanita Transit, the study pivoted from pursuing the creation of a new TMA to leveraging existing resources and organizations such as Commute.org and Manzanita Transit. Now accounting for these latest regional updates, Steer Group will conduct a detailed analysis on the two options to identify how to structure a potential TMA. A draft Final Report was shared with the City Council and the Complete Streets Commission in April 2021 to garner feedback. The Final Report and recommendation was approved by City Council in October 2021, with the goal of accomplishing short and long term report recommendations over the next few years.

Page E-4.23
H4.T Explore Pedestrian
and Bicycle Improvements
Coordinate with Redwood City on potential pedestrian and bicycle improvements Consider as part of the City's General Plan Update (2014-2017) In November 2020, the City adopted the Transportation Master Plan that now serves as an update to the City’s previous Sidewalk Master Plan and Comprehensive Bicycle Development Plan. In 2021, the City completed new sidewalk projects on: Pierce Road, Coleman Avenue, and Chilco Street and new bicycle facility projects on: Ringwood Avenue, San Mateo Drive, and Chilco Street. In 2022, the City anticipates to complete new pedestrian and bicycle facilities on: Sharon Road, Haven Avenue, and Middle Avenue.

H1.E Undertake Community Outreach When Implementing Housing Element Programs Conduct community outreach and distribute materials (see Programs H1.C and 1H.D) Consistent with program timelines
Housing Commission meetings are conducted monthly. In 2021, the Housing Commission conducted ten meetings. Agendas and notices are posted at City Hall and on the City's website. Email notifications are also sent to interested parties. Additional outreach is performed to targeted populations depending on program needs. The Housing Commission’s last annual work plan was approved by City Council on November 17, 2020. Many of the work plan goals were directly related to the recommendations contained in the Investment and Disinvestment study prepared in 2020, https://www.menlopark.org/DocumentCenter/View/25939/Housing-Inventory-andSupply-Study?bidId H1.I Work with Non-Profits on Housing
Maintain a working relationship with nonprofit housing sponsors Ongoing In October 2021, the City Council approved $250,000 in American Rescue Plan funds to increase funding of the Housing Assistance Program, formerly TAP, administered by Samaritan House. The program provides rental and mortgage assistance to qualified households related to the COVID-19 pandemic or other emergency circumstances. At the time additional funding was approved, Samaritan House had distributed a total of approximately $96,000 of the program’s initial $100,000 funding allocation, which has assisted 32 households comprised of 86 individuals remain stably housed while experiencing financial hardship and economic instability.

Page E-4.24
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT
Reporting Period 2021 (Jan. 1 - Dec. 31) Housing Element ImplementationPlanning Period 5th Cycle 01/31/2015 - 01/31/2023 Description of Commercial
Development Bonus
Commercial Development Bonus
Date Approved
34 APN Street Address Project Name+ Local Jurisdiction Tracking ID+ Very Low Income Low Income Moderate Income Above Moderate Income Description of Commercial Development Bonus Commercial Development Bonus Date Approved Summary Row: Start Data Entry Below
Units Constructed as Part of Agreement
Commercial Development Bonus Approved pursuant to GC Section 65915.7 Table E
Note: "+" indicates an optional field
Project Identifier
1 2
Cells in grey contain auto-calculation formulas
(CCR Title 25 §6202)
Annual Progress Report
Page
January
E-4.25
2020
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT Note: "+" indicates an optional field Reporting Period 2021 (Jan. 1 - Dec. 31) Housing Element Implementation Cells in grey contain auto-calculation formulasPlanning Period 5th Cycle 01/31/2015 - 01/31/2023 (CCR Title 25 §6202) Extremely LowIncome+ Very Low-Income+ Low-Income+ TOTAL UNITS+ Extremely Low- Income+ Very Low- Income+ Low-Income+ TOTAL UNITS+ Rehabilitation ActivityPreservation of Units At-RiskAcquisition of Units 14 14 Units acquired using City BMR funds and converted to deed-restricted low-income BMR rental housing
Mobilehome Park PreservationTotal Units by Income 14 14 Table F
Please note this table is optional: The jurisdiction can use this table to report units that have been substantially rehabilitated, converted from non-affordable to affordable by acquisition, and preserved, including mobilehome park preservation, consistent with the standards set forth in Government Code section 65583.1, subdivision (c). Please note, motel, hotel, hostel rooms or other structures that are converted from non-residential to residential units pursuant to Government Code section 65583.1(c)(1)(D) are considered net-new housing units and must be reported in Table A2 and not reported in Table F.

Activity Type
Units that Do Not Count Towards RHNA+
Listed for Informational Purposes Only
Units that Count Towards RHNA +
Note - Because the statutory requirements severely limit what can be counted, please contact HCD to receive the password that will enable you to populate these fields. The description should adequately document how each unit complies with subsection (c) of Government Code Section 65583.1+
Units Rehabilitated, Preserved and Acquired for Alternative Adequate Sites pursuant to Government Code section 65583.1(c) Annual Progress Report
Page
January
E-4.26
2020
Jurisdiction Menlo Park
Reporting Period 2021 (Jan. 1 - Dec. 31)Planning Period 5th Cycle 01/31/2015 - 01/31/2023 ANNUAL ELEMENT PROGRESS REPORT Housing Element Implementation
23 4
APN Street Address Project Name+ Local Jurisdiction Tracking ID+ Realistic Capacity Identified in the Housing Element Entity to whom the site transferred Intended Use for Site 1 Summary Row: Start Data Entry Below
Note: "+" indicates an optional fieldCells in grey contain auto-calculation formulas (CCR Title 25 §6202)
Table G
Locally Owned Lands Included in the Housing Element Sites Inventory that have been sold, leased, or otherwise disposed of Project Identifier
NOTE: This table must only be filled out if the housing element sites inventory contains a site which is or was owned by the reporting jurisdiction, and has been sold, leased, or otherwise disposed of during the reporting year.

Page E-4.27
Jurisdiction Menlo Park
Note: "+" indicates
an optional field
Reporting Period 2021
(Jan. 1 - Dec.
31)
Cells in grey
contain autocalculation formulas
Designation Size Notes
1 2 34 5 6 7
APN Street Address/Intersection Existing Use Number of
Units
Surplus
Designation
Parcel Size (in
acres) Notes
Summary Row: Start Data Entry Below
Parcel Identifier

ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
(CCR Title 25 §6202)
Table H
Locally Owned Surplus Sites
Page E-4.28
Jurisdiction Menlo Park
Reporting Year 2021 (Jan. 1 - Dec. 31)
Planning Period 5th Cycle 01/31/2015 - 01/31/2023
Current Year
Deed Restricted 58
Non-Deed Restricted 11
Deed Restricted 0
Non-Deed Restricted 11
Deed Restricted 0
Non-Deed Restricted 11
5 96
Units by Structure Type Entitled Permitted Completed
SFA 0 0 0
SFD 0 2 1
2 to 4 0 0 0
5 + 0 0 0
ADU 0 36 16
MH 0 0 0
Total 0 38 17
17 17
0 0
0 0
0 0
Income Rental Ownership Total
Very Low 0 00
Low 0 00
Moderate 0 00
Above Moderate 0 00
Total 0 00
Cells in grey contain auto-calculation formulas
Income Level
Very Low
Low
Moderate
Above Moderate
Units Constructed - SB 35 Streamlining Permits
Number of Streamlining Applications Approved
Total Developments Approved with Streamlining
Total Units Constructed with Streamlining
Total Housing Applications Submitted:

Number of Proposed Units in All Applications Received:

Total Housing Units Approved:

Total Housing Units Disapproved:

Total Units
Housing Applications Summary
Use of SB 35 Streamlining Provisions
Note: Units serving extremely low-income households are included in the very low-income permitted units totals Number of Applications for Streamlining
Building Permits Issued by Affordability Summary
Page E-4.29
Jurisdiction Menlo Park
Reporting Year 2021 (Jan. 1 - Dec. 31)
Total Award Amount Total award amount is auto‐populated based on amounts entered in rows 15‐26.

Task $ Amount Awarded $ Cumulative Reimbursement
Requested
Other
Funding Notes
Summary of entitlements, building permits, and certificates of occupancy (auto‐populated from Table A2) Current Year
Deed Restricted 15
Non-Deed Restricted 0
Deed Restricted 48
Non-Deed Restricted 0
Deed Restricted 73
Non-Deed Restricted 0
754
890
Current Year
Deed Restricted 58
Non-Deed Restricted 11
Deed Restricted 0
Non-Deed Restricted 11
Deed Restricted 0
Non-Deed Restricted 11
5 96
Current Year
Deed Restricted 0
Non-Deed Restricted 0
Deed Restricted 0
Non-Deed Restricted 17
Deed Restricted 0
Non-Deed Restricted 0
4 21
Moderate
Above Moderate
Total Units
Completed Entitlement Issued by Affordability Summary
Income Level
Very Low
Low
Moderate
Above Moderate
Total Units
Building Permits Issued by Affordability Summary
Income Level
Very Low
Low
Total Units
Certificate of Occupancy Issued by Affordability Summary Income Level
Very Low
Low
Moderate
Above Moderate

ANNUAL ELEMENT PROGRESS REPORT
Local Early Action Planning (LEAP) Reporting
(CCR Title 25 §6202)
Please update the status of the proposed uses listed in the entity’s application for funding and the corresponding impact on housing within the region or jurisdiction, as applicable, categorized based on the eligible uses specified in Section 50515.02 or 50515.03, as applicable.
$ ‐ Task Status
Page E-4.30
City of Menlo Park as Housing Successor for the
former City of Menlo Park Redevelopment Agency
701 Laurel Street, Menlo Park, CA 94025
Telephone (650) 330-6640 www.menlopark.org
SENATE BILL 341 ANNUAL HOUSING SUCCESSOR REPORT
For the Fiscal Year Ending June 30, 2021
1) During the fiscal year, the Low and Moderate Income Housing Asset Fund received $182,168 in amounts deposited. It received $24,189 from housing loans and $157,979 for interest earned on cash in the fund. There are no amounts deposited for items listed on the Recognized Obligation Payment Schedule.
2) At June 30, 2021, the Low and Moderate Income Housing Asset Fund had a cash balance of $1,204,393 and a fund balance of $6,424,028. There are no amounts held for items listed on the Recognized Obligation Payment Schedule. 3) During the fiscal year, the fund spent $3,005 in combined expenditures to administer housing loans for preserving the long-term affordability of housing units.
4) Values as of June 30, 2021:

Real property - $0
Loans receivable - $5,600,980
Total - $5,600,980
There were no funds transferred during the fiscal year. The Low and Moderate Income Housing Asset Fund does not have any projects on the Recognized Obligation Payment Schedule and will not have any transfers into or out of the fund in the foreseeable future.
5) The Low and Moderate Income Housing Asset Fund does not have any projects for which the housing successor holds or receives property tax revenue pursuant to the Recognized Obligation Payment Schedule.
6) As of June 30, 2021, the Housing Successor does not have interests in real property acquired by the former redevelopment agency. The last remaining real property acquired by the former redevelopment agency was sold in August 2013 and the proceeds were remitted to the County of San Mateo. 7) As of June 30, 2021, the Housing Successor does not have any remaining obligations.

ATTACHMENT B Page E-4.31
Senate Bill 341 Annual Housing Report, continued
8) With the limited funds, the Housing Successor is only providing maintenance on low and moderate income housing loans.
9) As of June 30, 2021, the Low and Moderate Income Housing Fund does not foresee any loan repayments.
10) The former redevelopment agency area does not contain any deed-restricted senior rental housing.
11) As of June 30, 2021, the Low and Moderate Income Housing Fund does not have any excess surplus.
12) As of June 30, 2021, the Low and Moderate Income Housing Fund has no inventory of homeownership units.

Page E-4.32
Public Works
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org

STAFF REPORT
City Council
Meeting Date: 3/22/2022
Staff Report Number: 22-050-CC
Consent Calendar: Waive the second reading and adopt an ordinance to amend Municipal Code Chapter 7.35 on Water
Conservation which provides for enforcement of
conservation measures in the Water Shortage
Contingency Plan
Recommendation
Staff recommends that the City Council waive the second reading and adopt an ordinance (Attachment A) to amend Municipal Code Chapter 7.35 on Water Conservation which provides for enforcement of conservation measures in the Water Shortage Contingency Plan.

Policy Issues
On March 1, the City Council adopted Resolution No. 6716 to declare a water shortage emergency, adopt Stage 1 drought measures pursuant to the City’s 2020 Water Shortage Conservation Plan, and adopt a Water Conservation Plan implementing State Water Resources Control Board (State Water Board) regulations. Staff recommends adopting this ordinance to amend Chapter 7.35 to provide for clearer enforcement mechanisms under the Menlo Park Municipal Code for enforcement of mandatory conservation requirements in the City’s adopted 2020 Water Shortage Contingency Plan for Menlo Park Municipal Water (MPMW.)
Background
State law mandates that every urban water supplier adopt an Urban Water Management Plan to support long-term resource planning in order to maintain adequate water supplies. One of the mandatory components of this strategic planning document is a Water Shortage Contingency Plan, which helps the supplier facilitate preparedness for water supply shortage conditions. The Water Shortage Contingency Plan must list anticipated response measures to reduce demand and augment available supply in the event of a shortage. State law requires that the Water Shortage Contingency Plan be based on a water supply reliability analysis, and include locally appropriate “shortage response actions” for six standard water shortage levels, varying from an up to 10 percent shortage condition to a greater than 50 percent shortage condition, and state the enforcement measures that would be available to the supplier to enforce any conservation measures as might be necessary to achieve conservation to reduce gaps between demand and available supply.

On March 1, the City Council introduced an ordinance to amend Municipal Code Chapter 7.35 on Water Conservation.

AGENDA ITEM E-5 Page E-5.1
Staff Report #: 22-050-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Analysis
The City recently adopted its 2020 Water Shortage Contingency Plan, setting forth expected voluntary or mandatory conservation measures to be adopted during various stages of water shortage conditions, ranging from an up to 10 percent shortage to a greater than 50 percent shortage. The City has the ability to adopt emergency regulations for the operation of MPMW pursuant to the authority set forth in Water Code section 350 et seq. However, the adoption of such regulations requires a public hearing, after appropriate notice is published in a newspaper enabling the public the opportunity to protest. Staff recommends that the City adopt provisions related to the enforcement of the mandatory conservation measures of the water shortage conservation plan into its Municipal Code, as the City has the discretion to adopt various enforcement mechanisms under its general police power to achieve water conservation during a drought and prevent water waste, ranging from education, civil penalties and criminal enforcement, which are likely to be stronger than its authority to adopt emergency regulations under Water Code section 350.

Additionally, the existing Municipal Code requires that the City adopt a “water conservation plan” by resolution to implement any emergency regulations or requirements that are promulgated by the State Water Resources Control Board (SWRCB) or MPMW’s sole wholesaler, the San Francisco Public Utilities Commission (SFPUC.) New SWRCB regulations often create new state law with its own enforcement mechanisms, such that the regulations are already punishable as violations of state law without the need for any local adoption. Therefore, staff recommends modifying the existing code to allow, but not require, the City to act to expressly adopt such regulations. This ordinance would take effect 30 days after adoption.

Impact on City Resources
Amending the ordinance text for Chapter 7.35 (Water Conservation) will make it optional, and not a requirement, to adopt a resolution implementing any emergency regulations or requirements promulgated by the SWRCB or SFPUC.

Environmental Review
City Council’s adoption of the proposed ordinance is categorically exempt from California Environmental Quality Act (CEQA) under CEQA Guidelines 15307 (Actions by Regulatory Agencies for Protection of Natural Resources) and Section 15308 (Actions by Regulatory Agencies for Protection of the Environment.) Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments
A. Proposed ordinance to amend Chapter 7.35 (Water Conservation) B. Menlo Park Municipal Code, Chapter 7.35 (Water Conservation) Report prepared by:

Sergio Rudin, Assistant City Attorney
Pam Lowe, Senior Civil Engineer
Page E-5.2
Staff Report #: 22-050-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Reviewed by:

Nicole Nagaya, Public Works Director
Page E-5.3
ORDINANCE NO. XXXX

ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MENLO PARK AMENDING CHAPTER 7.35 (WATER CONSERVATION) TO PROVIDE FOR

ENFORCEMENT OF CONSERVATION MEASURES IN WATER SHORTAGE

CONTINGENCY PLAN
The City Council of the City of Menlo Park does hereby ordain as follows:

SECTION 1. FINDINGS AND DETERMINATIONS.

A. State law, as set forth in Water Code sections 10610 through 10657, requires every urban water retailer to adopt, every five years, an Urban Water Management Plan to support longer-term resource planning to ensure that adequate water supplies are available to meet existing and future water needs.

B. State law mandates that every urban water supplier, as part of the Urban Water Management Plan, also adopt a Water Shortage Contingency Plan to facilitate preparedness for water supply shortage conditions, including providing anticipated response measures to reduce demand and augment available supply. State law requires that the Water Shortage Contingency Plan be based on a water supply reliability analysis, and includes locally appropriate “shortage response actions” for six standard water shortage levels, varying from an up to 10 percent shortage condition to a greater than 50 percent shortage condition, and state the enforcement measures that would be available to the supplier to enforce any conservation measures as might be necessary to achieve conservation to reduce gaps between demand and available supply.

C. Article XI, section 7 of the California Constitution provides the City with general police powers to enact laws for the protection, public health, and safety of its citizens, and the City has the power to enact regulations to mandate conservation in the event of a drought or water shortage for the preservation of public health.

D. Chapter 7.35 of the Menlo Park Municipal Code currently provides the City with the ability to respond to a drought emergency, by requiring enforcement of any emergency regulations adopted by the State Water Board, or drought-related actions imposed by the San Francisco Public Utilities Commission. The City Council desires to amend such chapter to provide for clear enforcement mechanisms of mandatory conservation measures that may be adopted by the City under its Water Shortage Contingency Plan for operation of Menlo Park Municipal Water and other conservation measures as may be needed to ensure sufficient water is available for sanitation, human consumption, and fire protection.

SECTION 2. AMENDMENT OF CODE.

Chapter 7.35 [Water Conservation] of Title 7 [Health and Sanitation] is hereby repealed and replaced to read in its entirety as follows:

Chapter 7.35

WATER CONSERVATION

7.35.010 Purpose.

7.35.020 Water conservation.

ATTACHMENT A Page E-5.4

7.35.030 Penalties and enforcement.

7.35.010 Purpose.

The purpose of this chapter is to promote water conservation and provide the City with the flexibility to respond to any drought emergency or reductions in available water supply, by providing for enforcement of mandatory conservation measures in its Water Shortage Contingency Plan, emergency conservation regulations adopted by the State Water Board, or other drought requirements as may be imposed by the San Francisco Public Utilities Commission or the City of Menlo Park.

Water uses regulated or prohibited under the City’s Water Shortage Contingency Plan are considered to be non-essential and continuation of such uses during times of water shortage or other emergency water supply condition is deemed to constitute a waste of water and a public nuisance and shall subject the offender to penalties as prescribed by this chapter.

7.35.020 Water conservation.

Upon the declaration by the City Council of the existence of a condition of water shortage or drought emergency, or upon the adoption of any emergency regulations by the State Water Board related to water use or conservation, or upon the adoption of drought-related conservation measures or reduction in supply by the San Francisco Public Utilities Commission, the City Council of the City of Menlo Park may, by resolution, adopt a water conservation plan imposing mandatory conservation and water use reduction requirements on all persons in Menlo Park, including such measures as may be set forth in the City’s Water Shortage Contingency Plan and such additional measures as may be determined necessary to address the water shortage or emergency water supply condition.

The City Council shall set forth by resolution the conservation and water reduction requirements subject to enforcement, which shall remain in effect until the termination of such resolution by the City Council.

7.35.030 Penalties and enforcement.

Penalty amounts for violations of mandatory measures adopted under Section 7.35.020 may be prescribed by resolution of the City Council. Any violations of the water conservation plan adopted by resolution shall be subject to penalty as set forth as set forth in Chapter 1.12, or enforceable by civil penalty, if so prescribed in the terms of the resolution adopted by the City Council. Penalties shall be in addition to any other remedy available to the City under any other law or provision of this code.

SECTION 3. CALIFORNIA ENVIRONMENTAL QUALITY ACT
The City Council finds and determines that enactment of this ordinance is exempt from the provisions of the California Environmental Quality Act ("CEQA"), pursuant to CEQA Guidelines Section 15307 (Actions by Regulatory Agencies for Protection of Natural Resources) and Section 15308 (Actions by Regulatory Agencies for Protection of the Environment), in that the ordinance is intended to provide additional enforcement mechanisms for the conservation of water resources in the event of a drought or water shortage emergency.

SECTION 4. SEVERABILITY
The City Council hereby declares every section, paragraph, sentence, clause and phrase of this ordinance to be severable. If any section, paragraph, sentence, clause or phrase of this ordinance is for any reason found to be invalid or unconstitutional, such invalidity, or Ordinance No. XXXX

Page 2 of 3 ends

unconstitutionality shall not affect the validity or constitutionality of the remaining sections, paragraphs, sentences, clauses or phrases.

SECTION 5. EFFECTIVE DATE
This ordinance shall be in full force and effective thirty (30) days after its adoption and shall be published and posted as required by law.

SECTION 6. PUBLICATION
The City Clerk is hereby ordered and directed to certify the passage of this ordinance by the City Council of the City of Menlo Park, California and cause the same to be published in accordance with State law.

INTRODUCED on the first day of March, 2022.

PASSED AND ADOPTED as an ordinance of the City of Menlo Park at a regular meeting of said City Council on the twenty-second day of March, 2022, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
________________________
Betsy Nash, Mayor
ATTEST:
_________________________
Judi A. Herren, City Clerk
Ordinance No. XXXX

Page 3 of 3 ends

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City Manager's Office
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org

STAFF REPORT
City Council
Meeting Date: 3/22/2022
Staff Report Number: 22-034-CC
Consent Calendar: Adopt a resolution authorizing the annual destruction of obsolete records
Recommendation
Staff recommends adoption of a resolution authorizing the disposal of obsolete City records for the following departments: city clerk, library and community services, police, and public works departments as specified in Exhibits A – D to the proposed resolution (Attachment A.) Policy Issues
The proposed action is consistent with the City’s current policy and adopted records retention schedule.

Background
Section 2.54.110 of the Menlo Park Municipal Code authorizes the destruction of obsolete records according to the established retention schedule.

The proposed resolution complies with the City’s records retention schedule as amended May 26, 2020, by Resolution No. 6554 (Attachment B.)
The program provides for the efficient and proper management and protection of the City’s records. The program also allows for the destruction of records deemed obsolete according to the City’s adopted records retention schedule.

Analysis
The City is committed to managing its records according to best practices to ensure business, audit, legal and regulatory requirements are met. The California legislature has established guidelines, resources and support for retention of records by local governments and upon which the City’s current schedule is largely based.

An adopted records retention schedule certifies the life, care and disposition of all agency records, and provides an agency with the legal authority to dispose of records entrusted in its care when they are no longer needed. Disposition may include sending appropriate records to an off-site storage facility, recycling unneeded records, and/or destroying unneeded records. Once records have fulfilled their administrative, fiscal or legal function, they should be disposed of as soon as possible in accordance with the established retention schedule. Keeping records beyond the retention period causes a burden on staff with more documents to manage and may affect response time to public records requests. Compliance with the records retention schedule is highly recommended as it improves staff efficiency and customer service when the status of information is up-to-date and available when needed. State law governs the AGENDA ITEM E-6 Page E-6.1
Staff Report #: 22-034-CC
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org timeframe that cities must retain records and provides that certain categories of documents may be destroyed upon adoption of a resolution by the City Council.

Exhibits A – D lists the documents that exceed the timeframe for retention according to Government Code sections 34090 and 34090.6 and Menlo Park Municipal Code Chapter 2.54.

Impact on City Resources
There is no impact on City resources.

Environmental Review
This action is not a project within the meaning of the California Environmental Quality Act (CEQA) Guidelines §§ 15378 and 15061(b)(3) as it proposes an organizational structure change that will not result in any direct or indirect physical change in the environment.

Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments
A. Resolution
B. Resolution No. 6554
Report prepared by:

Judi A. Herren, City Clerk
Report reviewed by:

Nira F. Doherty, City Attorney
Page E-6.2
RESOLUTION NO. XXXX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MENLO PARK

AUTHORIZING THE DESTRUCTION OF OBSOLETE CITY RECORDS
WHEREAS, the City of Menlo Park is committed to managing its records according to best practices to ensure business, audit, legal, historical and regulatory requirements are met; and WHEREAS, the City of Menlo Park has an adopted Records Retention Schedule adopted November 27, 2001, by City Council Resolution No. 5351 and amended May 26, 2020, by City Council Resolution No. 6554; and
WHEREAS, Section 2.54.110 of the Menlo Park Municipal governs the destruction of public records; and
WHEREAS, the City’s Records Management Program provides for the efficient and proper management and protection of the City’s records and allows for the destruction of records deemed obsolete according the City’s adopted Records Retention Schedule.

NOW, THEREFORE BE IT RESOLVED, that the City of Menlo Park, acting by and through its City Council, having considered and been fully advised in the matter and good cause appearing therefore does hereby authorize the destruction of the obsolete records described in Exhibits A, B, C, and D, attached hereto and incorporated herein by this reference.

BE IT FURTHER RESOLVED, that once the records are destroyed, the City Clerk will maintain all original Certificates of Destruction.

AYES:

NOES:

ABSENT:

ABSTAIN:

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of said City on this __ day of March, 2021.

Judi A. Herren, City Clerk
ATTACHMENT A Page E-6.3
Exhibits
A. City Clerk’s Office
B. Library and Community Services Department
C. Police Department
D. Public Works Department
Resolution No. XXXX

Page 2 of 16 ends

REQUEST FOR DESTRUCTION OF OBSOLETE RECORDS
Date: March 15, 2022
Department: City Clerk’s Office (CMO)
Current retention schedules show that the records listed below are now ready for destruction. Authorization by the parties listed below provides written consent to destroy these obsolete records in accordance with the retention schedule establish by City Council resolution and in accordance with Government Code Section 34090 and 34090.6.

RECORD TITLE DATES OF

RECORDS

RETENTION
PERIOD*
Subpoenas, Requests for Public
Records, Miscellaneous (CC-056)
-Courtesy copy - Grand Jury Report
2008 2 years
Agenda Packets: City Council (CC-002) 2012 1 year onsite – permanent electronic
Agenda Packets: City Council (CC-002) 2017-2019 1 year onsite – permanent electronic
Boards, Commissions & Committees – APPLICATIONS:

UNSUCCESSFUL (CC-011)
2018 2 years
Correspondence – ROUTINE (Content relates in a
substantive way to the conduct of the public's business) (e.g.

Administrative, Chronological, General Files, Letters,
Memorandums, Miscellaneous Reports, Reading, Working
Files, etc.) (CW-012)
-Minute survey - correspondence, printed emails, notes
-DIVCA AB 2987 ORD - printed emails, notes
2001-2003,
2008 2 years
Claim Forms (CC-013) 2006-2018 5 years
Claim Forms (CC-013) 2013-2016 5 years
FPPC Form 806 (Agency Report of Public Official
Appointments) (CC-024) 2012 7 years
Elections – Campaign Reports (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES (CC-025)
2006, 2008,
2010, 2012
2 years onsite –
permanent electronic
Elections – Campaign Reports (FPPC 400 Series Forms &
Form 501): UNSUCCESSFUL CANDIDATES (CC-026)
2006, 2008,
2010, 2012 5 years
Elections – Campaign Reports (FPPC 400 Series Forms &
Form 501): OTHER COMMITTEES (PACS) (CC-027)
2006, 2008,
2010, 2012 7 years
Elections – GENERAL, WORKING, or ADIMINSTRATION
Files (Correspondence, Applications for
Vacancies for City Council, County
Election Services, etc.) (CC-032)
2014 2 years
Elections – Nomination Papers: SUCCESSFUL
CANDIDATES (CC-034)
2008, 2010,
2012
Duration of
office + 4
years
FPPC 700 Series Forms: Public Officials/87200 fliers (elected & not elected. Includes City Council Members, Planning
Commission Members, City Manager, City Treasurer & City Attorney) (CC-041)
2001-2005,
2010 4 years
Speaker Slips (Requests to Speak at Council Meetings) (CC055) 2019 After adoption of minutes
Requests for Public Records (CC-056) 2014 2 years

EXHIBIT A Resolution No. XXXX

Page 3 of 16 ends

Page 2 of 2 ends

CC-056 Subpoenas, Requests for Public
Records, Miscellaneous
2011,2013-
2016 2 years
Council Member Correspondence (CM-003)
-photocopies, letters sent by Mayor Cline
-CCIN emails
-Council of Cities agenda, email correspondence
2010, 2011,
2014, 2015 2 years
Reference Materials: Policies, Procedures, Brochures,
Manuals, Newsletters & Reports: Produced by OTHER
Departments (CW-026)
-Emergency notification system policy – copy
-Departmental Quarterly reports – copy
-Emergency preparedness plan – copy
2007, 2009,
2010, 2011
When superseded or
no longer required
Accounts Payable / Vendor Files (All Records and Reports – Includes Invoices, P.O.s (Purchase Orders), Travel Expense Reimbursements, Postage, Credit Card Transmittals,
Redemption Records, etc.) (FIN-002)
-Invoices - Gladwell Governmental Services
-City Council pre-travel expense authorization forms
- Check requests – Granicus
2001, 2007,
2008, 2009,
2010, 2011,
2012, 2014
2 years onsite –
3 years electronic
Alcohol Beverage Applications (Non-records) (PD-001) 2011, 2015 When no longer required

Department Head Date

City Manager Date

City Attorney Date

City Clerk for City Council Date
*based on approved records retention schedule

Resolution No. XXXX

Page 4 of 16 ends

REQUEST FOR DESTRUCTION OF OBSOLETE RECORDS
Date: 3/10/2022
Department: Library Community Services (LCS)
Current retention schedules show that the records listed below are now ready for destruction.

Authorization by the parties listed below provides written consent to destroy these obsolete records in accordance with the retention schedule establish by City Council resolution and in accordance with Government Code Section 34090 and 34090.6.

ARC/GYM

RECORD TITLE DATES OF

RECORDS

RETENTION
PERIOD*
Box 1:

Insurance Certificates (e.g. Facility Rentals, etc.)
(CS-014) 2006 5 years
Insurance Certificates (e.g. Facility Rentals, etc.)
(CS-014) 2007 5 years
Insurance Certificates (e.g. Facility Rentals, etc.)
(CS-014) 2008 5 years
Insurance Certificates (e.g. Facility Rentals, etc.)
(CS-014) 2009-2010 5 years
Insurance Certificates (e.g. Facility Rentals, etc.)
(CS-014) 2012-2013 5 years
Accident/Incident Reports (medical and non-medical)
(CS-010) 2011 5 years
Accident/Incident Reports (medical and non-medical)
(CS-010) 2012 5 years
Accident/Incident Reports (medical and non-medical)
(CS-010) 2013 5 years
Accident/Incident Reports (medical and non-medical)
(CS-010) 2014 5 years
Box 2:

Insurance Certificates (e.g. Facility Rentals, etc.)
(CS-014) 2014 5 years
Insurance Certificates (e.g. Facility Rentals, etc.)
(CS-014) 2015 5 years
Insurance Certificates (e.g. Facility Rentals, etc.)
(CS-014) 2016 5 years
Insurance Certificates (e.g. Facility Rentals, etc.)
(CS-014) 2017 5 years
Insurance Certificates (e.g. Facility Rentals, etc.)
(CS-014) 2018 5 years

EXHIBIT B Resolution No. XXXX

Page 5 of 16 ends

Page 2 of 4 ends

BHCDC

RECORD TITLE DATES OF

RECORDS

RETENTION
PERIOD*
Licensed Child Care: Family File for Childcare Programs (includes registration forms and hold harmless, liability waiver agreements) (CS-003) (Box 1)
2014-2015 5 years
Licensed Child Care: Family File for Childcare Programs (includes registration forms and hold harmless, liability waiver agreements) (CS-003) (Box 2)
2014-2015 5 years
Permissions: Field Trip, Authorization to give Medicine, etc. (CS-007) (Box 2) 2016 2 years
Evaluations/ Surveys (of programs) (CS-012)
(Box 3-1/2 box) 2016 2 years

LIBRARY

RECORD TITLE DATES OF

RECORDS

RETENTION
PERIOD*
Library Commission: Agendas, Summaries, Notices,
Correspondence, etc. (LIB-009)
7/1/2018-
7/1/2019 2 years
Incident Reports (medical and non-medical) (LIB-008) 7/1/2018- 7/1/2019 2 years
Facility Use Applications (Room Reservations, etc.)
(LIB-003)
7/1/2018-
7/1/2019 2 years
Contract Services: Performers,
Machines, Heating, Instructors,
Entertainment, Officials, etc. (LIB-001)
7/1/2018-
7/1/2019
Completion +2
years

Resolution No. XXXX

Page 6 of 16 ends

Page 3 of 4 ends

MCC

RECORD TITLE DATES OF

RECORDS

RETENTION
PERIOD*
2012-Box 1
Licensed Child Care: Registration Forms and Emergency
Cards: Part of Program Files (Includes Hold
Harmless, Liability, & Waiver
Agreements) (CS-004)
2012 5 years
2013-Box 1
Accident/Incident Reports (Child Care) (CS-001) 2013 5 years Licensed Child Care: Sign-in/Sign out sheets (CS-005) 2013 5 years Licensed Child Care: Registration Forms and Emergency
Cards: Part of Program Files (CS-004) 2013 5 years
2014-Box 2
Accident/Incident Reports (Child Care) (CS-001) 2014 5 years Licensed Child Care: Sign-in/Sign out sheets (CS-005) 2014 5 years Licensed Child Care: Registration Forms and Emergency
Cards: Part of Program Files (Includes Hold
Harmless, Liability, & Waiver
Agreements) (CS-004)
2014 5 years
2015-Box 3
Licensed Child Care: Sign-in/Sign out sheets (CS-005) 2015 5 years Licensed Child Care: Registration Forms and Emergency
Cards: Part of Program Files (Includes Hold
Harmless, Liability, & Waiver
Agreements) (CS-004)
2015 5 years
2016- Box 4
Licensed Child Care: Sign-in/Sign out sheets (CS-005) 2016 5 years Licensed Child Care: Registration Forms and Emergency
Cards: Part of Program Files (Includes Hold
Harmless, Liability, & Waiver
Agreements) (CS-004)
2016 5 years

OHCC

Resolution No. XXXX

Page 7 of 16 ends

Page 4 of 4 ends

RECORD TITLE DATES OF

RECORDS

RETENTION
PERIOD*
Licensed Child Care: Sign-in/Sign-out sheets (CS-005) 2011-2015 5 years Registration Forms and Emergency Cards: Part of
Program Files (Includes Hold Harmless, Liability, &
Waiver Agreements) (CS-019)
2010-2015 5 years
Facility Use Applications (Room
Reservations, Parks, Tennis Key
Forms, etc.) (CS-013)
2015-2016 2 years
Registration Forms and Emergency Cards: Part of
Program Files (Includes Hold Harmless, Liability, &
Waiver Agreements) (CS-019)
2016 5 years
Permission: Field Trip, Authorization to give Medicine, etc. (CS-007) 2015 2 years
Class Instructor Agreements (all
others go to Finance) (CS-011) 2015 Completion +5 years Licensed Child Care: Staff Files/Employee Certifications (CS-006) 2005-2010 Separation + 5 years

Department Head Date

City Manager Date

City Attorney Date

City Clerk for City Council Date
*based on approved records retention schedule

Resolution No. XXXX

Page 8 of 16 ends

OBSOLETE RECORDS DESTRUCTION REQUEST
City Clerk
701 Laurel St., Menlo Park, CA 94025
tel 650-330-6620
CC-4F Rev 20160815
Date: 02/22/2022
Department: Police
Current retention schedules show that the records listed below are now ready for destruction. Authorization by the parties listed below provides written consent to destroy these obsolete records in accordance with the retention schedule establish by City Council resolution and in accordance with Government Code § 34090 and 34090.6.

Record Title Container Dates Retention Period*
Correspondence – Routine / Supervisor Report (CW-012) Folder 09/02/2017 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 01/20/2018 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 02/04/2018 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 03/08/2018 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 05/31/2018 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 06/13/2018 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 01/02/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 01/21/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 01/31/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 02/09/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 02/13/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 04/12/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 04/16/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 04/17/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 05/10/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 06/04/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 06/27/2017 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 07/08/2017 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 07/14/2017 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 07/15/2017 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 07/22/2017 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 08/02/2017 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 08/14/2017 2 years Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 04/08/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 03/20/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 03/20/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/09/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 09/15/2013 Final Disposition + 5
years

EXHIBIT C Resolution No. XXXX

Page 9 of 16 ends

OBSOLETE RECORDS DESTRUCTION REQUEST
City Clerk
701 Laurel St., Menlo Park, CA 94025
tel 650-330-6620
CC-4F Rev 20160815
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 12/06/2013 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 09/09/2013 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 09/21/2013 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 09/16/2013 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/09/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/09/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/09/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/13/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 09/19/2013 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/13/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 11/06/2013 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 12/17/2013 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/13/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/29/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 03/28/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 03/19/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 03/21/2014 Final Disposition + 5
years

Resolution No. XXXX

Page 10 of 16 ends

OBSOLETE RECORDS DESTRUCTION REQUEST
City Clerk
701 Laurel St., Menlo Park, CA 94025
tel 650-330-6620
CC-4F Rev 20160815
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 05/20/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 07/21/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 04/16/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 04/07/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 04/23/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 05/01/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 04/24/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 04/29/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 04/15/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 05/20/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 08/18/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 07/01/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 09/02/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 07/22/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 09/25/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 09/25/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 10/13/2014 Final Disposition + 5
years

Resolution No. XXXX

Page 11 of 16 ends

OBSOLETE RECORDS DESTRUCTION REQUEST
City Clerk
701 Laurel St., Menlo Park, CA 94025
tel 650-330-6620
CC-4F Rev 20160815
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 10/16/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 11/20/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 12/31/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 12/31/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 12/31/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 12/31/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 12/31/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 12/31/2014 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 11/12/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 04/21/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 11/19/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 07/23/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 10/20/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 08/18/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 10/10/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 09/28/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 11/30/2015 Final Disposition + 5
years

Resolution No. XXXX

Page 12 of 16 ends

OBSOLETE RECORDS DESTRUCTION REQUEST
City Clerk
701 Laurel St., Menlo Park, CA 94025
tel 650-330-6620
CC-4F Rev 20160815
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 09/03/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 09/28/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 09/02/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 11/12/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/06/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 10/06/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 10/01/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 11/12/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 11/02/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/04/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/06/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 12/25/2015 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/12/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/12/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/25/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 02/02/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 05/03/2016 Final Disposition + 5
years

Resolution No. XXXX

Page 13 of 16 ends

OBSOLETE RECORDS DESTRUCTION REQUEST
City Clerk
701 Laurel St., Menlo Park, CA 94025
tel 650-330-6620
CC-4F Rev 20160815
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 03/01/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 01/31/2017 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 04/12/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 03/08/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 12/01/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 11/30/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 06/01/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 05/24/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 09/11/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 02/17/2017 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 08/23/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 10/19/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 10/26/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 10/19/2016 Final Disposition + 5
years
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings (PD016) Folder 11/28/2016 Final Disposition + 5
years
Correspondence – Routine / Supervisor Report (CW-012) Folder 09/18/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 09/26/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 09/29/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 10/06/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 11/23/2019 2 years

Resolution No. XXXX

Page 14 of 16 ends

OBSOLETE RECORDS DESTRUCTION REQUEST
City Clerk
701 Laurel St., Menlo Park, CA 94025
tel 650-330-6620
CC-4F Rev 20160815
Correspondence – Routine / Supervisor Report (CW-012) Folder 12/02/2019 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 01/29/2020 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 02/16/2020 2 years Correspondence – Routine / Supervisor Report (CW-012) Folder 02/22/2020 2 years Department Head Date
City Manager Date
City Attorney Date
City Clerk for City Council Date
*based on approved records retention schedule

Resolution No. XXXX

Page 15 of 16 ends

REQUEST FOR DESTRUCTION OF OBSOLETE RECORDS
Date: March 10, 2022
Department: Public Works
Current retention schedules show that the records listed below are now ready for destruction.

RECORD TITLE DATES OF

RECORDS

RETENTION
PERIOD*
Traffic Counts, Summaries, Reports (PW-012) 1997 5 years NPDES – National Pollutant Discharge Elimination System Program (includes enforcement
actions) (PW-032)
2015-2016 5 years
Department Head Date
City Manager Date

City Attorney Date
City Clerk for City Council Date
*based on approved records retention schedule

EXHIBIT D Resolution No. XXXX

Page 16 of 16 ends

RESOLUTION NO. 6554

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MENLO PARK

AMENDING THE CITY RECORDS RETENTION SCHEDULE
WHEREAS, pursuant to Chapter 2.54 of the Menlo Park Municipal Code, the City Council is responsible for the management of public records and is required to approve any retention schedules affecting the destruction of such public records; and WHEREAS, the City strives to have a retention schedule for all pertinent public records; and WHEREAS, the City Clerk has recommended amendments as outlined in Exhibit A and attached hereto and incorporated herein by this reference.

NOW, THEREFORE, the City of Menlo Park, acting by and through its City Council, having considered and been fully advised in the matter and good cause appearing therefore, BE IT RESOLVED by the City Council of the City of Menlo Park that said City Council does hereby approve the amendments to the retention schedule as presented to the City Council for consideration at its meeting of May 12, 2020.

BE IT FURTHER RESOLVED, that the city clerk will incorporate the changes into the retention schedule, update the page numbers and update the index.

BE IT FURTHER RESOLVED, that Resolution 6031 is superseded by this resolution.

I, Judi Herren, City Clerk of Menlo Park, do hereby certify that the above and foregoing City Council Resolution was duly and regularly passed and adopted at a meeting by said City Council on the twelfth day of May, 2020, by the following votes:

AYES: Carlton, Combs, Mueller, Nash, Taylor
NOES: None
ABSENT: None
ABSTAIN: None
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of said City on this twelfth day of May, 2020
Judi A. Herren, City Clerk
ATTACHMENT B Page E-6.19

HOW TO USE RETENTION SCHEDULES
©1995-2019 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 has been printed on the back of each page for your easy reference; an index to locate records is also provided.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed.

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time.

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. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

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 filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it.
x If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
x 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 / transitory record or a copy.

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 completion).”
EXHIBIT A Resolution No. 6554

Page 2 of 106 ends

Page E-6.20

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2019 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 original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)Records Description: The record series (a group of like records).Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intraagency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc.Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline)Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

P = PermanentIndefinite = 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) – the form of the record: Mag = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, thumb drives, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = PaperOD = Optical Disk, CD-r, DVD-r, WORM, or other 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 should be microfilmed Destroy Paper after Imaged & QC’d: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media – DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building CodeCC: 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) R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire CodeUSC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)GC§34090 is a base minimum retention; the “Total Retention” column is what has been adopted by the City Council.

Resolution No. 6554 Page 3 of 106
Page E-6.21
Page Number
Retention Schedule Index – Menlo Park Page 1 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consent INDEX – RECORDS RETENTION SCHEDULES
Abbreviations:CW – City Wide
AS/FIN - Administrative Services / FinanceAS/HR - Administrative Services / Human ResourcesAS/IT – Administrative Services / Information TechnologyCA – City AttorneyCC – City Clerk CD – Community Development
CM – City ManagerCS – Community ServicesL – LibraryPD – PolicePW – Public WorksSUS - Sustainability1099's / W-9s / 1096, etc. ........................................................................................................................................................AS/FIN-1 941 Forms, PERS / FICA & Medicare Adjustments, etc. .........................................................................................................AS/FIN-6 AAB 939 Compliance / Tonnage Reports ......................................................................................................................................SUS-1Abandonments ............................................................................................................................................................................. PW-4Accident / Incident Reports (Child Care) ....................................................................................................................................... CS-1 Accident / Incident Reports (medical and non-medical) ................................................................................................................. CS-2Accident / Incident Reports that Don't result in a Claim ...........................................................................................................AS/FIN-8Accident Reports (vehicles and equipment) - NOT a Police Report .............................................................................................. PW-9 Accident Reports (vehicles and equipment) - Police Reports – copies ......................................................................................... PW-9Accounting............................................................................................................................................................ AS/FIN-1 – AS/FIN-5Accounts Payable / Vendor Files (All Records and Reports - Includes Invoices, P.O.s, Travel Expense Reimbursements) ....AS/FIN-1 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 4 of 106
Page E-6.22
Page Number
Retention Schedule Index – Menlo Park Page 2 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentAccounts Receivable (All Records and Reports, including Housing loans, Utilities, Business Licenses, TOT, etc.) .................AS/FIN-1Acquisition Projects (All): Correspondence, copies of permanent documents, etc. ...................................................................... PW-7Address Files, Planning Project Files ............................................................................................................................................ CD-6 Administrative Correspondence .................................................................................................................................................... CW-2Administrative Files – Agreements & Contracts............................................................................................................................. CW-1Administrative Polices....................................................................................................................................................................CM-1Affidavits of Posting ...................................................................................................................................................................... CC-1Affordable Housing Plan ............................................................................................................................................................... CD-4Agency NHS Portfolio Files / Portability Files (loans to others, emergency repair loans, appraisals .............................................. CD-2 Agenda Packets: City Council, Community Development Agency,................................................................................................. CC-1Agendas – City Council Subcommittees ....................................................................................................................................... CW-2Agendas - Library Commission. ....................................................................................................................................................... L-2Agendas, Boards & Commissions: Citizens Advisory Formed by CITY COUNCIL ...................................................................... CW-1Agreement - Library Consortium ...................................................................................................................................................... L-2Agreements & Contracts - Forward ALL originals to City Clerk, a copy to Finance (copies) .......................................................... CW-1 Agreements & Contracts ALL, whether Approved by Council or not: INFRASTRUCTURE ........................................................... CC-1Agreements & Contracts ALL, whether Approved by Council or not: NON-INFRASTRUCTURE ................................................. CC-1 Agreements & Contracts Approved by Council: Land Use, Subdivisions, etc. .............................................................................. CC-2Agreements & Contracts Approved by Council: Mutual Aid, Joint Powers (JPAs) ........................................................................ CC-1Agreements & Contracts Approved by Council: Retirement Agreements (PERS) ........................................................................ CC-2 Agreements & Contracts Approved by Council: Title Insurance, Land Records ............................................................................ CC-2 Agreements & Contracts: Administrative Files .............................................................................................................................. CW-1Agreements & Contracts: Unsuccessful Bids or Responses to RFPs............................................................................................ CW-1 Agreements, Housing Loans ...................................................................................................................................................AS/FIN-4Alcohol Beverage Applications....................................................................................................................................................... PD-1Annexation / Deannexation Files ................................................................................................................................................... CD-5Annexations .................................................................................................................................................................................. CC-2Annexations, Abandonments ........................................................................................................................................................ PW-4Annual Report (BMR Housing Program, etc.) ............................................................................................................................... CD-2Appeals - Payment Delinquency & Impending Discontinuation .............................................................................................AS/FIN-10Applications - Boards, Commissions & Committees ...................................................................................................................... CC-2 Applications & Agreements – Volunteers (Child Care Only) .......................................................................................................... CS-2Applications & Agreements, Volunteer - Unsuccessful Applicants ................................................................................................. CS-4 Applications & Agreements, Volunteer .......................................................................................................................................... CS-3Applications (Utility Connects / disconnects) ...........................................................................................................................AS/FIN-9 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 5 of 106
Page E-6.23
Page Number
Retention Schedule Index – Menlo Park Page 3 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentApplications for Employment: Solicited, but candidates not hired............................................................................................ AS/HR-1Applications for Loans: Rejected .................................................................................................................................................. CD-2Applications for Vacancies for City Council ................................................................................................................................... CC-5Applications, Facility Use (Room Reservations, Parks, Tennis Key Forms, etc.) ........................................................................... CS-2Applications, Unsuccessful - Recruitment Files / Cal Ops: Brochure, advertisement .............................................................. AS/HR-5Applications, Volunteer (Library) ...................................................................................................................................................... L-3Appointments - Library Commission ................................................................................................................................................. L-2Appraisal Reports: Property NOT purchased .............................................................................................................................. PW-1Appraisal Reports: Purchased Property ...................................................................................................................................... PW-2Appraisals (Real Estate) ............................................................................................................................................................... CW-5Appraisals, NHS Portfolio Files / Portability Files (loans to others, emergency repair loans .......................................................... CD-2Arbitrage (Direct Investments) .................................................................................................................................................AS/FIN-4Articles of Incorporation - Library Commission ................................................................................................................................. L-2As-Builts (Improvement Plans, Grading, Utility) ............................................................................................................................ PW-5Assessment District Projects (Accounting / Payment Administration Records) ........................................................................AS/FIN-9 Assessment District Projects (Maps, Engineer's Report, Diagrams, Spreadsheets, Improvement Plans ...................................... PW-4 Auction - Fixed Assets ............................................................................................................................................................AS/FIN-3Audio Recordings - Boards, Commissions, & Committees ........................................................................................................... CW-1 Audit Management Letters (not CAFR) ...................................................................................................................................AS/FIN-1Audits - Working Papers, Confirmation Letters, Schedules, Detail, Street Reports, Gas Tax Audits ........................................AS/FIN-1Audits (Consolidated Annual Financial Report) .......................................................................................................................AS/FIN-1 Authorization to give Medicine, etc. ............................................................................................................................................... CS-1BBackflow Inspections / Approvals ................................................................................................................................................PW-11Background Checks - Massage Establishments & Technicians .................................................................................................... PD-3 Background Files - Employees, Volunteers & Reservists ........................................................................................................ AS/HR-1Background Files - Employees, Volunteers & Reservists (Police) ................................................................................................. PD-1Backups - Network, All Files on Shared Drives (includes e-mail) ............................................................................................ AS/HR-7Bacterial Analysis (Chlorine, Nitrates, etc.) weekly water testing .................................................................................................PW-12Balance Sheets, (MONTHLY OR PERIODIC) .........................................................................................................................AS/FIN-5Bank Reconciliation & Statements (includes housing and loan bond statements), Trustee Statements ..................................AS/FIN-2 Bank Robberies Police Reports ..................................................................................................................................................... PD-4Bank Statements .....................................................................................................................................................................AS/FIN-2 Base Maps - Final (Drainage, Grading, Subdivision, Survey, Parcel Maps, Lot Line Adjustments, Utility, Street Light, Water ...... PW-6 Bayfront Park Lab Analysis .........................................................................................................................................................PW-13 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 6 of 106
Page E-6.24
Page Number
Retention Schedule Index – Menlo Park Page 4 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentBayfront Park Well Logs ............................................................................................................................................................. PW-14Bayfront Park Wells .....................................................................................................................................................................PW-13Below Market Rate Loans (BMR Purchase Program) .................................................................................................................... CD-3Below Market Rate Waiting List (BMR Purchase or Rental Program) ............................................................................................ CD-3 Bicycle Safety Training Program .................................................................................................................................................PW-15 Bids, Unsuccessful........................................................................................................................................................................ CW-1Billing Records - Monthly (customer name, service address, meter reading, usage, payments, receipts) ...............................AS/FIN-9Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes ...................................................... CW-7 BMR Housing Program ................................................................................................................................................................. CD-2BMR Housing Programs: Homeownership Housing Projects ...................................................................................................... CD-4BMR Purchase Program ............................................................................................................................................................... CD-3Boards & Commission Maddy Act List ......................................................................................................................................... CC-2Boards & Commissions: Citizens Advisory Formed by CITY COUNCIL (AGENDAS, NOTICES, PROOF OF PUBLICATION .... CW-1Boards & Commissions: Citizens Advisory Formed by CITY COUNCIL (AGENDAS, NOTICES, PROOF OF PUBLICATION .... CW-1Boards & Commissions: Citizens Advisory Formed by CITY COUNCIL (MINUTES) ................................................................... CW-1Boards, Commissions & Committees – APPLICATIONS .............................................................................................................. CC-2 Boards, Commissions, & Committees: AUDIO RECORDINGS of Meetings ................................................................................ CW-1 Boards, Commissions, & Committees: VIDEO RECORDINGS of Meetings ................................................................................ CW-2Body-Worn Cameras ..................................................................................................................................................................... PD-3Bond Binders (issuing documents) See Bank Statements for statement retention .................................................................AS/FIN-2Bonds - Project Funding ............................................................................................................................................................... PW-4Bonds & Certificates (City-owned): Fire, Life, Marine, Glass, Damage, etc. ............................................................................AS/FIN-8Bonds / Arbitrage (Direct Investments) ....................................................................................................................................AS/FIN-4Brochures – OTHER Department.................................................................................................................................................. CW-6Brochures – YOUR Department.................................................................................................................................................... CW-5 Budget Hearing and/or Review - Working Files (Development Documents & Proposed Budget) ............................................AS/FIN-7Budget Transfer Requests & Journals .....................................................................................................................................AS/FIN-7Budgeting ................................................................................................................................................................................AS/FIN-7Budgets - Adopted ..................................................................................................................................................................AS/FIN-7Building Codes / Uniform Building Codes (CBC, UBC, UPC, UEC, etc.) ....................................................................................... CD-1Building Permit Database .............................................................................................................................................................. CD-1Building Permits (includes sub-permits - e.g. electrical, plumbing, mechanical, etc.) ..................................................................... CD-1 Building Plans - COMMERCIAL, BUILDINGS OF COMMON INTEREST / MULTI-UNIT DWELLINGS, POOLS, etc. ................... CD-1 Building Plans - RESIDENTIAL, APPURTENANCES (e.g. Fences) .............................................................................................. CD-1 Building..............................................................................................................................................................................CD-1 – CD-2 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 7 of 106
Page E-6.25
Page Number
Retention Schedule Index – Menlo Park Page 5 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentBusiness License Applications, Renewals, Notices, Audits, Register and Certificates .............................................................AS/FIN-9 Business Licenses - Accounts Receivable ..............................................................................................................................AS/FIN-1Bylaws - Library Commission............................................................................................................................................................ L-2CCAD Dispatch Tapes, Tape Recordings ........................................................................................................................................ PD-5 CAFR - Comprehensive Annual Financial Report ...................................................................................................................AS/FIN-2CAFR (Consolidated Annual Financial Report) .......................................................................................................................AS/FIN-1 Calendars ..................................................................................................................................................................................... CW-3California Building Codes / Uniform Building Codes (CBC, UBC, UPC, UEC, etc.) ....................................................................... CD-1 CalTrans Files .............................................................................................................................................................................. PW-2Campaign Reports (FPPC 400 Series Forms & Form 501) ........................................................................................................... CC-4 Candidate Statements (to be printed in the sample ballot) ............................................................................................................ CC-5Cannabis Citations ........................................................................................................................................................................ PD-1Cannabis less than 28.5 grams ..................................................................................................................................................... PD-4Capital Improvement Projects (CIP): Administration File ........................................................................................................... PW-4Capital Improvement Projects (CIP): Permanent File.................................................................................................................. PW-5Cash Reports & Cash Receipts ...............................................................................................................................................AS/FIN-3CDBG Housing Programs: Homeownership Housing Projects .................................................................................................... CD-4 CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes ........................................... CW-7 Census, Demographics - Selected Historical Information .............................................................................................................. CD-5CEQA / Environmental Documents - Capital Improvement Projects (CIP): Permanent File.......................................................... PW-5 Certificates of Election .................................................................................................................................................................. CC-5Certificates of Occupancy (Commercial only) ................................................................................................................................ CD-1Certified Payrolls - Capital Improvement Projects (CIP): Administration File ................................................................................ PW-4Chains of Custody .......................................................................................................................................................................PW-12Change Orders - Capital Improvement Projects (CIP): Permanent File........................................................................................ PW-5 Check Listing Audit Trail .........................................................................................................................................................AS/FIN-2Check Registers ......................................................................................................................................................................AS/FIN-2Checklists ..................................................................................................................................................................................... CW-3Checks - Canceled (Cashed) or Voided ..................................................................................................................................AS/FIN-2Checks, Payroll (retained by ADP) ..........................................................................................................................................AS/FIN-6Chemical Reports, includes Bacterial Analysis (Chlorine, Nitrates, etc.) weekly water testing .....................................................PW-12 Chemical Use Report Form .........................................................................................................................................................PW-10Child Abuse (Substantiated) or Severe Neglect Police Reports ..................................................................................................... PD-4 Child Abuse or Neglect Investigation Reports - Unsubstantiated or Inconclusive .......................................................................... PD-5 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 8 of 106
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Retention Schedule Index – Menlo Park Page 6 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentChild Care ......................................................................................................................................................................... CS-1 – CS-2Child Care: Registration Forms and Emergency Cards: Part of Program Files (Includes Hold Harmless) ................................... CS-1 Child Care: Sign-in / Sign-out sheets ........................................................................................................................................... CS-1Child Care: Staff Files / Employee Certifications .......................................................................................................................... CS-1Child Care: Family File for Childcare Programs (includes registration forms and hold harmless, liability waiver agreements) ...... CS-1Child or Elder Abuse (Unsolved) Police Reports ............................................................................................................................ PD-4Chronological Correspondence..................................................................................................................................................... CW-2CIP: Administration File............................................................................................................................................................. PW-4CIP: Permanent File .................................................................................................................................................................. PW-5Citations - Payment Plans for outstanding parking citations received by indigent persons ............................................................ PD-1 Citations: Infractions & Parking .................................................................................................................................................... PD-1Citations: Marijuana / Cannabis ................................................................................................................................................... PD-1Citations: Misdemeanor or Criminal ............................................................................................................................................. PD-1Citizen Complaints/Concerns........................................................................................................................................................ CW-2Citizens Advisory Formed by CITY COUNCIL (MINUTES) ........................................................................................................... CW-1City Council Agenda Packets ........................................................................................................................................................ CC-1City Council Minutes ..................................................................................................................................................................... CC-7City Council Resolutions ............................................................................................................................................................... CC-9City Council Subcommittees: (AGENDAS, ANNOTATED AGENDAS, MINUTES, NOTICES, CORRESPONDENCE, etc.) ....... CW-2Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings ...................................................... PD-2 Claim Forms ................................................................................................................................................................................. CC-2Claims .....................................................................................................................................................................................AS/FIN-8Claims, Potential .......................................................................................................................................................................... PW-1Claims, Workers Compensation (Employee Accident Reports) ............................................................................................... AS/HR-7Class Instructor Agreements (all others go to Finance) ................................................................................................................. CS-2 Classification Studies and Salary Surveys .............................................................................................................................. AS/HR-1Closed Customer Accounts .....................................................................................................................................................AS/FIN-9Closed Session Materials and Memorandas .................................................................................................................................CM-1CMMS DATABASE .....................................................................................................................................................................PW-11CMMS DATABASE ...................................................................................................................................................................... PW-3Code Enforcement (all except Substandard Housing Conditions, which is Building Department) .................................................. CD-5Code Enforcement (all except Substandard Housing Conditions, which is Building Department) .................................................. PD-1Code Enforcement (Only Substandard Housing Conditions) ......................................................................................................... CD-2 Collision Reports (copies of Sheriff's report) ................................................................................................................................. PW-2Commissions & Committees – APPLICATIONS ............................................................................................................................ CC-2 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 9 of 106
Page E-6.27
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Retention Schedule Index – Menlo Park Page 7 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentCommissions, & Committees: AUDIO RECORDINGS of Meetings ............................................................................................. CW-1Commissions, & Committees: VIDEO RECORDINGS of Meetings ............................................................................................. CW-2 Commissions: Citizens Advisory Formed by CITY COUNCIL (AGENDAS, NOTICES, PROOF OF PUBLICATION, etc.) ........... CW-1Commissions: Citizens Advisory Formed by CITY COUNCIL (MINUTES) .................................................................................. CW-1 Committees – APPLICATIONS ..................................................................................................................................................... CC-2Committees: AUDIO RECORDINGS of Meetings ....................................................................................................................... CW-1 Committees: Internal attended by employees .............................................................................................................................. CW-2Committees: VIDEO RECORDINGS of Meetings ........................................................................................................................ CW-2Community Development Agency Agenda Packets ...................................................................................................................... CC-1 Community Development Agency Minutes .................................................................................................................................... CC-7Community Development Agency Resolutions .............................................................................................................................. CC-9Community Services / Children’s Services......................................................................................................................... CS-1 – CS-2 Community Services / Recreation Services........................................................................................................................ CS-2 – CS-4Complaints, Civilian: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings ..................................................... PD-2Complaints/Concerns from Citizens .............................................................................................................................................. CW-2Complaints: Odor / Taste / Visual Complaints about Potable Water ............................................................................................PW-12Comprehensive Annual Financial Report (CAFR) ...................................................................................................................AS/FIN-2Computer Backups - Network, All Files on Shared Drives (includes e-mail) ............................................................................ AS/HR-7 Computer Sign-ups ....................................................................................................................................................................... CW-3Concerns / Customer Complaints: Odor / Taste / Visual Complaints about Potable Water ..........................................................PW-12 Confirmation Letters - Audits ...................................................................................................................................................AS/FIN-1Conflict of Interest Code ................................................................................................................................................................ CC-2Consignment Permits ..............................................................................................................................................................AS/FIN-9Consolidated Annual Financial Report ....................................................................................................................................AS/FIN-1Construction & Demolition Debris Re-use and Recycling ............................................................................................................SUS-1Construction & Demolition Debris Re-use and Recycling Database (Green Halo) .......................................................................SUS-1Construction Manager's Logs - Capital Improvement Projects (CIP): Administration File ............................................................. PW-4 Construction Notices / Inspection Notices ..................................................................................................................................... CD-2Contract Services (Library): Performers, Machines, Heating, Instructors, Entertainment, Officials, etc. ........................................... L-1Contracts - Forward ALL originals to City Clerk, a copy to Finance (copies) ................................................................................. CW-1 Contracts ALL, whether Approved by Council or not: NON-INFRASTRUCTURE ........................................................................ CC-1Contracts ALL, whether Approved by Council or not: INFRASTRUCTURE .................................................................................. CC-1Contracts Approved by Council: Land Use, Subdivisions, etc. ..................................................................................................... CC-2Contracts Approved by Council: Mutual Aid, Joint Powers (JPAs) ................................................................................................ CC-1Contracts Approved by Council: Retirement Agreements (PERS) ................................................................................................ CC-2 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 10 of 106
Page E-6.28
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Retention Schedule Index – Menlo Park Page 8 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentContracts Approved by Council: Title Insurance, Land Records ................................................................................................... CC-2 Copies or Duplicates of any Record.............................................................................................................................................. CW-2 Corrective Actions: WATER DISTRIBUTION .............................................................................................................................PW-13Correspondence - City Council Subcommittees ........................................................................................................................... CW-2Correspondence – Routine .......................................................................................................................................................... CW-2Correspondence – Transitory/Preliminary Drafts....................................................................................................................... CW-3Correspondence (Agreements & Contracts).................................................................................................................................. CW-1Correspondence, Council Member ................................................................................................................................................CM-1Correspondence: EPA, DHS ......................................................................................................................................................PW-12 Council meeting Video Recordings ............................................................................................................................................... CC-9 Council Member Correspondence .................................................................................................................................................CM-1Council Policies & Procedures ...................................................................................................................................................... CC-3Council Report (Weekly) ...............................................................................................................................................................CM-1Council Subcommittees: (AGENDAS, ANNOTATED AGENDAS, MINUTES, NOTICES, CORRESPONDENCE, etc.) .............. CW-2 County Election ServicesCredit Card Transmittals, Redemption Records ......................................................................................................................AS/FIN-1Crime Report No. Log: Case Numbers Books (Old Cases) .......................................................................................................... PD-2Crime Statistics: ANNUAL ............................................................................................................................................................ PD-2Crime Statistics: PERIODIC (Monthly, Bi-monthly, etc.) ............................................................................................................... PD-2Criminal Citations .......................................................................................................................................................................... PD-1Customer Accounts (Closed) ..................................................................................................................................................AS/FIN-9Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints about Potable Water .........................................PW-12DDaily Cash Reports & Cash Receipts ......................................................................................................................................AS/FIN-3Daily Crime Report No. Log: Case Numbers Books (Old Cases) ................................................................................................. PD-2Daily Inspections - Capital Improvement Projects (CIP): Administration File ................................................................................ PW-4Daily Logs - Capital Improvement Projects (CIP): Administration File .......................................................................................... PW-4Daily Water Production, Water Meters – Wells ............................................................................................................................PW-15DE-6, DE-7, DE-9, W-3, & DE-166, 941 Forms, PERS / FICA & Medicare Adjustments .........................................................AS/FIN-6Dealers Record of Sale Guns ........................................................................................................................................................ PD-2Deannexation Files ....................................................................................................................................................................... CD-5Debris Re-use and Recycling ......................................................................................................................................................SUS-1 Deeds, Easements, Encroachments, etc. ...................................................................................................................................... CC-8Deeds: Property owned by City (property acquisition & disposition / sale / auction) ..................................................................... CC-3Deferred Compensation Statements (Provider information, guides, prospectus, etc.) .............................................................AS/FIN-6 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 11 of 106
Page E-6.29
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Retention Schedule Index – Menlo Park Page 9 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentDemographics - Selected Historical Information ............................................................................................................................ CD-5Demolition Debris Re-use and Recycling ....................................................................................................................................SUS-1Department of Fair Employment & Housing (DFEH or EEOC) Claims .................................................................................... AS/HR-1Department of Justice Validation Lists .......................................................................................................................................... PD-2Department Reference Materials .................................................................................................................................................. CW-5Department Reference Materials .................................................................................................................................................. CW-6Deposits ..................................................................................................................................................................................AS/FIN-2Deposits (Building or Planning Permits, etc.) ............................................................................................................................... PW-2Deposits (Charged to developers to cover project fees) ............................................................................................................... PW-7Deposits, Daily Cash Reports & Cash Receipts ......................................................................................................................AS/FIN-3Depreciation Schedules ..........................................................................................................................................................AS/FIN-3DFEH or EEOC Claims ........................................................................................................................................................... AS/HR-1Digging on Property - Underground Service Alerts from Utility Companies "USA's" ..................................................................... PW-3 Disadvantaged Business Enterprises ........................................................................................................................................... PW-6Discontinuations of Residential Service .................................................................................................................................AS/FIN-10Dispatch Tapes, Tape Recordings (CAD) ..................................................................................................................................... PD-5Disposal - Fixed Assets ...........................................................................................................................................................AS/FIN-3DMV Pull Notices - WITH Suspension of a driver’s license or DUI .......................................................................................... AS/HR-2 Donations (Private) – Library ............................................................................................................................................................ L-1Drafts & Notes............................................................................................................................................................................... CW-4Drawings / As-Builts (Improvement Plans, Grading, Utility) .......................................................................................................... PW-5Drawings, Plan (e.g. water, sewer, storm drain, etc.) ................................................................................................................... PW-6Drug & Alcohol Testing ........................................................................................................................................................... AS/HR-2Drug Registrants (maintained in Suspect ID Jackets) .................................................................................................................... PD-2Due Diligence Reviews ...........................................................................................................................................................AS/FIN-5Duplicates of any Record .............................................................................................................................................................. CW-2EEasements .................................................................................................................................................................................... CC-3Easements ................................................................................................................................................................................... PW-5Easements (Recorded) ................................................................................................................................................................. CC-8Economic Development Projects and Programs ........................................................................................................................... CD-3Economic Development .....................................................................................................................................................CD-2 – CD-5 Economic Interest Filings (FPPC Form 602 / 635) - Lobbyist Authorization / Reporting ................................................................ CC-3EEO-4 Reports ........................................................................................................................................................................ AS/HR-2EEOC Claims .......................................................................................................................................................................... AS/HR-1 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 12 of 106
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Retention Schedule Index – Menlo Park Page 10 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentEIRs - Capital Improvement Projects (CIP): Permanent File ....................................................................................................... PW-5 EIRs - Environmental Impact Reports, Negative Declarations, etc. Outside City boundaries ..................................................... CD-5 EIRs - Environmental Impact Reports, Negative Declarations, etc. Within City boundaries......................................................... CD-6 Elections - Campaign Reports (FPPC 400 Series Forms & Form 501)........................................................................................... CC-4Elections - Candidate Statements (to be printed in the sample ballot) ........................................................................................... CC-5 Elections - Certificates of Election ................................................................................................................................................. CC-5 Elections – Consolidated ............................................................................................................................................................... CC-4Elections - GENERAL, WORKING or ADMINISTRATION Files .................................................................................................... CC-5Elections - HISTORICAL File ........................................................................................................................................................ CC-5Elections - Nomination Papers: SUCCESSFUL CANDIDATES .................................................................................................... CC-5 Elections - Nomination Papers: UNSUCCESSFUL CANDIDATES ............................................................................................... CC-6 Elections - Petitions (Initiative, Recall or Referendum ................................................................................................................... CC-6Elections - Precinct Maps .............................................................................................................................................................. CC-6 E-mail ........................................................................................................................................................................................... CW-3Emergency Cards: Part of Program Files (Includes Hold Harmless, Liability, & Waiver Agreements) .......................................... CS-3Emergency Contact List ................................................................................................................................................................... L-1Emergency Response Plan / Risk & Resiliency Assessment / Hazard Mitigation Plan ................................................................PW-14Employee Accident Reports - Workers Compensation ............................................................................................................ AS/HR-7Employee Assistance Program (Annual Reports, etc.) ............................................................................................................ AS/HR-2 Employee Associations Negotiations ...................................................................................................................................... AS/HR-4Employee Certifications - Licensed Child Care .............................................................................................................................. CS-1Employee Committees ................................................................................................................................................................. CW-2Employee Exposure Records: HazMat Exposure Records / OSHA Log 200, MSDS / SDS (Safety Data Sheets) ....................... PW-1Employees, Background Files (Police) .......................................................................................................................................... PD-1Employment: Solicited, but candidates not hired..................................................................................................................... AS/HR-1Encroachments (Planning Review File) ........................................................................................................................................ PW-5Encroachments (Recorded) .......................................................................................................................................................... CC-8Encroachments (Structures - e.g. awnings, signs, etc.) ................................................................................................................ PW-5 Encroachments (Temporary - e.g. construction street openings, sidewalk ramps, debris box, etc.) ............................................. PW-5Energy Conservation .................................................................................................................................................................... PW-8Engineering.......................................................................................................................................................................PW-4 – PW-8 Enterprise System Catalogue (posted online) ............................................................................................................................... CC-6 Environmental Determinations - Environmental Impact Reports (EIRs), Negative Declarations, etc. Outside City boundaries ... CD-5 Environmental Determinations - Environmental Impact Reports (EIRs), Negative Declarations, etc. Within City boundaries ...... CD-6Environmental Impact Reports (EIRs), Negative Declarations, etc. Outside City boundaries ..................................................... CD-5 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 13 of 106
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Retention Schedule Index – Menlo Park Page 11 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentEnvironmental Impact Reports (EIRs), Negative Declarations, etc. Within City boundaries......................................................... CD-6 Environmental Programs...................................................................................................................................................PW-8 – PW-9Equipment Inventory, Maintenance & Operations (e.g. pump stations, reservoir stations, etc.) .................................................... PW-1 Equipment Work Request ............................................................................................................................................................ PW-9Escheat (Unclaimed property or money) .................................................................................................................................AS/FIN-3Esstoppel Certificate of Completion / Signed Agreements ............................................................................................................ CD-3Ethics Training & Harassment Prevention Training Certificates - All Required Filers ............................................................... AS/HR-3 Ethics Training Certificates - All Required Filers ............................................................................................................................ CC-6Ethics Training .............................................................................................................................................................................. CW-7Evaluations / Surveys (of programs) ............................................................................................................................................. CS-1Evaluations / Surveys (of programs) ............................................................................................................................................. CS-2Evidence Sheets (Property packaging) ......................................................................................................................................... PD-2Exemptions - Capital Improvement Projects (CIP): Permanent File............................................................................................. PW-5Exemptions (water) .....................................................................................................................................................................PW-13Expense Reimbursements, Postage, Credit Card Transmittals, Redemption Records ............................................................AS/FIN-1 FFacilities: INFRASTRUCTURE Final Specifications and Plans (Buildings, Improvement Plans, Park Improvements .................. PW-7 Facility Use Applications (Room Reservations, etc.) - Library .......................................................................................................... L-1Facility Use Applications (Room Reservations, Parks, Tennis Key Forms, etc.) ............................................................................ CS-2 Facility Use Forms, School District ................................................................................................................................................ CS-3Factual Innocence Police Reports ................................................................................................................................................. PD-5Falsification of Public Records Police Reports ............................................................................................................................... PD-4Family File for Childcare Programs (includes registration forms and hold harmless, liability waiver agreements) ......................... CS-1 Fatal Traffic Collisions Police Reports............................................................................................................................................ PD-4Federal Reports: State Controller's Report, Street Report, Local Government Compensation Report ....................................AS/FIN-5Federal Tax Deposits, Adjustments, etc ..................................................................................................................................AS/FIN-6 FEMA Claims or OES Claims ....................................................................................................................................................... CW-4FEMA Community Assistance .....................................................................................................................................................PW-12FEMA Flood Insurance Maps, Letters of Map Amendments ........................................................................................................PW-12FEMA Reimbursement Records ..............................................................................................................................................AS/FIN-3FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc .................AS/FIN-6Field Trip, Authorization to give Medicine, etc. .............................................................................................................................. CS-1 Final Specifications and Plans INFRASTRUCTURE (Buildings, Improvement Plans, Park Improvements, etc.) .......................... PW-7 Final Specifications and Plans NON-INFRASTRUCTURE (Curb repairs, Slurry Seals, Street Paving, Tree Trimming ................. PW-7Finance / Accounting............................................................................................................................................. AS/FIN-1 – AS/FIN-5 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 14 of 106
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Retention Schedule Index – Menlo Park Page 12 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentFinancial Reports (MONTHLY OR PERIODIC) .......................................................................................................................AS/FIN-5Financial Services Database ...................................................................................................................................................AS/FIN-3Fixed Assets - Auction / Disposal / Sales / Surplused .............................................................................................................AS/FIN-3 Fixed Assets - Inventory, Schedule of Infrastructure and Buildings .........................................................................................AS/FIN-4 Fixed Charge Special Assessment Report ..............................................................................................................................AS/FIN-5Fleet Section................................................................................................................................................................................. PW-9Flood Control & Disaster Files (e.g. pump systems, CIP systems) ............................................................................................... PW-1Form 1095-C (Employer-Provided Health Insurance Offer and Coverage) – Personnel Action Forms .................................... AS/HR-5 FPPC 400 Series Forms & Form 501 ............................................................................................................................................ CC-4FPPC 700 Series Forms (Statement of Economic Interests): ALL ELECTRONICALLY FILED .................................................... CC-7FPPC 700 Series Forms (Statement of Economic Interests): DESIGNATED EMPLOYEES & CONSULTANTS .......................... CC-7FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS / 87200 FILERS ............................................ CC-7 FPPC Form 602 / 635 - Lobbyist Authorization / Reporting ........................................................................................................... CC-3 FPPC Form 801 (Gift to Agency Report) ....................................................................................................................................... CC-3FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) ............................................................................................. CC-3FPPC Form 803 (Behested Payment Report) ............................................................................................................................... CC-3FPPC Form 804 (Agency Report of New Positions) ...................................................................................................................... CC-3 FPPC Form 805 (Agency Report of Consultants) .......................................................................................................................... CC-3FPPC Form 806 (Agency Report of Public Official Appointments) ................................................................................................. CC-4 Friends of the Library ....................................................................................................................................................................... L-1GGas Tax Audits .......................................................................................................................................................................AS/FIN-1Gas Tax, MOE (Maintenance of Effort) Report ........................................................................................................................AS/FIN-5General File Correspondence ....................................................................................................................................................... CW-2General Plan Elements and Amendments ..................................................................................................................................... CD-6Geothermal Logs ........................................................................................................................................................................PW-12Gifts & Donations (Private) - Library ................................................................................................................................................. L-1Grading Plans / Soil Reports ......................................................................................................................................................... CD-2Grants - LSTA: Grants given to local Non-profit organizations (REPORTS & PAYMENTS) ........................................................... L-2Grants (Financial Reports) ......................................................................................................................................................AS/FIN-4Grants (Library) ................................................................................................................................................................................ L-1Grants: Applications, Correspondence (Unsuccessful).................................................................................................................. CW-4Grants: Applications, Correspondence (Unsuccessful).................................................................................................................. CW-4Grants: Successful........................................................................................................................................................................ CW-4Grants: Unsuccessful Applications, Correspondence.................................................................................................................... CW-4 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 15 of 106
Page E-6.33
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Retention Schedule Index – Menlo Park Page 13 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentGrants: Unsuccessful Applications, Correspondence.................................................................................................................... CW-4Groundwater Contamination .......................................................................................................................................................PW-12Groundwater Levels, Data Trends ...............................................................................................................................................PW-13Groundwater Monitoring Well Route Book ..................................................................................................................................PW-13Guns: Dealers Record of Sale ...................................................................................................................................................... PD-2HHarassment Prevention Training Certificates - All Required Filers .......................................................................................... AS/HR-3Harassment Training..................................................................................................................................................................... CW-7Hazard Mitigation Plan ................................................................................................................................................................PW-14Hazardous Materials Plans - Capital Improvement Projects (CIP): Administration File................................................................. PW-4 HazMat Exposure Records / OSHA Log 200, MSDS (Material Safety Data Sheets) / SDS (Safety Data Sheets) ....................... PW-1Historical Landmarks (Buildings on National or State Registers) ................................................................................................... CD-6 Historical List (Roster) of Council Members ..................................................................................................................................CM-1 Historical Records ......................................................................................................................................................................... CC-7Historical Records and Photographs ................................................................................................................................................ L-2Historically Significant Reports and Studies .................................................................................................................................. CW-6HOME Housing Programs: Homeownership Housing Projects .................................................................................................... CD-4 Home Occupation Permits ......................................................................................................................................................AS/FIN-9Homeownership Housing Projects BMR, CDBG & HOME ............................................................................................................. CD-4Homicide Police Reports................................................................................................................................................................ PD-4Housing Reports, Surveys, Collections, etc. ................................................................................................................................. CD-4 Housing & Economic Development....................................................................................................................................CD-2 – CD-5 Housing and loan bond statements) ........................................................................................................................................AS/FIN-2Housing Authority Minutes ............................................................................................................................................................ CD-4Housing Loan Agreements and Documents (Rehab, BMR, etc,) .............................................................................................AS/FIN-4Housing loans - Accounts Receivable .....................................................................................................................................AS/FIN-1Housing Programs: Homeownership Housing Projects BMR, CDBG & HOME ........................................................................... CD-4 Housing Successor Agency Housing Assets Fund Report ......................................................................................................AS/FIN-5II-9s .......................................................................................................................................................................................... AS/HR-3Incident Reports (Child Care) ........................................................................................................................................................ CS-1Incident Reports (medical and non-medical) ................................................................................................................................. CS-2 Incident Reports (medical and non-medical) .................................................................................................................................... L-2Incident Reports that Don't result in a Claim ............................................................................................................................AS/FIN-8 Infractions Citations ...................................................................................................................................................................... PD-1 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 16 of 106
Page E-6.34
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Retention Schedule Index – Menlo Park Page 14 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentINFRASTRUCTURE Final Specifications and Plans (Buildings, Improvement Plans, Park Improvements ................................... PW-7 Initiative Petitions .......................................................................................................................................................................... CC-6Inspection Notices ......................................................................................................................................................................... CD-2Inspections - Capital Improvement Projects (CIP): Administration File ......................................................................................... PW-4Instant Messaging......................................................................................................................................................................... CW-3Instructor Agreements (all others go to Finance) ........................................................................................................................... CS-2 Insurance Certificates - Miscellaneous (from outside companies, that cannot be matched with a contract or agreement)............. CW-4Insurance Certificates (e.g. Facility Rentals, etc) ........................................................................................................................... CS-3Insurance Policies, Bonds & Certificates (City-owned) ............................................................................................................AS/FIN-8Insurance Policies, Bonds & Certificates (City-owned): Fire, Life, Marine, Glass, Damage, etc. ..............................................AS/FIN-8 Insurance: Loss Runs (from Insurance Carrier) ......................................................................................................................AS/FIN-8 Internal Committees ..................................................................................................................................................................... CW-2Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings ........... PD-2 Inventory - Fixed Assets ..........................................................................................................................................................AS/FIN-4Investigations and Corrective Actions: WATER DISTRIBUTION ................................................................................................PW-13Investments / Bonds / Arbitrage (Direct Investments) ..............................................................................................................AS/FIN-4 Invoices, P.O.s, Travel Expense Reimbursements, Postage, Credit Card Transmittals, Redemption Records ........................AS/FIN-1 Issues and/or projects will vary over time - e.g. Train Station, Solid Waste, etc.) ..........................................................................CM-1 ISTEA -Transportation Funding Programs ..................................................................................................................................PW-16JJob Requests / Service Repair Orders CMMS DATABASE ......................................................................................................PW-11 Job Requests / Service Repair Orders CMMS DATABASE ....................................................................................................... PW-3Job Requests / Service Repair Orders - All Information Entered in CMMS Database .............................................................. PW-3 Job Requests / Service Repair Orders - All Information Entered in CMMS Database .............................................................PW-11 Job Requests / Service Repair Orders - NOT entered in CMMS Database (or partial information) ......................................... PW-3Job Requests / Service Repair Orders - NOT entered in CMMS Database (or partial information) ........................................PW-11Joint Powers Authority Agreements (JPAs) ................................................................................................................................... CC-1Joint Powers Insurance Authority Policies ...............................................................................................................................AS/FIN-8Journal Entries ........................................................................................................................................................................AS/FIN-4Journals, Ledgers, Reconciliations, Registers, Treasurer's Reports, Transaction Histories (MONTHLY OR PERIODIC) ........AS/FIN-5Juvenile Cases Police Reports ...................................................................................................................................................... PD-5KKidnapping Police Reports............................................................................................................................................................. PD-4 LLab Analysis (e.g. Bayfront Park) ................................................................................................................................................PW-13 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 17 of 106
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Retention Schedule Index – Menlo Park Page 15 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentLand Agreements........................................................................................................................................................................... CC-2Land Use Agreements .................................................................................................................................................................. CC-2Land Use and other Studies .......................................................................................................................................................... CD-6Leave Orders & Confirmations ................................................................................................................................................ AS/HR-3Ledgers, Reconciliations, Registers, Treasurer's Reports, Transaction Histories, (MONTHLY OR PERIODIC) ......................AS/FIN-5Legal Case Files ........................................................................................................................................................................... CA-1Legal Opinions (Formal)................................................................................................................................................................. CA-1Letters........................................................................................................................................................................................... CW-2Liability (General & Public), Workers Compensation, Joint Powers Insurance Authority Policies ............................................AS/FIN-8Library Commission: Agendas, Summaries, Notices, Correspondence, etc.. ................................................................................... L-2 Library Commission: Bylaws, Minutes, Resolutions, Articles of Incorporation, Appointments, Resignations ..................................... L-2 Library Consortium Agreement and Annual Reports ........................................................................................................................ L-2Library Consortium Monthly Reports ................................................................................................................................................ L-2Library Grants: LSCA (Library Services and Construction) .............................................................................................................. L-1Licensed Child Care: Registration Forms and Emergency Cards: Part of Program Files (Includes Hold Harmless) .................... CS-1Licensed Child Care: Sign-in / Sign-out sheets ............................................................................................................................ CS-1 Licensed Child Care: Staff Files / Employee Certifications ........................................................................................................... CS-1Licensed Child Care: Family File for Childcare Programs (includes registration forms and hold harmless, liability waivers) ......... CS-1 Litigation Files / Legal Case Files .................................................................................................................................................. CA-1Loan Agreements, Housing (Rehab, BMR, etc,) ......................................................................................................................AS/FIN-4 Loans / Promissory Notes ............................................................................................................................................................. CD-4Loans, Below Market Rate Loans (BMR Purchase Program) ........................................................................................................ CD-3 Loans, NHS Portfolio Files / Portability Files (loans to others, emergency repair loans, appraisals ............................................... CD-2 Loans: Rejected ........................................................................................................................................................................... CD-2Local Government Compensation Report ...............................................................................................................................AS/FIN-5Logs - Capital Improvement Projects (CIP): Administration File ................................................................................................... PW-4 Logs.............................................................................................................................................................................................. CW-3Loss Runs (from Insurance Carrier) ........................................................................................................................................AS/FIN-8Lot Line Adjustments, Parcel Maps, etc. ...................................................................................................................................... PW-8LSTA Grants: Grants given to local Non-profit organizations (REPORTS & PAYMENTS) .............................................................. L-2M Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 18 of 106
Page E-6.36
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Retention Schedule Index – Menlo Park Page 16 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentMaddy Act List .............................................................................................................................................................................. CC-2Mailing List, Notices Prop. 215 proceedings ................................................................................................................................. CW-5Mailing Lists .................................................................................................................................................................................. CW-3Maintenance & Operations (e.g. pump stations, reservoir stations, etc.) ....................................................................................... PW-1Maintenance / Fleet Section.......................................................................................................................................................... PW-9Maintenance / Streets ...................................................................................................................................................PW-10 – PW-11Maintenance / Water.....................................................................................................................................................PW-11 – PW-15 Management Files: Reports, Surveys, Collections, etc. ................................................................................................................ CD-4Management Team Meetings (Agendas, Minutes) ........................................................................................................................CM-1 Manuals – OTHER Department .................................................................................................................................................... CW-6Manuals – YOUR Department....................................................................................................................................................... CW-5Maps, Base Maps - Final (Drainage, Grading, Subdivision, Survey, Parcel Maps, Lot Line Adjustments, Utility, Street Light ....... PW-6Marijuana / Cannabis Citations ..................................................................................................................................................... PD-1Marijuana / Cannabis less than 28.5 grams .................................................................................................................................. PD-4 Massage Establishments & Technicians: Background Checks ..................................................................................................... PD-3Massage Permits ....................................................................................................................................................................AS/FIN-9Material Data Safety Sheet (MSDS) / Safety Data Sheets (SDS) / Chemical Use Report Form ..................................................PW-10Material Safety Data Sheets - MSDS ........................................................................................................................................... PW-1Materials Testing Reports - Capital Improvement Projects (CIP): Permanent File....................................................................... PW-5 Medical Records, Personnel "Green" Files .............................................................................................................................. AS/HR-4Medical Release Forms (Given to site provider - Coach, Instructor, etc.) ...................................................................................... CS-3Meeting Minutes - Capital Improvement Projects (CIP): Administration File ................................................................................. PW-4 Meeting Room Registrations......................................................................................................................................................... CW-3Memorandas of Understanding ............................................................................................................................................... AS/HR-3Memorandums.............................................................................................................................................................................. CW-2Memoriums ................................................................................................................................................................................... CC-8Meter Installation & Maintenance ................................................................................................................................................PW-13Military Leave Orders & Confirmations .................................................................................................................................... AS/HR-3 Minutes – City Council Subcommittees ........................................................................................................................................ CW-2Minutes (Redevelopment Agency or Housing Authority) ............................................................................................................... CD-4 Minutes- Library Commission............................................................................................................................................................ L-2Minutes, Boards & Commissions: Citizens Advisory Formed by CITY COUNCIL ........................................................................ CW-1 Minutes: City Council, Community Development Agency ............................................................................................................. CC-7 Miscellaneous Reports.................................................................................................................................................................. CW-2Misdemeanor Citations ................................................................................................................................................................. PD-1 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 19 of 106
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Retention Schedule Index – Menlo Park Page 17 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentMissing Person Police Reports (unsolved) .................................................................................................................................... PD-4 Misuse of Public Funds Police Reports .......................................................................................................................................... PD-4MOU - Memorandas of Understanding .................................................................................................................................... AS/HR-3 MSDS (Material Safety Data Sheets) / SDS (Safety Data Sheets) .............................................................................................. PW-1 MSDS / Safety Data Sheets (SDS) / Chemical Use Report Form ................................................................................................PW-10Municipal Code Administration, Distribution .................................................................................................................................. CC-7Mutual Aid Agreements ................................................................................................................................................................. CC-1NNational Pollutant Discharge Elimination System Program (includes enforcement actions) .......................................................... PW-6Negative Declarations - Capital Improvement Projects (CIP): Permanent File............................................................................. PW-5Negative Declarations, etc. Outside City boundaries .................................................................................................................. CD-5 Negative Declarations, etc. Within City boundaries..................................................................................................................... CD-6Negotiations: Employee Associations .................................................................................................................................... AS/HR-4 Newsletters – OTHER Department ............................................................................................................................................... CW-6Newsletters – YOUR Department.................................................................................................................................................. CW-5Newsletters of Historical Value ...................................................................................................................................................... CS-3NHS Portfolio Files / Portability Files (loans to others, emergency repair loans, appraisals ........................................................... CD-2 Nomination Papers: SUCCESSFUL CANDIDATES ..................................................................................................................... CC-5 Nomination Papers: UNSUCCESSFUL CANDIDATES ................................................................................................................ CC-6 NON-INFRASTRUCTURE Final Specifications and Plans (Curb repairs, Slurry Seals, Street Paving, Tree Trimming ................. PW-7 Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) ....................................AS/FIN-10 Notes ............................................................................................................................................................................................ CW-4Notices – City Council Subcommittees ......................................................................................................................................... CW-2 Notices Prop. 215 proceedings .................................................................................................................................................... CW-5Notices, Boards & Commissions: Citizens Advisory Formed by CITY COUNCIL ........................................................................ CW-1Notices, Construction Notices / Inspection Notices ....................................................................................................................... CD-2Notices, Proof of Publication, Public Hearing Notices (all subjects) ............................................................................................... CC-8 Notices: Proofs of Publications...................................................................................................................................................... CW-5Notices: Public Hearing Notices .................................................................................................................................................... CW-5NPDES - National Pollutant Discharge Elimination System Program (includes enforcement actions) .......................................... PW-6NPDES - Public Information ......................................................................................................................................................... PW-8 NPDES - Water Pollution Prevention Program ............................................................................................................................. PW-9NPDES Reports (e.g. 1/2 year deliverable) .................................................................................................................................PW-13NSF Checks / Adjustments to Customer accounts ................................................................................................................AS/FIN-10 O
Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 20 of 106
Page E-6.38
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Retention Schedule Index – Menlo Park Page 18 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentOASDI, Federal Tax Deposits, Adjustments, etc .....................................................................................................................AS/FIN-6Oaths of Office (required of all "City Officers") ............................................................................................................................... CC-8Obligation Payment Schedules ...............................................................................................................................................AS/FIN-5OES Claims ................................................................................................................................................................................. CW-4Offers of Dedication ..................................................................................................................................................................... PW-1Offers of Dedication (property) ..................................................................................................................................................... PW-6Officer Involved shootings Police Reports...................................................................................................................................... PD-4Officer Recordings: Body-Worn Cameras .................................................................................................................................... PD-3Ordinances ................................................................................................................................................................................... CC-8OSHA Log 200, MSDS (Material Safety Data Sheets) / SDS (Safety Data Sheets) ..................................................................... PW-1OSHA Logs, Inspections & Citations ....................................................................................................................................... AS/HR-4 Overnight Parking Permits ............................................................................................................................................................ PD-3PP.O.s, Travel Expense Reimbursements, Postage, Credit Card Transmittals, Redemption Records ......................................AS/FIN-1Parcel MapsParking Citations ........................................................................................................................................................................... PD-1Parking Permits / Overnight Parking Permits ................................................................................................................................. PD-3Pavement Maintenance Inventory Records - "Deep Lift" or "Skin Patching" (repair) ....................................................................PW-10Pavement Maintenance Inventory Records .................................................................................................................................PW-10Pawn Slips .................................................................................................................................................................................... PD-3Payment Plans for outstanding parking citations received by indigent persons ............................................................................. PD-1Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. ............................................................................AS/FIN-10Payroll Checks (retained by ADP) ...........................................................................................................................................AS/FIN-6Payroll Registers .....................................................................................................................................................................AS/FIN-6Payroll.................................................................................................................................................................... AS/FIN-6 - AS/FIN-7Performers Contracts (Library) ......................................................................................................................................................... L-1Permissions to Receive Copies of Plans (to and from architects) .................................................................................................. CD-2 Permissions: Field Trip, Authorization to give Medicine, etc. ........................................................................................................ CS-1Permit Index / Key – Water .........................................................................................................................................................PW-14Permits, Parking Permits / Overnight Parking Permits ................................................................................................................... PD-3Permits, Tree ............................................................................................................................................................................... PW-8Permits, Truck .............................................................................................................................................................................PW-16Permits: Home Occupation ....................................................................................................................................................AS/FIN-9Permits: Road Work (issued by Others) ....................................................................................................................................PW-13Permits: Taxicabs, Massage, Secondhand, Consignment, Solicitors, etc. ..............................................................................AS/FIN-9 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 21 of 106
Page E-6.39
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Retention Schedule Index – Menlo Park Page 19 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentPERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. ....AS/FIN-6PERS Contract .............................................................................................................................................................................. CC-2Personnel "Green" Files (Medical Records, Workers Compensation, Grievances, DOJ clearances, backgrounds) ................ AS/HR-4 Personnel Action Forms – Personnel Action Forms ................................................................................................................ AS/HR-5Personnel Files (Department-level: Only the Supervisor's Folder should be maintained in the Department) ................................ CW-5 Personnel Files (Includes Appeals Findings, Personnel Action Forms, Retirement Subscriptions ........................................... AS/HR-5 Personnel Rules & Regulations ............................................................................................................................................... AS/HR-5Personnel Work Schedules .......................................................................................................................................................... CW-5Petitions - Dog Parks, Traffic, etc. (submitted to Council on any subject.) .................................................................................... CC-8Petitions (Initiative, Recall or Referendum ..................................................................................................................................... CC-6Photos - Capital Improvement Projects (CIP): Administration File................................................................................................ PW-4Pink Slips - Vehicle & Equipment Ownership & Title ...............................................................................................................AS/FIN-5Plan Drawings (e.g. water, sewer, storm drain, etc.) .................................................................................................................... PW-6Planning Address Files ................................................................................................................................................................. CD-6Planning.............................................................................................................................................................................CD-5 – CD-7 Plans (e.g. Affordable Housing, Redevelopment Implementation Plan) ......................................................................................... CD-4Plans INFRASTRUCTURE (Buildings, Improvement Plans, Park Improvements, etc.) ................................................................ PW-7 Plans NON-INFRASTRUCTURE (Curb repairs, Slurry Seals, Street Paving, Tree Trimming ....................................................... PW-7Police Report Log (for Press - posted on Web) ............................................................................................................................. PD-3Police Report Log (Police only - contains confidential information) ................................................................................................ PD-3 Police Reports: Felonies and Misdemeanors - ALL except those otherwise specifically mentioned in this retention schedule ..... PD-4Police Reports: Homicide, Child Abuse (Substantiated) or Severe Neglect; Bank Robberies, etc. ............................................... PD-4Police Reports: Marijuana / Cannabis less than 28.5 grams ......................................................................................................... PD-4Police Reports: Missing Person Reports (unsolved) ..................................................................................................................... PD-4Police Reports: Sealed ("Factual Innocence") .............................................................................................................................. PD-5Police Reports: Sealed Juvenile Cases ........................................................................................................................................ PD-5 Police Reports: Child Abuse or Neglect Investigation Reports - Unsubstantiated or Inconclusive ................................................. PD-5 Police Reports: Weapons, Lost / Stolen, Serialized, if no activity from date of report and CLETS purge ....................................... PD-5 Policies – OTHER Department...................................................................................................................................................... CW-6Policies – YOUR Department........................................................................................................................................................ CW-5 Policies & Procedures, Council ..................................................................................................................................................... CC-3Policies, Administrative .................................................................................................................................................................CM-1Policy on Discontinuation of Residential Service for Nonpayment .........................................................................................AS/FIN-10Portability Files (loans to others, emergency repair loans, appraisals) .......................................................................................... CD-2Postage, Credit Card Transmittals, Redemption Records .......................................................................................................AS/FIN-1 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 22 of 106
Page E-6.40
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Retention Schedule Index – Menlo Park Page 20 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentPostings, Affidavits of Postings ..................................................................................................................................................... CC-1Potential Claims ........................................................................................................................................................................... PW-1Precinct Maps ............................................................................................................................................................................... CC-6Preliminary Drafts ......................................................................................................................................................................... CW-3Preliminary Studies / Project Assessments (Not Acquired): Title Reports, Environmental Reports, etc. ...................................... PW-6 Presentations / Proclamations ....................................................................................................................................................... CC-8Presentations / Proclamations / Commendations / Memoriums ..................................................................................................... CC-8Press Releases ............................................................................................................................................................................ CW-5Press Releases............................................................................................................................................................................. CW-2Prevailing Wages, Disadvantaged Business Enterprises ............................................................................................................. PW-6 Procedures – OTHER Department................................................................................................................................................ CW-6 Procedures – YOUR Department.................................................................................................................................................. CW-5 Proclamations / Commendations / Memoriums ............................................................................................................................. CC-8Program Files (e.g. Recreation) .................................................................................................................................................... CS-3Program Information: Reports from Housing Assistance Agencies................................................................................................ CD-5 Programs (e.g. Summer Reading) .................................................................................................................................................... L-2Progress meetings - Capital Improvement Projects (CIP): Administration File.............................................................................. PW-4Project Administration - Capital Improvement Projects (CIP): Administration File......................................................................... PW-4Project Administration (Agreements & Contracts) ......................................................................................................................... CW-1Project Assessments (Not Acquired): Title Reports, Environmental Reports, etc. ....................................................................... PW-6 Project Schedules - Capital Improvement Projects (CIP): Administration File .............................................................................. PW-4Projects & Facilities: INFRASTRUCTURE Final Specifications and Plans (Buildings, Improvement Plans, Park Improvements . PW-7Projects (Issues and/or projects will vary over time - e.g. Train Station, Solid Waste, etc.) ............................................................CM-1Projects: NON-INFRASTRUCTURE Final Specifications and Plans (Curb repairs, Slurry Seals, Street Paving, Tree Trimming . PW-7 Promissory Notes .......................................................................................................................................................................... CD-4Proof of Publication, Boards & Commissions: Citizens Advisory Formed by CITY COUNCIL ...................................................... CW-1 Proof of Publication, Public Hearing Notices (all subjects) ............................................................................................................. CC-8Prop. 215 proceedings / Protest Letters, Mailing List, Notices ...................................................................................................... CW-5 Property Acquisition Projects (All): Correspondence, copies of permanent documents, etc. ....................................................... PW-7 Property Address Files .................................................................................................................................................................. CD-6Property Management Plan .....................................................................................................................................................AS/FIN-5Property owned by City (property acquisition & disposition / sale / auction) .................................................................................. CC-3 Proposals – Unsuccessful............................................................................................................................................................. CW-1 Protest Letters, Mailing List, Notices Prop. 215 proceedings ........................................................................................................ CW-5 Public Hearing Notices (all subjects) ............................................................................................................................................. CC-8 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 23 of 106
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Retention Schedule Index – Menlo Park Page 21 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentPublic Hearing Notices.................................................................................................................................................................. CW-5Public Records Requests .............................................................................................................................................................. CC-9Public Records Requests.............................................................................................................................................................. CW-2Public Self Insurer Report (SIP Report) ...................................................................................................................................AS/FIN-5Public Works.....................................................................................................................................................................PW-1 – PW-3Punch Lists - Capital Improvement Projects (CIP): Administration File......................................................................................... PW-4Purchase Orders .....................................................................................................................................................................AS/FIN-5Purchase Orders, Travel Expense Reimbursements, Postage, Credit Card Transmittals, Redemption Records .....................AS/FIN-1QQuarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc ....................................................................AS/FIN-6Questionnaires.............................................................................................................................................................................. CW-6RRadio Communications / Dispatch Tapes, Tape Recordings (CAD) .............................................................................................. PD-5 Rape Police Reports ...................................................................................................................................................................... PD-4Reading Correspondence ............................................................................................................................................................. CW-2Real Estate Appraisal Reports ...................................................................................................................................................... CW-5Real Estate Appraisal Reports: Property NOT purchased ........................................................................................................... PW-1 Real Estate Appraisal Reports: Purchased Property ................................................................................................................... PW-2Real Estate Appraisals - Capital Improvement Projects (CIP): Administration File ....................................................................... PW-4 Real Property owned by City (property acquisition & disposition / sale / auction) .......................................................................... CC-3 Recall Petitions ............................................................................................................................................................................. CC-6Reconciliations, Registers, Treasurer's Reports, Transaction Histories, Balance Sheets, (MONTHLY OR PERIODIC) ..........AS/FIN-5Recorded Documents: Deeds, Easements, Encroachments, etc. ................................................................................................. CC-8 Recordings of Council meetings .................................................................................................................................................... CC-9Recordings of Telephone & Radio Communications / Dispatch Tapes, Tape Recordings (CAD) .................................................. PD-5 Recordings, Audio - Boards, Commissions, & Committees .......................................................................................................... CW-1Recordings, Video - Boards, Commissions, & Committees .......................................................................................................... CW-2Recordings, Video - Department Activity (Employees Performing Work, Cashiering, Building Security, etc ................................. CW-7Recordings, Video - Public Activity (Parks, Public Areas, etc.) ..................................................................................................... CW-8Records Management: Retention Schedules ................................................................................................................................ CC-8 Records Retention Schedules ....................................................................................................................................................... CC-8Recruitment Files / Cal Ops: Brochure, advertisement, unsuccessful applications, selection materials, tests, etc. ................. AS/HR-5Recycling - Construction & Demolition Debris Re-use .................................................................................................................SUS-1Recycling / AB 939 Compliance / Tonnage Reports ....................................................................................................................SUS-1Recycling and Administration ....................................................................................................................................................... PW-9 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 24 of 106
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Retention Schedule Index – Menlo Park Page 22 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentRedemption Records ..............................................................................................................................................................AS/FIN-1Redevelopment Agency Minutes ................................................................................................................................................... CD-4Redevelopment Implementation Plan ............................................................................................................................................ CD-4Redevelopment Projects ............................................................................................................................................................... CD-5Reference Materials: Other Departments...................................................................................................................................... CW-6Reference Materials: Your Departments ....................................................................................................................................... CW-5Referendum Petitions .................................................................................................................................................................... CC-6Refundable and Security Deposits (Charged to developers to cover project fees) ....................................................................... PW-7Refundable Deposits (Building or Planning Permits, etc.) ............................................................................................................ PW-2Registers, Treasurer's Reports, Transaction Histories, Balance Sheets, (MONTHLY OR PERIODIC) ....................................AS/FIN-5Registrants: Sex Offenders – Adults ............................................................................................................................................ PD-6 Registrants: Sex Offenders – Juveniles ........................................................................................................................................ PD-5 Registration Database ................................................................................................................................................................... CS-3Registration Forms and Emergency Cards: Part of Program Files (Includes Hold Harmless) ....................................................... CS-1Registration Forms and Emergency Cards: Part of Program Files (Includes Hold Harmless, Liability, & Waiver Agreements) ..... CS-3 Report (BMR Housing Program, etc.) ........................................................................................................................................... CD-2Report of Annual Discontinuations of Residential Service .....................................................................................................AS/FIN-10 Reports and Studies (Historically Significant)................................................................................................................................ CW-6Reports and Studies (Other than Historically Significant) .............................................................................................................. CW-6Reports from Housing Assistance Agencies .................................................................................................................................. CD-5Reports: Annual State or Federal: State Controller's Report, Street Report, Local Government Compensation Report .........AS/FIN-5 Request for Proposals (Agreements & Contracts)......................................................................................................................... CW-1 Request for Proposals (RFPs) ...................................................................................................................................................... CW-1Requests & Permissions to Receive Copies of Plans (to and from architects) ............................................................................... CD-2Requests for Public Records ......................................................................................................................................................... CC-9Reservoirs Water Level Data Sheets ..........................................................................................................................................PW-14Resignations - Library Commission .................................................................................................................................................. L-2 Resolutions- Library Commission ..................................................................................................................................................... L-2 Resolutions: City Council, Community Development Agency ....................................................................................................... CC-9Resource Files: (ABAG, etc.) ...................................................................................................................................................... PW-7Responses to RFPs (Agreements & Contracts) ............................................................................................................................ CW-1Restraining Orders ........................................................................................................................................................................ PD-6Retention Schedules ..................................................................................................................................................................... CC-8Retirement Agreements (PERS) ................................................................................................................................................... CC-2 Returned Checks ....................................................................................................................................................................AS/FIN-2 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 25 of 106
Page E-6.43
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Retention Schedule Index – Menlo Park Page 23 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentReturned Mail ................................................................................................................................................................................ CD-6RFIs & Responses - Capital Improvement Projects (CIP): Administration File.............................................................................. PW-4 RFPs............................................................................................................................................................................................. CW-1Risk & Resiliency Assessment / Hazard Mitigation Plan ..............................................................................................................PW-14Risk Management ....................................................................................................................................................................AS/FIN-8RMS Database .............................................................................................................................................................................. PD-6Road Work Permits (issued by Others) ......................................................................................................................................PW-13Room Reservations Facility Use Applications (Library) .................................................................................................................... L-1 Roster of Council Members ...........................................................................................................................................................CM-1Routine Correspondence .............................................................................................................................................................. CW-2SSafety Committee ................................................................................................................................................................... AS/HR-5Safety Data Sheets – SDS ........................................................................................................................................................... PW-1Safety Data Sheets (SDS) / Chemical Use Report Form .............................................................................................................PW-10Safety Training (Attendance Rosters, Outlines and Materials) ................................................................................................ AS/HR-6 Safety Training (Not Hazardous Materials) – copies ..................................................................................................................... PW-2Safety Training.............................................................................................................................................................................. CW-7Sale of Property by Private Parties (NOT City property), Including BMR Units .............................................................................. CD-5Sales - Fixed Assets ...............................................................................................................................................................AS/FIN-3Schedule of Infrastructure and Buildings - Fixed Assets ..........................................................................................................AS/FIN-4 Schedules, Detail – Audits .....................................................................................................................................................AS/FIN-1 School District Facility Use Forms ................................................................................................................................................. CS-3SDS - Safety Data Sheet / Chemical Use Report Form ...............................................................................................................PW-10 SDS (Safety Data Sheets) ........................................................................................................................................................... PW-1Sealed Juvenile Cases Police Reports .......................................................................................................................................... PD-5Sealed Police Reports ................................................................................................................................................................... PD-5Secondhand Permits ...............................................................................................................................................................AS/FIN-9Secretary of State Statement of Facts ........................................................................................................................................... CC-9Security Deposits (Charged to developers to cover project fees) ................................................................................................. PW-7 Service Connections ...................................................................................................................................................................PW-14Service Repair Orders CMMS DATABASE ..............................................................................................................................PW-11Service Repair Orders CMMS DATABASE ............................................................................................................................... PW-3Service Repair Orders - All Information Entered in CMMS Database ....................................................................................... PW-3 Service Repair Orders - All Information Entered in CMMS Database ......................................................................................PW-11Service Repair Orders - NOT entered in CMMS Database (or partial information) .................................................................. PW-3 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 26 of 106
Page E-6.44
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Retention Schedule Index – Menlo Park Page 24 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentService Repair Orders - NOT entered in CMMS Database (or partial information) .................................................................PW-11Service Requests / Job Requests / Service Repair Orders CMMS DATABASE ........................................................................ PW-3Service Requests / Job Requests / Service Repair Orders CMMS DATABASE .......................................................................PW-11Service Requests / Job Requests / Service Repair Orders - All Information Entered in CMMS Database ................................ PW-3 Service Requests / Job Requests / Service Repair Orders - All Information Entered in CMMS Database ...............................PW-11Service Requests / Job Requests / Service Repair Orders - NOT entered in CMMS Database (or partial information) ........... PW-3Service Requests / Job Requests / Service Repair Orders - NOT entered in CMMS Database (or partial information) ..........PW-11Sex Offenders Registrants - Adults ............................................................................................................................................... PD-6Sex Offenders Registrants – Juveniles ......................................................................................................................................... PD-5Sexual Assault & Neglect Police Reports....................................................................................................................................... PD-4Shuttles .......................................................................................................................................................................................PW-16Sign-in / Sign-out sheets - Licensed Child Care ............................................................................................................................ CS-1Soil Reports - Capital Improvement Projects (CIP): Administration File........................................................................................ PW-4Soil Reports .................................................................................................................................................................................. CD-2Solicitors Permits ....................................................................................................................................................................AS/FIN-9Solid Waste Recycling and Administration ................................................................................................................................... PW-9Speaker Slips (Requests to Speak at Council Meetings) ............................................................................................................... CC-9 Specific Plans ............................................................................................................................................................................... CD-6Specifications & Addenda - Capital Improvement Projects (CIP): Permanent File........................................................................ PW-5 Specifications and Plans INFRASTRUCTURE (Buildings, Improvement Plans, Park Improvements, etc.) ................................... PW-7Specifications and Plans NON-INFRASTRUCTURE (Curb repairs, Slurry Seals, Street Paving, Tree Trimming ......................... PW-7 Speed Surveys ............................................................................................................................................................................PW-16Speed Surveys ............................................................................................................................................................................. PW-3Staff Files / Employee Certifications - Licensed Child Care ........................................................................................................... CS-1Staff Reports (City Council) – copies ............................................................................................................................................ PW-7 State Board of Equalization (Sales tax reports) .......................................................................................................................AS/FIN-5State Controller's Report .........................................................................................................................................................AS/FIN-5State of California Information Files (CalTrans) ............................................................................................................................ PW-2State or Federal Reports: State Controller's Report, Street Report, Local Government Compensation Report ......................AS/FIN-5Statement of Economic Interests: ALL ELECTRONICALLY FILED .............................................................................................. CC-7Statement of Economic Interests: DESIGNATED EMPLOYEES & CONSULTANTS ................................................................... CC-7Statement of Economic Interests: PUBLIC OFFICIALS / 87200 FILERS ...................................................................................... CC-7 Statement of Facts ........................................................................................................................................................................ CC-9 Storm Drains, Lot Line Adjustments, Parcel Maps, etc. ................................................................................................................ PW-8 Street Report ..........................................................................................................................................................................AS/FIN-5 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 27 of 106
Page E-6.45
Page Number
Retention Schedule Index – Menlo Park Page 25 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentStreet Reports - Audits ............................................................................................................................................................AS/FIN-1Streets ........................................................................................................................................................................................PW-10Streets ..........................................................................................................................................................................PW-10 – PW-11Streets, Intersections ..................................................................................................................................................................PW-15Streets, Storm Drains, Lot Line Adjustments, Parcel Maps, etc. ................................................................................................... PW-8Studies - Capital Improvement Projects (CIP): Administration File ............................................................................................... PW-4 Studies (Historically Significant) .................................................................................................................................................... CW-6Studies (Other than Historically Significant) .................................................................................................................................. CW-6Studies / Project Assessments (Not Acquired): Title Reports, Environmental Reports, etc. ......................................................... PW-6Subcommittees: (AGENDAS, ANNOTATED AGENDAS, MINUTES, NOTICES, CORRESPONDENCE, etc.) ........................... CW-2 Subdivision Agreements ............................................................................................................................................................... CC-2Subdivisions ................................................................................................................................................................................. PW-8Subject Files ................................................................................................................................................................................. CA-1Submittals - Capital Improvement Projects (CIP): Administration File .......................................................................................... PW-4Subpoenas and Subpoena Logs (Police) ...................................................................................................................................... PD-6Subpoenas, Requests for Public Records, Miscellaneous ............................................................................................................. CC-9Successful Grants......................................................................................................................................................................... CW-4Successful Proposal - Capital Improvement Projects (CIP): Administration File ........................................................................... PW-4 Suicide Police Reports................................................................................................................................................................... PD-4Supply Inventories ........................................................................................................................................................................ CW-3Surplused - Fixed Assets ........................................................................................................................................................AS/FIN-3Survey - Capital Improvement Projects (CIP): Administration File................................................................................................ PW-4Survey Information (Legal plats and descriptions, Survey data and maps) ................................................................................... PW-8Surveys (of programs) ................................................................................................................................................................... CS-1Surveys (of programs) ................................................................................................................................................................... CS-2Surveys/Questionnaires................................................................................................................................................................ CW-6Suspect ID Jackets ....................................................................................................................................................................... PD-2Suspect ID Jackets ....................................................................................................................................................................... PD-6Suspicious Deaths Police Reports ................................................................................................................................................. PD-4Sustainability Initiatives (Other)....................................................................................................................................................SUS-1 TTailgates ....................................................................................................................................................................................... CW-7Tax Deposits (Payroll) .............................................................................................................................................................AS/FIN-6Tax Enforcement .....................................................................................................................................................................AS/FIN-9Taxicabs Permits ....................................................................................................................................................................AS/FIN-9 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 28 of 106
Page E-6.46
Page Number
Retention Schedule Index – Menlo Park Page 26 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentTelephone & Radio Communications / Dispatch Tapes, Tape Recordings (CAD) ......................................................................... PD-5 Telephone Messages.................................................................................................................................................................... CW-3Temporary Encroachments (e.g. construction street openings, sidewalk ramps, debris box, etc.) ................................................ PW-5Terminated Police Employees Training (Attendance Rosters, Outlines and Materials) ............................................................ AS/HR-6Test Wells (e.g. Bayfront Park - may be done by private entities) ................................................................................................PW-13 Text Messages.............................................................................................................................................................................. CW-3Thank Yous................................................................................................................................................................................... CW-3Time Sheets / Time Cards .......................................................................................................................................................AS/FIN-7Title Insurance Agreements .......................................................................................................................................................... CC-2Tonnage Reports ........................................................................................................................................................................SUS-1TOT - Accounts Receivable ....................................................................................................................................................AS/FIN-1Traffic Collision Reports (copies of Sheriff's report) ...................................................................................................................... PW-2Traffic Complaints ......................................................................................................................................................................... PD-6Traffic Counts, Summaries, Reports ...........................................................................................................................................PW-15Traffic Counts, Summaries, Reports ............................................................................................................................................ PW-2Traffic Information Files ................................................................................................................................................................ PW-2Traffic Information Files (does not include Accident Reports) ......................................................................................................PW-15Traffic Legends (painting) ...........................................................................................................................................................PW-10Traffic Legends (painting) ...........................................................................................................................................................PW-15Traffic Legends (painting) ............................................................................................................................................................ PW-2Traffic Reports (except those that are historically significant) ......................................................................................................PW-15Traffic Signals: Maintenance, Timing, Signs & Marking installations .......................................................................................... PW-2 Traffic Signals: Maintenance, Timing, Signs & Marking installations .........................................................................................PW-15Traffic Signs ................................................................................................................................................................................PW-10Traffic Speed Surveys .................................................................................................................................................................PW-16Traffic Speed Surveys .................................................................................................................................................................. PW-3Traffic Studies .............................................................................................................................................................................PW-16Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics & Safety & Tailgates)........... CW-7Training - includes Safety Training (Attendance Rosters, Outlines and Materials) ................................................................... AS/HR-6 Training - Terminated Police Employees (Attendance Rosters, Outlines and Materials) ......................................................... AS/HR-6Training Certificates - Ethics Training & Harassment Prevention ............................................................................................ AS/HR-3Training Certificates, Ethics ........................................................................................................................................................... CC-6Training Records (Police)............................................................................................................................................................... PD-6Training, Including Safety Training (Not Hazardous Materials) – copies ....................................................................................... PW-2Train-wrecking Police Reports ....................................................................................................................................................... PD-4 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 29 of 106
Page E-6.47
Page Number
Retention Schedule Index – Menlo Park Page 27 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentTransaction Histories, Balance Sheets, (MONTHLY OR PERIODIC) ......................................................................................AS/FIN-5Transaction Statements ..........................................................................................................................................................AS/FIN-2Transitory Correspondence........................................................................................................................................................... CW-3Transmittal Letters ........................................................................................................................................................................ CW-3Transportation Funding Programs (ISTEA, etc.) .........................................................................................................................PW-16Transportation Plans, Projects & Infrastructure ...........................................................................................................................PW-16Transportation Systems Management Program (TSM) – Shuttles ...............................................................................................PW-16Transportation...............................................................................................................................................................PW-15 – PW-16Travel Expense Reimbursements, Postage, Credit Card Transmittals, Redemption Records .................................................AS/FIN-1 Treason Police Reports.................................................................................................................................................................. PD-4Treasurer's Reports ................................................................................................................................................................AS/FIN-7Treasurer's Reports, Transaction Histories, Balance Sheets, (MONTHLY OR PERIODIC) .....................................................AS/FIN-5Tree Database (West Coast Arborists) ........................................................................................................................................PW-11 Tree Database (West Coast Arborists) ......................................................................................................................................... PW-8Tree Maintenance ........................................................................................................................................................................ PW-8Tree Maps & Plats ....................................................................................................................................................................... PW-8Tree Removal Permits ................................................................................................................................................................. PW-8Truck Permits ..............................................................................................................................................................................PW-16Trustee Statements .................................................................................................................................................................AS/FIN-2UUnalterable media that does not permit additions, deletions, or changes ..................................................................................... CW-7 Unclaimed Mailings (Returned Mail) .............................................................................................................................................. CD-6Undeliverable Envelopes .............................................................................................................................................................. CW-3Underground Service Alerts from Utility Companies "USA's" - (Digging on Property) ................................................................... PW-3 Uniform Building Codes (CBC, UBC, UPC, UEC, etc.) .................................................................................................................. CD-1Unsuccessful Bids or Proposals (Agreements & Contracts) .......................................................................................................... CW-1 Unsuccessful Grants (Applications, Correspondence)................................................................................................................... CW-4Unsuccessful Grants (Applications, Correspondence)................................................................................................................... CW-4USA's - (Digging on Property) ...................................................................................................................................................... PW-3Utilities - Accounts Receivable ................................................................................................................................................AS/FIN-1Utilities ................................................................................................................................................................. AS/FIN-9 - AS/FIN-10Utility Connects / disconnects .................................................................................................................................................AS/FIN-9VVacancies for City Council, Applications ....................................................................................................................................... CC-5Variances, Exemptions (water) ...................................................................................................................................................PW-13 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 30 of 106
Page E-6.48
Page Number
Retention Schedule Index – Menlo Park Page 28 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentVehicle & Equipment Ownership & Title (Pink Slips) ...............................................................................................................AS/FIN-5Vehicle Maintenance History ........................................................................................................................................................ PW-9 Vehicle Maintenance History (Public Works Vehicles only) .......................................................................................................... PW-3Vehicle Service Requests, Inspections, or Work Orders .............................................................................................................. PW-9Vendor Files (All Records and Reports - Includes Invoices, P.O.s, Travel Expense Reimbursements) ...................................AS/FIN-1Video Recordings - Boards, Commissions, & Committees ........................................................................................................... CW-2 Video Recordings - Department Activity (Employees Performing Work, Cashiering, Building Security, etc.) ................................ CW-7 Video Recordings - Public Activity (Parks, Public Areas, etc.) ...................................................................................................... CW-8Video Recordings of Council meetings .......................................................................................................................................... CC-9 Violations, Investigations and Corrective Actions: WATER DISTRIBUTION ...............................................................................PW-13Visitors Logs ................................................................................................................................................................................ CW-3Voice Mails ................................................................................................................................................................................... CW-3Volunteer Applications & Agreements - Unsuccessful Applicants .................................................................................................. CS-4 Volunteer Applications & Agreements ........................................................................................................................................... CS-3Volunteer Applications & Agreements .............................................................................................................................................. L-3Volunteer Applications & Agreements (Child Care Only) ............................................................................................................... CS-2Volunteer Emergency Contact Forms .............................................................................................................................................. L-3Vulnerability Assessment / Emergency Response Plan / Risk & Resiliency Assessment / Hazard Mitigation Plan ......................PW-14 WW-2's .......................................................................................................................................................................................AS/FIN-7W-4 Forms – Personnel Action Forms ..................................................................................................................................... AS/HR-5 W-9s / 1096, etc. .....................................................................................................................................................................AS/FIN-1Waiting List (BMR Purchase or Rental Program) .......................................................................................................................... CD-3Water – General ..........................................................................................................................................................................PW-14 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation .......................................................................AS/FIN-10 Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) ..............AS/FIN-10 Water Billing: NSF Checks / Adjustments to Customer accounts .........................................................................................AS/FIN-10Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. .....................................................AS/FIN-10Water Billing: Policy on Discontinuation of Residential Service for Nonpayment ..................................................................AS/FIN-10 Water Billing: Report of Annual Discontinuations of Residential Service ..............................................................................AS/FIN-10 Water Level Data Sheets – Reservoirs ........................................................................................................................................PW-14Water Meters – Wells ..................................................................................................................................................................PW-15Water Permit Index / Key ............................................................................................................................................................PW-14Water Plans (Various Projects) ...................................................................................................................................................PW-14Water Pollution Prevention Program (NPDES) ............................................................................................................................. PW-9 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 31 of 106
Page E-6.49
Page Number
Retention Schedule Index – Menlo Park Page 29 of 29©1995-2015 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written consentWater Production, Water Meters – Wells .....................................................................................................................................PW-15Water Service Connections .........................................................................................................................................................PW-14Water Suppliers ..........................................................................................................................................................................PW-14Water testing Chemical Reports, includes Bacterial Analysis (Chlorine, Nitrates, etc.) ................................................................PW-12Water ............................................................................................................................................................................PW-11 – PW-15Weapons, Lost / Stolen, Serialized, if no activity from date of report and CLETS purge ................................................................ PD-5Webpages..................................................................................................................................................................................... CW-3Well Logs (e.g. Bayfront Park) ....................................................................................................................................................PW-14Well Measurements, Production: Daily Water Production, Water Meters ...................................................................................PW-15Well Record Books, Graphs, Monitoring ......................................................................................................................................PW-15Wells (e.g. Bayfront Park - may be done by private entities) .......................................................................................................PW-13Wire Transfers ........................................................................................................................................................................AS/FIN-2Work Orders / Service Requests / Job Requests / Service Repair Orders CMMS DATABASE ................................................. PW-3Work Orders / Service Requests / Job Requests / Service Repair Orders - All Information Entered in CMMS Database ......... PW-3Work Orders / Service Requests / Job Requests / Service Repair Orders - NOT entered in CMMS Database (or partial) ........ PW-3Work Orders / Service Requests / Job Requests / Service Repair Orders CMMS DATABASE ................................................PW-11 Work Orders / Service Requests / Job Requests / Service Repair Orders - All Information Entered in CMMS Database ........PW-11Work Orders / Service Requests / Job Requests / Service Repair Orders - NOT entered in CMMS Database (or partial) .......PW-11 Work Schedules ........................................................................................................................................................................... CW-5Workers Compensation Annual & Monthly Reports ................................................................................................................. AS/HR-6Workers Compensation Claims (Employee Accident Reports) ................................................................................................ AS/HR-7Workers Compensation, Joint Powers Insurance Authority Policies ........................................................................................AS/FIN-8Working Files ................................................................................................................................................................................ CW-2Working Papers - Audits .........................................................................................................................................................AS/FIN-1WORM / DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes ................ CW-7 XYZZoning Maps ................................................................................................................................................................................. CD-7Zoning Ordinance Amendments .................................................................................................................................................... CD-7 Adopted: 11/27/2001- Resolution 5351
Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 32 of 106
Page E-6.50
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
City Clerk CW-001
Agreements & Contracts - Forward ALL originals to City Clerk, a copy to Finance Upon
Completion
Upon
Completion
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD GC §34090.7
Lead Dept. CW-002
Agreements & Contracts: ADMINISTRATIVE RECORDS (Correspondence, Insurance Certificates, Project Administration, RFPs, Schedules, etc.) Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD 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 §§336(a), 337 et. seq., GC§34090 Lead Dept. CW-003 Agreements & Contracts: Unsuccessful bids Bid Opening +2 years Bid Opening +2 years Ppr City records are a minimum of 2 years; Special Districts are required to keep public works unaccepted bids for 2 years; GC §§34090, 34090.1 Lead Dept. CW-004
Boards & Commissions: Citizens Advisory Formed by CITY COUNCIL (AGENDAS, NOTICES, PROOF OF PUBLICATION, etc.) 2 years 2 years Mag, Ppr GC §34090
Lead Dept. CW-005
Boards & Commissions: Citizens Advisory Formed by CITY COUNCIL (MINUTES) PP Yes
Mag,
Mfr, OD,
Ppr
S Yes: After 2 years GC §34090
Staffing
Dept. CW-006
Boards, Commissions, & Committees: AUDIO RECORDINGS of Meetings 6 months 6 months Tape (Mag) City preference; Only required for 30 days; GC §54953.5(b) CITY OF MENLO PARK, CA ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 33 of 106
Page E-6.51
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Staffing
Dept. CW-007
Boards, Commissions, & Committees: VIDEO RECORDINGS of meetings (ALL) Indefinite Indefinite Tape (Mag)
City preference (stored in Granicus database); Video recordings are only required for 90 days; GC §34090.7 Staffing
Depart. CW-008
City Council Subcommittees: (AGENDAS, ANNOTATED AGENDAS, MINUTES, NOTICES, CORRESPONDENCE, etc.) 2 years 2 years Mag, Ppr
All recommendations are given to full Council for action; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Lead Dept. CW-009 Committees: Internal attended by employees 2 years 2 years Mag, Ppr GC §34090Lead Dept. CW-010 Complaints / Service Orders (operational) 3 years 3 years Mag Ppr 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 CW-011 Copies or duplicates of any record
When No
Longer
Required
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives
the City's
Original
Document
CW-012
Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business)(e .g. Administrative, Chronological, General Files, Letters, Memorandums, Miscellaneous Reports, Reading, Working Files, etc.) 2 years 2 years Mag, Ppr GC §34090
CITY OF MENLO PARK, CA ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 34 of 106
Page E-6.52
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits 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-013
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 or social media posting, invitations, instant messaging, logs, mailing lists, meeting room registrations, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are filed and retained based upon their CONTENT. E-mails, electronic records, or social media postings 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 outside the e-mail system by printing themout and placing them in a filefolder, or saving themelectronically, and retaining themfor the retention period, basedupon the content of the record. Ifnot mentioned here, consult theTown Attorney to determine if arecord is considered transitory /preliminary draft. GC §34090,GC §6252; 64 Ops. Cal. Atty.Gen. 317 (1981)); City of SanJose v. Superior Court (Smith).S218066. Supreme Court ofCalifornia, 2017 CITY OF MENLO PARK, CA ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 35 of 106
Page E-6.53
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-014
Drafts & Notes: Drafts that are revised (retain final version), Telephone messages, etc.

When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Clerk to determine if a record is considered a draft. GC §34090, GC §6252 Lead Dept. CW-015
Grants / CDBG / Reimbursable Claims / FEMA or OES Reimbursement Claims (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance 2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

When
Inactive
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 200.333; 24 CFR 91.105(h), 92.505, & 570.502(a), 29 CFR 97.42; OMB Circular A-133; GC §34090; GC §8546.7 Lead Dept. CW-016 Grants (UNSUCCESSFUL Applications, Correspondence) 2 years 2 years Mag, Ppr GC §34090Lead Dept. CW-017 Insurance Certificates for Vendors / Agreements (e.g. A & C Insurance Certificates, General liability, workers compensation, errors and omissions, auto - required to do business with the City) Expiration +
10 years
Expiration +
10 years
Yes: Before
Expiration Ppr
Departments are responsible for ensuring their contractors maintain appropriate insurance; Covers all statute of limitations; CCP §§337., 337.1(a), 337.15GC §34090 CITY OF MENLO PARK, CA ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 36 of 106
Page E-6.54
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Staffing
Depart. CW-018 Notices: Public Hearing Notices 2 years 2 years Mag, Ppr Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090 Human
Resources CW-019
Personnel Files (Department-level: Only the Supervisor's Folder should be maintained in the Department) Transfer to
Human
Resources
When
Separated
Transfer to
Human
Resources
When
Separated
Before
Separation
Mag,
Ppr
Ensure records kept in Department files comply with City policy; Originals are maintained by Personnel; State & Federal laws require 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946,34090 Lead Dept. CW-020 Personnel Work Schedules 2 years 2 years Mag, Ppr GC §34090Lead Dept. CW-021 Press Releases 2 years 2 years Mag, Ppr GC §34090Lead Dept. CW-022 Prop. 218 proceedings / Protest Letters, Mailing List, Notices 2 years 2 years Ppr GC §53753(e)(2)Lead Dept. CW-023 Real Estate Appraisal Reports: Property NOT purchased 2 years 2 years Mag, Ppr Statewide Guidelines show 2 years; GC §§34090, 6254(h)Lead Dept. CW-024 Real Estate Appraisal Reports: Purchased Property 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After Inactive Consistent with other Financial records; time is sufficient to establish tax increment, if applicable; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Lead Dept. CW-025
Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & Reports: Produced by YOUR Department Minimum of
2 years
Minimum of
2 years
Mag,
Ppr GC §34090
CITY OF MENLO PARK, CA ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 37 of 106
Page E-6.55
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-026
Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & Reports: Produced by OTHER Departments When
Superseded
or No
Longer
Required
When
Superseded,
or No
Longer
Required
Mag,
Ppr Copies; GC §34090.7
Lead Dept. CW-027
Reports and Studies (other than Historically significant reports - e.g. Department Annual Reports,Customer Service Reports, etc.) 2 years 2 years Mag, Ppr Statewide guidelines propose 2 years; If historically significant, retain permanently; GC §34090 Lead Dept. CW-028 Reports and Studies (Historically significant) 10 years P P Mag, Mfr, OD, Ppr S/I Yes: After 10 years Administratively and Historically significant, therefore retained permanently; GC §34090Lead Dept. CW-029 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 2 years Mag, Ppr GC §34090
CITY OF MENLO PARK, CA ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 38 of 106
Page E-6.56
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-030
Training - ALL COURSE RECORDS(Attendance Rosters, Outlines and Materials; includes Ethics Training, Harassment Prevention, Safety Training & Tailgate Training Meetings) 2 years 5 years 7 years
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD
Department preference; Ethics 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 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 16202.31; LC §6429(c); GC §§12946, 34090, 53235.2(b);53237.2(b) Lead Dept. CW-031
WORM / DVD-r / CD-r / Blue RayR or other unalterable media that does not permit additions, deletions, or changes
PP OD
For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); GC 60200, 12168.7, EVC 1550, 2 CCR 22620 et seq..

Lead Dept. CW-032
Video Recordings - Department Activity (Employees Performing Work, Cashiering, Building Security, etc.) See City Clerk's schedule for City Council Video Recordings 1 year 1 year
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Does not record regular ongoing operations of the City; GC §34090.6 et seq.

CITY OF MENLO PARK, CA ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 39 of 106
Page E-6.57
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-033
Video Recordings - Public Activity (Parks, Public Areas, etc.)See City Clerk's schedule for City Council Video Recordings When No
Longer
Required
When No
Longer
Requires
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Does not record regular ongoing operations of the City; GC §34090.6 et seq.

CITY OF MENLO PARK, CA ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 40 of 106
Page E-6.58
Ver. 4.0 RECORDS RETENTION SCHEDULE - ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-1 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE / ACCOUNTING
Admin.

Services /
Finance
FIN-001 1099's / W-9s / 1096, etc. 2 years 3 years 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; Published articles show permanent; Other city shows permanent; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 Admin.

Services /
Finance
FIN-002
Accounts Payable / Vendor Files (All Records and Reports - Includes Invoices, P.O.s (Purchase Orders), Travel Expense Reimbursements, Postage, Credit Card Transmittals, Redemption Records, etc.) 2 years 3 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; other cities show 7 -10 years; GC §34090 Admin.

Services /
Finance
FIN-003
Accounts Receivable (All Records and Reports, including Housing loans, Utilities, Business Licenses, TOT, etc.) 2 years 3 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; other cities show 7 -10 years; GC §34090 Admin.

Services /
Finance
FIN-006 Audit Management Letters (not CAFR) PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin.

Services /
Finance
FIN-007
Audits - Working Papers, Confirmation Letters, Schedules, Detail, Street Reports, Gas Tax Audits 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; Longer than 2 years for auditing purposes; GC §34090 Admin.

Services /
Finance
Audits (Consolidated Annual Financial Report) 2 years P P Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 41 of 106
Page E-6.59
Ver. 4.0 RECORDS RETENTION SCHEDULE - ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-2 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Finance
FIN-008
Bank Reconciliation & Statements (includes housing and loan bond statements), Trustee Statements, Transaction Statements, Wire Transfers, Check Listing Audit Trail, Deposits, Returned Checks 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
For auditing purposes; Published articles show 3 - 4 years; Other cities show 7 - 10 years; GC §34090, 26 CFR 1.6001-1 Admin.

Services /
Finance
FIN-009
Bond Binders (issuing documents) See Bank Statements for statement retention.

Fully
Defeased 10 years
Fully
Defeased +
10 years
Yes: Until
Maturity
Mag,
Ppr
Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336, 337.5(2); 26 CFR 1.6001-1(e): GC §43900 et seq.

Admin.

Services /
Finance
FIN-011 Check Registers 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Statute of Limitations is 4 years; statewide guidelines propose Audit + 2 years; GC §34090, CCP § 337 Admin.

Services /
Finance
FIN-012 Checks - Canceled (Cashed) or Voided 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Admin.

Services /
Finance
FIN-013 Comprehensive Annual Financial Report (CAFR) PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; City Clerk retains original permanently; statewide guidelines propose 7 years; Other city shows 7 years; GC §34090.7 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 42 of 106
Page E-6.60
Ver. 4.0 RECORDS RETENTION SCHEDULE - ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-3 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Finance
FIN-014 Deposits, Daily Cash Reports & Cash Receipts 2 years 3 years 5 years Mag, Ppr Department Preference; Published articles show 3 - 6 years; Other city shows permanent; GC §34090 Admin.

Services /
Finance
FIN-015 Depreciation Schedules 2 years P P Mag, Ppr S / I Yes: After QC & OD Published articles show 7 years after disposal; GC §34090 Admin.

Services /
Finance
FIN-016 Escheat (Unclaimed property or money) 5 years 5 years Mag, Ppr Department preference; Meets municipal government auditing standards; Statute of Limitations is 1 year for seized property; CCP §340(4); GC §34090 Admin.

Services /
Finance
FIN-017 FEMA Reimbursement Records 2 years
After
Federal
Audit, if
required -
Minimum 5
years
After
Federal
Audit, if
required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Consistent with other grants; 2 CFR 200.333; 24 CFR 570.502(b), 29 CFR 97.42, GC §34090 Admin.

Services /
Finance
FIN-018 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Admin.

Services /
Finance
FIN-019 Fixed Assets - Auction / Disposal / Sales / Surplused 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Consistent with Accounts Receivable; Statute of limitations is 3 years; statewide guidelines propose 2 - 4 years; published articles show 3 - 6 years; GC §34090, CCP §337 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 43 of 106
Page E-6.61
Ver. 4.0 RECORDS RETENTION SCHEDULE - ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-4 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Finance
FIN-020 Fixed Assets - Inventory, Schedule of Infrastructure and Buildings PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Includes permanent assets; GC §34090 Admin.

Services /
Finance
FIN-021 Grants (Financial Reports) 2 years
After
Federal
Audit, if
required -
Minimum 5
years
After
Federal
Audit, if
required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Meets auditing standards; 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 200.333; 24 CFR 91.105(h), 92.505, & 570.502(a), 29 CFR 97.42; OMB Circular A-133; GC §34090 Admin.

Services /
Finance
FIN-022 Housing Loan Agreements and Documents (Rehab, BMR, etc,) Loan Payoff + 4 years Loan Payoff + 4 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statewide guidelines propose audit + 4 years for accounts receivable; Published articles show 3 - 7 years; GC §34090 Admin.

Services /
Finance
FIN-023 Investments / Bonds / Arbitrage (Direct Investments) 2 years Disposal + 7 years Disposal + 7 years Yes: Until Disposal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Published articles show disposal + 7 years for security brokerage slips; other cities show audit + 7 -10 years; statewide guidelines propose permanent; Bond destruction must be approved by Council; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900 Admin.

Services /
Finance
FIN-025 Journal Entries 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; Statute of Limitations is 4 years; Published articles show 6-7 years; GC §34090, CCP §337 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 44 of 106
Page E-6.62
Ver. 4.0 RECORDS RETENTION SCHEDULE - ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-5 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Finance
FIN-026
Journals, Ledgers, Reconciliations, Registers, Treasurer's Reports, Transaction Histories, Balance Sheets, Budget Adjustments (MONTHLY OR PERIODIC) 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; Published articles show 3 - 6 years; statewide guidelines propose 2 years; GC §34090 Admin.

Services /
Finance
FIN-027 Purchase Orders 2 years 3 years 5 years Yes: Until Paid Mag, Ppr Consistent with Accounts Payable; Published articles show 3 years; Statute of Limitations is 4 years; Other city shows permanent; GC §34090, CCP §337 Admin.

Services /
Finance
FIN-028 State Board of Equalization (Sales tax reports) 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the Public; consistent with Accounts Payable; GC §34090 Admin.

Services /
Finance
FIN-029
Reports: Annual State or Federal: State Controller's Report, Street Report, Local Government Compensation Report, Property Management Plan, Obligation Payment Schedules, Due Diligence Reviews, Gas Tax, MOE (Maintenance of Effort) Report, Fixed Charge Special Assessment Report, Public Self Insurer Report (SIP Report) Housing Successor Agency Housing Assets Fund Report etc. 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; Meets Auditing Standards; GC §34090 Admin.

Services /
Finance
FIN-030 Vehicle & Equipment Ownership & Title (Pink Slips) Until Disposal Until Disposal Yes Mag, Mfr, OD, Ppr S / I No Transfer to new owner; GC §34090

PAYROLL
CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 45 of 106
Page E-6.63
Ver. 4.0 RECORDS RETENTION SCHEDULE - ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-6 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Payroll
FIN-031
DE-6, DE-7, DE-9, W-3, & DE-166, 941 Forms, PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; IRS: 4 years after tax is due or paid; Ca. FTB: 3 years; Published articles show permanent; Other city shows permanent; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 Admin.

Services /
Payroll
FIN-032
Deferred Compensation Statements (Provider information, guides, prospectus, etc.) 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Consistent with proposed statewide guidelines; published articles for bank statements show 4 -7 years; GC §34090, 26 CFR 16001.1 Admin.

Services /
Payroll
FIN-033 Payroll Checks (retained by ADP) 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Admin.

Services /
Payroll
FIN-034 Payroll Registers 2 years 3 years 5 years
Mag,
OD, Mfr,
Ppr
S / I Yes: After QC & OD
Consistent with periodic journals & reports; Published articles show 3 -10 years; Other Cities have adopted 8 - 20 years; statewide guidelines propose Permanent; 29CFR 516.5 - 516.6, GC §34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 46 of 106
Page E-6.64
Ver. 4.0 RECORDS RETENTION SCHEDULE - ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-7 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Payroll
FIN-035 Time Sheets / Time Cards 2 years 3 years 5 years Yes: Until Paid Mag, OD, Mfr, Ppr S / I Yes: After QC & OD Department Preference; statewide guidelines propose audit + 7 years; IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Published articles show 4 -10 years; Other cities show 2 - 20 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); GC §34090 Admin.

Services /
Payroll
FIN-036 W-2's 5 years 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; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6,29USC 436, GC §34090

BUDGETING
Admin.

Services /
Budgeting
FIN-038
Budget Hearing and/or Review - Working Files (Development Documents & Proposed Budget) When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Drafts; GC §34090.7
Admin.

Services /
Budgeting
FIN-039 Budget Transfer Requests & Journals 2 years 3 years 5 years Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; longer for administrative value; GC §34090.7 Admin.

Services /
Budgeting
FIN-040 Budgets - Adopted P P
Yes:

Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; Must be filed with County Auditor; GC §34090, 40802, 53901 Admin.

Services /
Budgeting
FIN-041 Treasurer's Reports 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; Consistent with periodic reports; Published articles show 3 - 6 years; statewide guidelines propose 2 years; GC §34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 47 of 106
Page E-6.65
Ver. 4.0 RECORDS RETENTION SCHEDULE - ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-8 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

RISK MANAGEMENT
Admin.

Services /
Risk
Manage
FIN-042 Accident / Incident Reports that Don't result in a Claim 2 years 2 years Yes Mag, Mfr, OD, Ppr S No GC §34090 Admin.

Services /
Risk
Manage
FIN-043 Claims (See City Attorney for Litigation) Settle + 5 years Settle + 5 years Yes: Until Settlement Mag, Mfr, OD, Ppr S Yes: After Settled Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers within 5 years; Statute of Limitations for contracts is 4 years; wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5 Admin.

Services /
Risk
Manage
FIN-044
Insurance Policies, Bonds & Certificates (City-owned): Liability (General & Public), Workers Compensation, Joint Powers Insurance Authority P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes:

After
Expiration
For protection from litigation; GC §34090
Admin.

Services /
Risk
Manage
FIN-045
Insurance Policies, Bonds & Certificates (City-owned): Fire, Life, Marine, Glass, Damage, etc.

Expiration +
10 years
Expiration +
10 years
Yes: Until
Expiration
Mag,
Mfr, OD,
Ppr
S
Yes:

After
Expiration
Department Preference for policies that do not involve liability; GC §34090 Admin.

Services /
Risk
Manage
FIN-046 Insurance: Loss Runs (from Insurance Carrier) 5 years 5 years Mag, Ppr Protection from litigation; GC §34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 48 of 106
Page E-6.66
Ver. 4.0 RECORDS RETENTION SCHEDULE - ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-9 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

TAX ENFORCEMENT
Public
Works FIN-047
Assessment District Projects (Maps, Diagrams, Spreadsheets, Improvement Plans - e.g. landscape, sidewalk) (Accounting / Payment Administration Records) Payoff of
District + 5
years
Payoff of
District + 5
years
Yes: Until
Payoff
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Department preference; Covers auditing standards; Public Works Maintains original Diagrams and Improvement Plans; GC §34090.7 Admin.

Services /
Tax
Enforce.

FIN-048
Business License Applications, Renewals, Notices, Audits, Register and Certificates 2 years 3 years 5 years Yes: Until Expiration Ppr Consistent with proposed statewide guidelines; Other cities show 5 - 7 years; GC §34090 Admin.

Services /
Tax
Enforce.

FIN-049 Permits: Home Occupation P P
Mag,
Mfr, OD,
Ppr
S / I No Difficult to determine when occupation ceases; GC §34090 Admin.

Services /
Tax
Enforce.

FIN-050
Permits: Taxicabs, Massage, Secondhand, Consignment, Solicitors, etc. 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I No
Sheriff maintains copy; consistent with Accounts Receivable; GC §34090 UTILITIES - Meter Reading, Billing and Collection is Contracted Out Admin.

Services /
Utilities
FIN-051 Applications (Utility Connects / disconnects) PP Mag, Ppr, Mfr, OD S Yes: After QC & OD Department Preference; GC §34090 Admin.

Services /
Utilities
FIN-052
Billing Records - Monthly (customer name, service address, meter reading, usage, payments, receipts) 2 years 3 years 5 years
Yes:

When
Account
Open
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Consistent with Accounts Receivable; GC §34090
Admin.

Services /
Utilities
FIN-053 Customer Accounts (Closed) 3 years after terminated 3 years after terminated Mag, Ppr, Mfr, OD S Yes: After QC & OD Department preference; Published articles show 7 years for customer ledgers; GC §34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 49 of 106
Page E-6.67
Ver. 4.0 RECORDS RETENTION SCHEDULE - ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-10 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Utilities
FIN-054
Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final
Decision + 2
years
Final
Decision + 2
years
Mag,
Ppr,
Mfr, OD
S
Yes:

After QC
& OD
Documented or attached to Customer Record in database GC §34090; H&S §116908 Admin.

Services /
Utilities
FIN-055
Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) When No
Longer
Required
When No
Longer
Required
Mag,
Ppr,
Mfr, OD
S
Yes:

After QC
& OD
Documented or attached to Customer Record in database GC §34090; H&S §116908 Admin.

Services /
Utilities
FIN-056 Water Billing: NSF Checks / Adjustments to Customer accounts When No Longer Required When No Longer Required Mag, Ppr, Mfr, OD S Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Admin.

Services /
Utilities
FIN-057
Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc.

Expiration or
Completion
of Payment
Plan
Expiration or
Completion
of Payment
Plan
Mag,
Ppr,
Mfr, OD
S
Yes:

After QC
& OD
Documented or attached to Customer Record in database GC §34090; H&S §116910 Admin.

Services /
Utilities
FIN-058
Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When
Superseded -
Minimum 2
years
When
Superseded;
Minimum 2
years
Mag,
Ppr,
Mfr, OD
S
Yes:

After QC
& OD
Must post to Website; H&S §116906; GC §34090
Admin.

Services /
Utilities
FIN-059
Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2
years
Minimum 2
years
Mag,
Ppr,
Mfr, OD
S
Yes:

After QC
& OD
Must post to Website; H&S §116918; GC §34090
CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 50 of 106
Page E-6.68
Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page AS/HR-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HUMAN RESOURCES
Admin.

Services /
Human
Resources
HR-001 Applications for Employment: Solicited, but candidates not hired 6 months 2 1/2 years 3 years Ppr EEOC / FLSA / ADEA (Age) requires 3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(a)(5) and (6), 8 CCR §11040.7( c), GC §§12946, 34090 Admin.

Services /
Human
Resources
HR-002 Background Files - Employees, Volunteers & Reservists Transferred
from Police
upon
Termination
20 years, or Termination
of Benefits
+ 5 years,
Whichever
is Longer
Separation +
30 years, or
Termination of
Benefits 5
years,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Department Preference to match the Personnel File Retention; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR 11013(c), 8 CCR §11040.7(C), GC §§12946,GC§34090 Admin.

Services /
Human
Resources
HR-003 Classification Studies and Salary Surveys Minimum 2 years Minimum 2 years Mag, Ppr Department preference; GC §34090 Admin.

Services /
Human
Resources
HR-004 Department of Fair Employment & Housing (DFEH or EEOC) Claims Final Disposition + 2 years Final Disposition + 2 years Mag, Ppr All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 51 of 106
Page E-6.69
Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page AS/HR-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Human
Resources
HR-005
DMV Pull Notices - WITH Suspension of a driver’s license or DUI When
Superseded
or
Upon
Separation
When
Superseded
or
Upon
Separation
Mag,
Ppr
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 Admin.

Services /
Human
Resources
HR-006 Drug & Alcohol Testing 3 years 2 years 5 years Ppr D.O.T. Requires 5 years forpositive tests, 1 year for negativetests; EEOC/FLSA/ADEA (Age)requires 3 years physicalexaminations; State Law requires2 years; 29 CFR 1672.3(b)(v), GC§§12946, 34090, 49 CFR 655.71et seq.; 49 CFR 382.401 et seq;49 CFR 653.71 et seq.

Admin.

Services /
Human
Resources
HR-007 EEO-4 Reports 2 years 2 years Mag, Ppr
EEOC / FLSA has not adopted retention requirements; California allows substitution of EEO-4 reports for CEIR (2 year retention); 29 CFR 1602.12, 2 CCR §11013(c) 7287.0, GC §34090 Admin.

Services /
Human
Resources
HR-008 Employee Assistance Program (Annual Reports, etc.) 2 years 2 years Mag, Ppr GC § 34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 52 of 106
Page E-6.70
Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page AS/HR-3 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Human
Resources
HR-009 I-9s Separation + 3 years Separation + 3 years
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; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 34090 Admin.

Services /
Human
Resources
HR-010
Ethics Training & Harassment Prevention Training Certificates - All Required Filers 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
GC §53235.2(b); GC §53237.2(b);GC §34090
Admin.

Services /
Human
Resources
HR-011 Insurance Plans (Health, Dental, Vision, etc.) Plan Termination + 2 years Plan Termination + 2 years Mag, Ppr EEOC / FLSA requires 1 year after plan termination; State requires 2 years after action; 29 CFR 1627.3(b)(2), GC §§12946, 34090 Admin.

Services /
Human
Resources
HR-012 Memorandas of Understanding P P
Yes: Until
Supersede
d
Mag,
Mfr, OD,
Ppr
S/I No
Department Preference; EEOC / FLSA requires 3 years for MOUs; State requires 2 years; 29 CFR 516.5, GC §§12946, 34090 Admin.

Services /
Human
Resources
HR-013 Military Leave Orders & Confirmations 2 years 2 years Mag, Ppr GC §34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 53 of 106
Page E-6.71
Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page AS/HR-4 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Human
Resources
HR-014 Negotiations: Employee Associations Superseded + 10 years Superseded + 10 years Mag, Mfr, OD, Ppr S/I Yes: When Inactive Department Preference; For use in interpreting intent of MOU provisions; EEOC / FLSA requires 3 years for MOUs; State requires 2 years; statewide guidelines propose permanent; 29 CFR 516.5, GC §§12946, 34090 Admin.

Services /
Human
Resources
HR-015 OSHA Logs, Inspections & Citations 5 years 5 years Mag, Ppr OSHA requires 5 years; Calif. Labor Division is required to keep their records 7 years; State law requires 2 years; 8 CCR §3203(b)(1), GC §34090; LC§6429c; OMB 1220-029 Admin.

Services /
Human
Resources
HR-016
Personnel "Green" Files (Medical Records, Workers Compensation, Grievances, DOJ clearances, backgrounds & fingerprints) Separation +
1 year
29 years, or Termination
of Benefits
+ 5 years,
Whichever
is Longer
Separation +
30 years, or
Termination of
Benefits 5
years,
Whichever is
Longer
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S
Yes: After
Separatio
n + 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., GC §§12946,34090; 29 CFR 1910.1020(d)(1)(i);29 CFR 1627.3 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 54 of 106
Page E-6.72
Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page AS/HR-5 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Human
Resources
HR-017
Personnel Files (Includes Appeals Findings, Personnel Action Forms, Retirement Subscriptions, Form 1095-C (Employer-Provided Health Insurance Offer and Coverage) W4 Forms - Excludes Medical Records) Separation +
1 year
29 years, or Termination
of Benefits
+ 5 years,
Whichever
is Longer
Separation +
30 years, or
Termination of
Benefits 5
years,
Whichever is
Longer
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S
Yes: After
Separatio
n
Department Preference; 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 1602.14; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 34090; 29 USC 1113, LC §1198.5; GC §3105 Admin.

Services /
Human
Resources
HR-018 Personnel Rules & Regulations Superseded + 10 years Superseded + 10 years Yes: Until Supersede d Mag, Ppr Department Preference; GC §§ 12946, 34090 Admin.

Services /
Human
Resources
HR-019
Recruitment Files / Cal Ops: Brochure, advertisement, unsuccessful applications, selection materials, tests, etc. 3 years 3 years Mag, Ppr
Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR 11013(c); 8 CCR §11040.7(c), GC §§12946, 34090 Admin.

Services /
Human
Resources
HR-020 Safety Committee 5 years 5 years Mag, Ppr
OSHA requires 5 years; 8 CCR §3203(b)(1), GC §34090; LC§6429c; OMB 1220-029 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 55 of 106
Page E-6.73
Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page AS/HR-6 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Human
Resources
HR-021
Training - includes Safety Training (Attendance Rosters, Outlines and Materials) 2 years 5 years 7 years
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Department preference; Ethics 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 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 16202.31; LC §6429(c); GC §§12946, 34090,53235.2(b); 53237.2(b) Admin.

Services /
Human
Resources
HR-022
Training - Terminated Police Employees (Attendance Rosters, Outlines and Materials) Transferred
from Police
upon
Separation
Separation +
7 years
Separation +
7 years
Mag,
Mfr, OD,
Ppr
S
Yes:

Services /
Human
Resources
HR-023 Workers Compensation Annual & Monthly Reports 2 years 3 years 5 years Mag, Mfr, OD, Ppr S/I Yes: When Inactive Consistent with Accounts Payable; Published articles show 3 - 6 years; Other cities show 7 - 10 years; GC §34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 56 of 106
Page E-6.74
Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES Page AS/HR-7 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Admin.

Services /
Human
Resources
HR-024 Workers Compensation Claims (Employee Accident Reports) Close or Settlement + 2 years 28 years, or Termination
of Benefits,
Whichever
is Longer, or
Death of
Employee
Separation +
30 years, or
Termination of
Benefits,
Whichever is
Longer, or
Death of
Employee
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S
Yes: After
Separatio
n + 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., GC §§12946,34090; 29 CFR 1910.1020(d)(1)(i);29 CFR 1627.3 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 57 of 106
Page E-6.75
Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / INFORMATION TECHNOLOGY Page AS/IT-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

INFORMATION TECHNOLOGY
Admin.

Services /
Information
Technology
IT-001 Backups - DAILY - Network, All Files on Shared Drives (includes e-mail) When No Longer Required When No Longer Required Yes Mag.

Department preference; Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq.

Admin.

Services /
Information
Technology
IT-002
Backups - MONTHLY or QUARTERLY - Network, All Files on Shared Drives (excludes e-mail) When No
Longer
Required
When No
Longer
Required
Yes Mag.

Department preference; 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.

CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 58 of 106
Page E-6.76
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY ATTORNEY
City
Attorney CA-001 Legal Opinions (Formal) 5 years P P
Mag,
Mfr, OD,
Ppr
S
Yes:

After
Inactive
City Clerk also maintains copies; Statewide guidelines propose superseded + 2 years; GC §34090 City
Attorney CA-002 Litigation Files / Legal Case Files
Settlement
or Final
Judgment /
Appeal
Exhaustion
+ 1 year
4 years
Settlement
or Final
Judgment /
Appeal
Exhaustion
+ 5 years
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S
Yes:

After
Inactive
Statute of Limitations runs 6 months - 5 years; for contracts is 4 years; wrongful death for construction is completion + 5 years; Civil Courts retain their records for 10 years; CCP §§ 337 et seq.; GC §34090, 34090.6, 68150; PC §832.5 City
Attorney CA-003 Subject Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required
Minimum 2
years
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S
Yes:

After
Inactive
Statute of Limitations runs 6 months - 5 years; for contracts is 4 years; wrongful death for construction is completion + 5 years; Civil Courts retain their records for 10 years; CCP §§ 337 et seq.; GC §34090, 34090.6, 68150; PC §832.5 CITY OF MENLO PARK, CA ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 59 of 106
Page E-6.77
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY CLERK
City Clerk CC-001 Affidavits of Postings 2 years 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1)City Clerk CC-002 Agenda Packets: City Council, Community Development Agency, (excluding petitions to City Council and speaker cards) 1 year P P
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Retained for administrative value; GC §34090 City Clerk CC-003
Agreements & Contracts ALL,
whether Approved by Council or not: INFRASTRUCTURE: Buildings, bridges, park improvements, reservoirs, sewers, sidewalks, street & alley improvements, utilities, water. Exceptions: Demolitions, landscaping, street paving
Completion
+ 2 years PP
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S Yes: After Inactive
All infrastructure, JPAs, & Mutual Aid contracts are permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337, 337.1(a), 337.15, 343; GC§34090, Contractor has retentionrequirements in 48 CFR 4.703 City Clerk CC-004
Agreements & Contracts Approved by Council: Mutual Aid, Joint Powers (JPAs) Superseded
+ 2 years PP
Yes:

Before
Expiration
Mag,
Mfr, OD,
Ppr
S No
Administrative & legal value (Emergency Preparedness), GC §34090 City Clerk CC-005
Agreements & Contracts ALL,
whether Approved by Council or not: NON-INFRASTRUCTURE:

Consultants, Landscaping, Slurry Seals / Repaving, Tree Trimming, Leases, Professional Services, (Not Infrastructure projects) Completion
+ 2 years 3 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: After Inactive See above. Statewide guidelines propose completion + 5 years for non-capital improvement contracts & completion + 4 years for transportation and concessionaire agreements.

CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 60 of 106
Page E-6.78
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-006
Agreements & Contracts Approved by Council: Retirement Agreements (PERS) 2 years P P
Yes:

Before
Expiration
Mag,
Mfr, OD,
Ppr
S No
EEOC / ADEA (Age) requires 1 year after benefit plan termination; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); GC §§12946, 34090 City Clerk CC-007
Agreements & Contracts Approved by Council: Land Use, Subdivisions, etc. 2 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No Land Records; GC §34090
City Clerk CC-008
Agreements & Contracts Approved by Council: Title Insurance, Land Records 2 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No GC §34090
City Clerk CC-009 Annexations 2 years P P
Mag,
Mfr, OD,
Ppr
S/I No GC § 34090
City Clerk CC-010 Boards, Commissions & Committees - APPLICATIONS: APPOINTED 4 years 4 years Mag, Ppr Department preference; GC §34090City Clerk CC-011 Boards, Commissions & Committees - APPLICATIONS:UNSUCCESSFUL 2 years 2 years Mag, Ppr GC §34090 et seq.

City Clerk CC-012 Boards & Commission Maddy Act List 2 years 2 years Mag, Ppr GC §34090City Clerk CC-013 Claim Forms 5 years 5 years Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD
Department preference (Risk Management and Third Party Administrator manage the claim); GC §34090 City Clerk CC-014 Conflict of Interest Code
Superseded
by
Resolution
Superseded
by
Resolution
Mag,
Mfr, OD,
Ppr
S No GC §34090.7
CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 61 of 106
Page E-6.79
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

AS / City
Manag. CC-015 Council Policies & Procedures Superseded + 2 years Superseded + 2 years Mag, Mfr, OD, Ppr S No Historic and Administrative Value; GC §34090 City Clerk CC-016
Deeds: Property owned by City (property acquisition & disposition / sale / auction) 2 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No GC §34090
City Clerk CC-017 Easements 2 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No GC §34090
City Clerk CC-018
Economic Interest Filings (FPPC Form 602 / 635) - Lobbyist Authorization / Reporting 7 years 7 years Mag, Ppr Department preference; 2 CCR 18615(d) City Clerk CC-019 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Mag, Ppr Must post on website; FPPC Forms Retention Summary for Filing Officers; GC §81009(e) City Clerk CC-020 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years 7 years Mag, Ppr Should post on website for 4 years; FPPC Forms Retention Summary for Filing Officers; GC §81009(e) City Clerk CC-021 FPPC Form 803 (Behested Payment Report) 7 years 7 years Mag, Ppr FPPC Regulation 18734(c); FPPC Forms Retention Summary for Filing Officers; GC §81009eCity Clerk CC-022 FPPC Form 804 (Agency Report of New Positions) PP Mag, Ppr FPPC Regulation 18734(c); FPPC Forms Retention Summary for Filing Officers; GC §81009eCity Clerk CC-023 FPPC Form 805 (Agency Report of Consultants) PP Mag, Ppr FPPC Forms Retention Summary for Filing Officers; GC §34090; GC §81009(e) CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 62 of 106
Page E-6.80
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-024 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years 7 years Mag, Ppr Must post on website; 2 CCR 18702.5; GC §34090; GC §81009(e)

ELECTIONS - CONSOLIDATED
City Clerk CC-025
Elections - Campaign Reports (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES 2 years P P Mfr, OD, Ppr S After 2 years Paper must be retained for at least 2 years; CCP§583.320(a)(3); GC §81009(b)(g) City Clerk CC-026
Elections - Campaign Reports (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES 5 years 5 years Ppr Paper must be retained for at least 2 years; GC §81009(b)(g) City Clerk CC-027
Elections - Campaign Reports (FPPC 400 Series Forms): OTHER COMMITTEES (PACS) 7 years 7 years Mfr, OD, Ppr S After 2 years Paper must be retained for at least 2 years; GC §81009(c)(g) City Clerk CC-028
Elections - Campaign Reports (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years 4 years Mfr, OD, Ppr S After 2 years Paper must be retained for at least 2 years; GC §81009(b)(g) City Clerk CC-029
Campaign Filings (FPPC 400 Series Forms – ALL – Successful, Unsuccessful, etc): ELECTRONICALLY FILED 10 years 10 years Mfr, OD, Ppr S n/a Per FPPC Retention requirements; Statements filed electronically are required for 10 years; GC §81009 et seq.; GC §84615
CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 63 of 106
Page E-6.81
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-030 Elections - Candidate Statements (to be printed in the sample ballot) Duration of Office + 4 years Duration of Office + 4 years Ppr S / M / I After 2 years Department Preference; No specific legal requirement; Statewide guidelines propose 4 years; recommend term + 4 years for administrative value; GC § 34090 City Clerk CC-031 Elections - Certificates of Election 8 years P P Ppr S Yes: After Inactive Department Preference; No specific legal requirement; Statewide guidelines propose 4 years; GC § 34090 City Clerk CC-032
Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications for Vacancies for City Council, County Election Services, etc.) 2 years 2 years Mag, Ppr Used for a model for the next election, GC §34090 City Clerk CC-033
Elections - HISTORICAL File (Sample ballot, copies of all Resolutions (calling the election, canvass, etc.), election summary) 8 years P P
Mag,
Mfr, OD,
Ppr
S No Retained for Historical Value, GC §34090
City Clerk CC-034 Elections - Nomination Papers: SUCCESSFUL CANDIDATES Duration of Office + 4 years
Duration of
Office + 4
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 OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 64 of 106
Page E-6.82
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-035 Elections - Nomination Papers: UNSUCCESSFUL CANDIDATES Election + 4 years Election + 4 years Mag, Mfr, OD, Ppr 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-036
Elections - Petitions (Initiative, Recall or Referendum. Applies to successful or unsuccessful petitions) Results + 8
months or
Final
Examination
+ 1 year
after petition
examination
if insufficient
Results + 8
months or
Final
Examination
+ 1 year
after petition
examination
if insufficient
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-037 Elections - Precinct Maps
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
No specific legal requirement; Statewide guidelines propose 2 years; County Clerk sends to Secretary of State; EC §17501, GC §34090 (End of Elections - Consolidated Section)
City Clerk CC-038 Enterprise System Catalogue (posted online) 2 years 2 years Mag, Ppr GC §34090City Clerk CC-039 Ethics Training Certificates - All Required Filers 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year GC §53235.2(b) GC §34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 65 of 106
Page E-6.83
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-040
FPPC 700 Series Forms (Statement of Economic Interests): DESIGNATED EMPLOYEES & CONSULTANTS (specified in the City's Conflict of Interest code) 2 years 5 years 7 years
Mag,
Mfr, OD,
Ppr
S Yes City maintains original statements; GC §81009(e)(g) City Clerk CC-041
FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS / 87200 FILERS (elected & not elected. Includes City Council Members, Planning Commission Members, City Manager, City Treasurer & City Attorney) 2 years 2 years 4 years Mfr, OD, Ppr S After 2 years City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g) City Clerk CC-042
FPPC 700 Series Forms (Statement of Economic Interests): ALL ELECTRONICALLY FILED 10 years 10 years Mfr, OD, Ppr S n/a Per FPPC Retention requirements; Statements filed electronically are required for 10 years; GC §81009 et seq.; GC §84615
City Clerk CC-043 Historical Records P P
Mag,
Mfr, OD,
Ppr
S No
City Manager Determines Historical Significance; GC §34090 City Clerk CC-044 Minutes: City Council, Community Development Agency P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090City Clerk CC-045 Municipal Code Administration, Distribution, etc. When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts; GC § 34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 66 of 106
Page E-6.84
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-046 Oaths of Office (required of all "City Officers") Separation + 6 years Separation + 6 years Mag, Mfr, OD, Ppr S Yes: When Inactive Statute of Limitations: Public official misconduct is discovery of offense + 4 years, retirement benefits is 6 years from last action; statewide guidelines propose Termination + 6 years; GC §§36507, 34090; PC §§801.5,803(c); 29 USC 1113 City Clerk CC-047 Ordinances P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No GC §34090 et. seq.

City Clerk CC-048
Petitions - Dog Parks, Traffic, etc. (submitted to Council on any subject. Also see Elections for Initiative, Recall or Referendum) 1 year 1 year Ppr
Department Preference; Law requires 1 year for petitions; GC §50115 City Clerk CC-049 Presentations / Proclamations / Commendations / Memoriums 2 years 2 years Mag, Ppr GC § 34090City Clerk CC-050 Proof of Publication, Public Hearing Notices (all subjects) 2 years 2 years Mag, Mfr, OD, Ppr The original is maintained with the subject file; Statute of Limitations for mailings for annexations, special districts, bonds is 60 days; Municipal Government actions is 3 - 6 months; CCP §§337 et seq,349.4; GC §34090 City Clerk CC-051 Recorded Documents: Deeds, Easements, Encroachments, etc. 2 years P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After Inactive Land records; GC § 34090City Clerk CC-052 Records Management: Retention Schedules 2 years P P Mag, Mfr, OD, Ppr S Yes: After Inactive GC §34090 et. seq.

CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 67 of 106
Page E-6.85
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-053 Resolutions: City Council, Community Development Agency P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090City Clerk CC-054 Secretary of State Statement of Facts 2 years 2 years GC §34090 et. seq.City Clerk CC-055 Speaker Slips (Requests to Speak at Council Meetings) After Adoption of the Minutes After Adoption of the Minutes Mag, Ppr Transitory records used to produce the minutes; GC §34090 et seq.City Clerk CC-056 Subpoenas, Requests for Public Records, Miscellaneous 2 years 2 years Mag, Ppr GC §34090City Clerk CC-057 Video Recordings of Council meetings Indefinite Indefinite Tape (Mag) Department preference (stored in Granicus database); Video recordings are only required for 90 days; GC §34090.7 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 68 of 106
Page E-6.86
Ver. 6.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page CD-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY DEVELOPMENT / BUILDING
Comm.

Dev. /
Building
CD-001 Building Permit Database Indefinite Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Comm.

Dev. /
Building
CD-002
Building Permits (includes subpermits - e.g. electrical, plumbing, mechanical, etc.) 1 year P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Department Preference; GC §34090, H&S §19850 Comm.

Dev. /
Building
CD-003
Building Plans - COMMERCIAL, BUILDINGS OF COMMON INTEREST / MULTI-UNIT DWELLINGS, POOLS, SPAS, ACCESSORY BUILDINGS 2 years Life of Building Life of Building Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for blueprints & specifications; CBC 104.7 & 107.5; H&S§19850, GC §34090 Comm.

Dev. /
Building
CD-004 Building Plans - RESIDENTIAL, APPURTENANCES (e.g. Fences) Completion + 180 days Completion + 180 days Yes: Until Completion Mag, Ppr Department preference; Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for blueprints & specifications; CBC and UAC require plans be retained 180 days from completion date for residential and appurtenances; CBC §104.7 & 107.5; H&S§19850, GC §34090 Comm.

Dev. /
Building
CD-005
California Building Codes / Uniform Building Codes (CBC, UBC, UPC, UEC, etc.) Current + 1
Prior
Current + 1
Prior
Mag,
Ppr GC §50022.6
Comm.

Dev. /
Building
CD-006 Certificates of Occupancy (Commercial only) P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Statewide guidelines propose life of building; GC §34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 69 of 106
Page E-6.87
Ver. 6.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page CD-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Dev. /
Building
CD-007
Code Enforcement (Only Substandard Housing Conditions - other cases are handled by Police) Case
Closure + 2
years
Case
Closure + 2
years
Yes: Until
Resolution
Mag,
Ppr
Case is open until satisfactorily resolved; GC §34090
Comm.

Dev. /
Building
CD-008
Construction Notices / Inspection Notices(correction notices, compliance orders, stop work notices, etc.) Until
Cleared or
Project
Completion
Until
Cleared or
Project
Completion
Mag,
Ppr
Preliminary documents not retained in the ordinary course of business; GC §34090 Comm.

Dev. /
Building
CD-009 Grading Plans / Soil Reports P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
&OD
Department Preference; GC §34090
Comm.

Dev. /
Building
CD-010
Requests & Permissions to Receive Copies of Plans (to and from architects) 2 years 2 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
&OD
GC §34090 et seq.

HOUSING & ECONOMIC DEVELOPMENT
Comm.

Dev. /
Hous. &
Econ Dev..

CD-011
Agency NHS Portfolio Files / Portability Files (loans to others, emergency repair loans, appraisals, loans originating from other agencies, etc.) Loan Pay-off
+ 5 years
Loan Pay-off
+ 5 years
Mag,
Mfr, OD,
Ppr
Required for 3-4 years from expenditure or performance report; 24 CFR 570.502, 29 CFR 97.42, HUD 2228.2 Rev 3 Comm.

Dev. /
Hous. &
Econ Dev..

CD-012 Annual Report (BMR Housing Program, etc.) P` P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Required for 3-4 years from expenditure or performance report; 24 CFR 570.502, 29 CFR 97.42, HUD 2228.2 Rev 3 Comm.

Dev. /
Hous. &
Econ Dev..

CD-013 Applications for Loans: Rejected 5 years 5 years Mag,
Mfr, OD,
Ppr
Required for 3-4 years from expenditure or performance report; 24 CFR 570.502, 29 CFR 97.42, HUD 2228.2 Rev 3 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 70 of 106
Page E-6.88
Ver. 6.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page CD-3 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Dev. /
Hous. &
Econ Dev..

CD-014
Below Market Rate Loans (BMR Purchase Program)NO Recapture or Resale Restrictions Loan Pay-off
+ 5 years
Loan Pay-off
+ 5 years
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Required for 3-4 years from expenditure or performance report; 24 CFR 570.502, 29 CFR 97.42, HUD 2228.2 Rev 3 Comm.

Dev. /
Hous. &
Econ Dev..

CD-015
Below Market Rate Rental Program (BMR Rental Program)NO Recapture or Resale Restrictions Termination
of Tenancy
+ 5 years
Termination
of Tenancy
+ 5 years
Yes:

Before
Tenancy
Terminates
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Required for 3-4 years from expenditure or performance report; 24 CFR 570.502, 29 CFR 97.42, HUD 2228.2 Rev 3 Comm.

Dev. /
Hous. &
Econ Dev..

CD-016 Below Market Rate Waiting List (BMR Purchase or Rental Program) 10 years 10 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC 34090 Comm.

Dev. /
Hous. &
Econ Dev..

CD-017 Economic Development Projects and Programs
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag,
Ppr
Department preference; GC §34090
Comm.

Dev. /
Hous. &
Econ Dev..

CD-018 Esstoppel Certificate of Completion / Signed Agreements 2 years P P Yes: Before Completion Mag, Mfr, OD, Ppr S No GC §34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 71 of 106
Page E-6.89
Ver. 6.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page CD-4 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Dev. /
Hous. &
Econ Dev..

CD-019
Housing Programs: Homeownership Housing Projects BMR, CDBG & HOME, WITH Recapture or Resale Restrictions 5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
&OD
HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 CFR 92.508(a)&(c) & 570.502(a), 29 CFR 97.42, GC §34090 Comm.

Dev. /
Hous. &
Econ Dev..

CD-020
Loans / Promissory NotesNO Recapture or Resale Restrictions Loan Pay-off
+ 5 years
Loan Pay-off
+ 5 years
Yes:

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

After QC
&OD
Required for 3-4 years from expenditure or performance report; 24 CFR 570.502, 29 CFR 97.42, HUD 2228.2 Rev 3 Comm.

Dev. /
Hous. &
Econ Dev..

CD-021 Management Files: Reports, Surveys, Collections, etc. Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr GC §34090 Comm.

Dev. /
Hous. &
Econ Dev..

CD-022 Minutes (Redevelopment Agency or Housing Authority) 2 years P P Yes Mag, Mfr, OD, Ppr S No GC §34090 Comm.

Dev. /
Hous. &
Econ Dev..

CD-023
Plans (e.g. Affordable Housing, Redevelopment Implementation Plan) P` p
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Department Preference; GC 34090
CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 72 of 106
Page E-6.90
Ver. 6.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page CD-5 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Dev. /
Hous. &
Econ Dev..

CD-024 Program Information: Reports from Housing Assistance Agencies 5 years 5 years Mag, Ppr Required for 3-4 years from expenditure or performance report; 24 CFR 570.502, 29 CFR 97.42, HUD 2228.2 Rev 3 Comm.

Dev. /
Hous. &
Econ Dev..

CD-025 Redevelopment Projects 2 years P P
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S No GC §34090
Comm.

Dev. /
Hous. &
Econ Dev..

CD-026
Sale of Property by Private Parties (NOT City property), Including BMR Units PP
Yes:

Before
Tenancy
Terminates
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Department preference; Required for 3-4 years from expenditure or performance report; 24 CFR 570.502, 29 CFR 97.42, HUD 2228.2 Rev 3

PLANNING
Comm.

Dev. /
Plann.

CD-027 Annexation / Deannexation Files P P
Mag,
Mfr, OD,
Ppr
S No GC §34090.7
Comm.

Dev. /
Plann.

CD-028 Census, Demographics - Selected Historical Information 10 years P P Mag, Mfr, OD, Ppr S Yes: After QC &OD Department Preference; GC §34090.7 Comm.

Dev. /
Plann.

CD-029
Code Enforcement (all except Substandard Housing Conditions, which is Building Department) Case
Closure + 2
years
Case
Closure + 2
years
Yes: Until
Resolution
Mag,
Ppr
Case is open and retained until satisfactorily resolved (2 years starts after all issues are resolved); GC §34090 Comm.

Dev. /
Plann.

CD-030
Environmental Determinations - Environmental Impact Reports (EIRs), Negative Declarations, etc. Outside City boundaries When No
Longer
Required
When No
Longer
Required
Ppr Non-records
CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 73 of 106
Page E-6.91
Ver. 6.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page CD-6 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Dev. /
Plann.

CD-031
Environmental Determinations - Environmental Impact Reports (EIRs), Negative Declarations, etc. Within City boundaries 5 years P P
Yes: Until
Project
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Department Preference; Final EIRs are required to be kept a "reasonable period of time"; 14 Cal Code Regs §15095(c); GC §34090.7 Comm.

Dev. /
Plann.

CD-032 General Plan Elements and Amendments P P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After Amended GC §34090 Comm.

Dev. /
Plann.

CD-033 Historical Landmarks (Buildings on National or State Registers) 5 years P P Mag, Mfr, OD, Ppr S Yes: After QC &OD GC §34090 Comm.

Dev. /
Plann.

CD-034 Land Use and other Studies 5 years P P
Mag,
Mfr, OD,
Ppr
S or I
Yes:

After QC
&OD
Department Preference; GC §34090
Comm.

Dev. /
Plann.

CD-035
Property Address Files: Includes staff reports and environmental determinations (EIRs), Conditional Use Permits, Environmental Assessments and Determinations, Rezone, Tentative Maps, Variance, Zone Amendments, etc. (Including associated Plans & Maps) PP
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
&OD
GC §34090.7
Comm.

Dev. /
Plann.

CD-036 Specific Plans 5 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
&OD
Department Preference (Copies); City Clerk Maintains originals of all documents that were presented to Council; GC §34090 Comm.

Dev. /
Plann.

CD-037 Unclaimed Mailings (Returned Mail)
When No
Longer
Required
When No
Longer
Required
Ppr GC §34090
CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 74 of 106
Page E-6.92
Ver. 6.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page CD-7 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Dev. /
Plann.

CD-038 Zoning Maps P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Department Preference; City Clerk Maintains originals of all documents that were presented to Council; GC §34090.7 Comm.

Dev. /
Plann.

CD-039 Zoning Ordinance Amendments 2 years P P Yes (all) Mag,
Mfr, OD,
Ppr
S No
Department Preference; City Clerk Maintains originals of all documents that were presented to Council; GC §34090.7 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 75 of 106
Page E-6.93
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY MANAGER, ADMINISTRATION
City
Manag. CM-001 Administrative Polices Superseded + 2 years Superseded + 2 years Mag, Ppr Department preference; GC §34090 City
Manag. CM-002 Closed Session Materials and Memorandas 2 years 2 years Mag, Ppr Not accessible to the public; GC §34090 City
Manag. CM-003 Council Member Correspondence 2 years 2 years Mag, Ppr GC §34090 City
Manag. CM-004 Council Report (Weekly) 2 years 2 years Mag, Ppr GC §34090 City
Manag. CM-005 Historical List (Roster) of Council Members PP Mag, Mfr, OD, Ppr S / I Yes: When Inactive Historical value; GC 34090 City
Manag. CM-006
Historical Photographs, articles (Council Member Photographs are transferred to the Historical Society) P P Ppr
Select those of historical significance for preservation; GC §34090 City
Manag. CM-007 Management Team Meetings (Agendas, Minutes) 2 years 2 years Mag, Ppr GC §34090 City
Manag. CM-008
Projects (Issues and/or projects will vary over time - e.g. Train Station, Solid Waste, etc.) When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag,
Ppr
Department preference; GC §34090
CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 76 of 106
Page E-6.94
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY SERVICES / CHILDREN'S SERVICES
Comm.

Service CS-001 Accident / Incident Reports (Child Care) 5 years 5 years Mag, Ppr Consistent with other State Licensing Requirements; GC §34090 Comm.

Service CS-002 Evaluations / Surveys (of programs) 2 years 2 years Mag, Ppr Department Preference (Transitory record); GC §34090 Comm.

Service CS-003
Licensed Child Care: Family File for Childcare Programs (includes registration forms and hold harmless, liability waiver agreements) 5 years 5 years
Yes:

During
Class or
Program
Mag,
Mfr,
OD,
Ppr
Meets State Licensing requirements; GC §34090
Comm.

Service CS-004
Licensed Child Care: Registration Forms and Emergency Cards: Part of Program Files (Includes Hold Harmless, Liability, & Waiver Agreements) 5 years 5 years
Yes:

During
Class or
Program
Mag,
Mfr,
OD,
Ppr
Meets State Licensing requirements; GC §34090; Education Code 8482.3(g)(1)(F) and (2); 22 CCR 101221 Comm.

Service CS-005 Licensed Child Care: Sign-in / Sign- out sheets 5 years 5 years Mag GC §34090 Comm.

Service CS-006 Licensed Child Care: Staff Files / Employee Certifications Separation + 5 years Separation + 5 years Mag, Ppr Meets State Licensing requirements; GC §34090; Education Code 8482.3(g)(1)(F) and (2); 22 CCR 101221 Comm.

Service CS-007 Permissions: Field Trip, Authorization to give Medicine, etc. 2 years 2 years Yes:

During
Class or
Program
Ppr Meets State Licensing requirements; GC §34090
CITY OF MENLO PARK CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 77 of 106
Page E-6.95
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Service CS-008 Volunteer Applications & Agreements (Child Care Only) Separation + 5 years Separation + 5 years Mag, Mfr, OD, Ppr S Yes: 1 year Department preference; Consistent with employee personnel files (some Courts have treated volunteers as employees); 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Comm.

Service CS-009
Volunteer Applications & Agreements - Unsuccessful Applicants (Child Care Only) 3 years 3 years Ppr
Consistent with employee personnel files (Courts treat volunteers as employees); 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946,34090

COMMUNITY SERVICES / RECREATION SERVICES
Comm.

Service CS-010 Accident / Incident Reports (medical and non-medical) 5 years 5 years Mag, Ppr Department preference; GC §34090 Comm.

Service CS-011 Class Instructor Agreements (all others go to Finance) Completion + 2 years 3 years Completion + 5 years Yes: Until Completion Mag,
Mfr,
OD,
Ppr
S
Yes:

After
Inactive
Consistent with City-wide standards; Statewide guidelines propose completion + 5 years for non-capital improvement contracts & completion + 4 years for transportation and concessionaire agreements.

Comm.

Service CS-012 Evaluations / Surveys (of programs) 2 years 2 years Mag, Ppr Transitory record; GC §34090 Comm.

Service CS-013
Facility Use Applications (Room Reservations, Parks, Tennis Key Forms, etc.) 2 years 2 years Mag, Ppr GC §34090
CITY OF MENLO PARK CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 78 of 106
Page E-6.96
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Service /
City Clerk
CS-014 Insurance Certificates (e.g. Facility Rentals, etc) 5 years 5 years Yes: Before Event Ppr Department Preference; GC §34090 Comm.

Service CS-015 Medical Release Forms (Given to site provider - Coach, Instructor, etc.) Upon
Conclusion
of Class or
Program
Upon
Conclusion
of Class or
Program
Yes:

During
Class or
Program
Ppr
Transitory record used to contact relatives in the event of an emergency; GC §34090 Comm.

Service CS-016 Newsletters of Historical Value 2 years P P Yes: Until
Project
Completed
Mag,
Mfr,
OD, Ppr
S / I Yes: 1
year
Department Preference; GC §34090.7
Comm.

Service CS-017 Program Files (e.g. Recreation) 2 years 2 years Mag, Ppr Department Preference; GC §34090 Comm.

Service CS-018 Registration Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Comm.

Service CS-019
Registration Forms and Emergency Cards: Part of Program Files (Includes Hold Harmless, Liability, & Waiver Agreements) 5 years 5 years
Yes:

During
Class or
Program
Mag,
Mfr,
OD,
Ppr
Department Preference; GC §34090
Comm.

Service CS-020 School District Facility Use Forms 2 years 2 years Mag, Ppr GC §34090 Comm.

Service CS-021 Volunteer Applications & Agreements Separation + 3 years Separation + 3 years Mag, Mfr, OD, Ppr S Yes: 1 year Department preference; (some Courts have treated volunteers as employees); 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 CITY OF MENLO PARK CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 79 of 106
Page E-6.97
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Comm.

Service CS-022
Volunteer Applications & Agreements - Unsuccessful Applicants 3 years 3 years Ppr
Consistent with employee personnel files (Courts treat volunteers as employees); 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946,34090 CITY OF MENLO PARK CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 80 of 106
Page E-6.98
Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

LIBRARY
Library LIB-001
Contract Services: Performers, Machines, Heating, Instructors, Entertainment, Officials, etc.

Completion
+ 2 years
Completion
+ 2 years
Yes:

Before
Completion
Mag,
Mfr,
OD,
Ppr
S
Yes:

After
Inactive
GC §34090
Library LIB-002 Emergency Contact List When Superseded When Superseded Mag, Ppr Transitory Record; GC §34090Library LIB-003 Facility Use Applications (Room Reservations, etc.) 2 years 2 years Yes: Before Event Mag, Ppr GC §34090Library LIB-004 Friends of the Library When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-records; GC §34090
Library LIB-005 Gifts & Donations (Private) 2 years 2 years 4 years Mag,
Mfr,
OD, Ppr
S
Yes:

When
Inactive
Matches other grant retentions; 24 CFR 85.42 & 570.502 & 982.158, 29 CFR 97.42, GC §§34090, 60201 Library LIB-006
Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC(State Literacy Resource Centers), CLLS (California Library Literacy Services); CLSA (California Library Services Act, IMLS (Institute of
Museum & Library Services), and PLF (Public Library Foundation) ONLY. For all others, follow Citywide Schedule. (SUCCESSFUL Reports, and Financial Information) Final
Expenditure
+ 5 years
Final
Expenditure
+ 5 years
Mag,
Mfr,
OD,
Ppr
Per California State Library Records Management Program Requirements (April 27, 1998); GC §34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 81 of 106
Page E-6.99
Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Library LIB-007 Historical Records and Photographs P P
Mag,
Mfr,
OD, Ppr
S No
Department preference for historically significant material; GC §34090 Library LIB-008 Incident Reports (medical and non- medical) 2 years 2 years Mag, Ppr GC §34090 Library LIB-009
Library Commission: Agendas, Summaries, Notices, Correspondence, etc.. 2 years 2 years Mag, Ppr
Department Preference; Brown Act challenges must be filed within 30 or 90 days of action; GC §§§34090, 60201, 54960.1(c)(1) Library LIB-010
Library Commission: Bylaws, Minutes, Resolutions, Articles of Incorporation, Appointments, Resignations PP
Mag,
Mfr,
OD, Ppr
S
Yes:

When
Inactive
GC §§34090, 60201
Library LIB-011 Library Consortium Agreement and Annual Reports PP Mag,
Mfr,
OD,
Ppr
S/I No Department Preference; GC §34090
Library LIB-012 Library Consortium Monthly Reports 2 years 2 years Mag, Ppr GC §34090 Library or
Finance LIB-013
LSTA Grants: Grants given to local Non-profit organizations (REPORTS & PAYMENTS) 5 years 5 years Mag, Ppr Department Preference (meets auditing requirements); GC §34090 Library LIB-014 Programs (e.g. Summer Reading) 2 years 2 years Mag, Ppr Consistent with Registration Forms; GC §34090 CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 82 of 106
Page E-6.100
Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Library LIB-015 Volunteer Applications & Agreements Separation + 3 years Separation + 3 years Mag, Mfr, OD, Ppr S Yes: 1 year Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090; 29 USC 1113 Library LIB-016 Volunteer Emergency Contact Forms
When
Superseded
or
Separated
When
Superseded
or
Separated
Yes: While
volunteer is
active
Mag,
Ppr GC §34090
CITY OF MENLO PARK, CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 83 of 106
Page E-6.101
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE
PD-001 Alcohol Beverage Applications
When No
Longer
Required
When No
Longer
Required
Ppr Non-records; GC §34090
Human
Resources PD-002 Background Files - Employees, Volunteers & Reservists Transfer to
Human
Resources
upon
Separation
Transfer to
Human
Resources
upon
Separation
Mag,
Mfr,
OD,
Ppr
S / I
Yes:

After 1
year
GC §34090
Human
Resources PD-003 Background Files - Unsuccessful Applicants 3 years 3 years Mag, Ppr Eligibility Lists are 1 year and can be extended 1 year; EEOC / FLSA / ADEA (Age) requires 3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(a)(5) and (6), 8 CCR §11040.7( c), GC §§12946, 34090 Police PD-004
Citations - Payment Plans for outstanding parking citations received by indigent persons Fully Paid,
Written off,
or Forgiven
+ 5 years
Fully Paid,
Written off,
or Forgiven
+ 5 years
Mag,
Ppr
Department preference (the Statute of Limitation for collections is 5 years from the date of the last violation); CVC 40222(b); GC §34090 Police PD-005 Citations: Infractions & Parking Minimum 2 years Minimum 2 years Ppr Department preference; GC §34090Police PD-006 Citations: Marijuana / Cannabis Citations or Reports (less than 28.5 grams) 2 years 2 years Ppr GC §34090, H&S §11361.5
Police PD-007 Citations: Misdemeanor or Criminal Minimum 2 years
Minimum 2
years Ppr GC §34090
Police PD-008
Code Enforcement (all except Substandard Housing Conditions, which is Building Department) Case
Closure + 2
years
Case
Closure + 2
years
Yes: Until
Resolution
Mag,
Ppr
Case is open until satisfactorily resolved; GC §34090
CITY OF MENLO PARK CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 84 of 106
Page E-6.102
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police PD-009 Crime Statistics: ANNUAL 2 years P P
Mag,
Mfr,
OD,
Ppr
S / I
Yes:

When
Inactive
Historical Value; GC §34090
Police PD-010 Crime Statistics: PERIODIC (Monthly, Bi-monthly, etc.) 2 years 2 years Mag, Ppr GC §34090Police PD-011 Daily Crime Report No. Log: Case Numbers Books (Old Cases) PP Mag, Ppr GC §34090Police PD-012 Department of Justice Validation Lists 2 years 2 years Mag, Ppr Information received by DOJ; GC §34090 Police PD-013 Drug Registrants (maintained in Suspect ID Jackets) 5 years 5 years Mag, Ppr Registration is required for 5 years; GC §34090, H&S §11590 et seq., H&S §11594(a) Police PD-014 Evidence Sheets (Property packaging) (Police Report Retention) (Police Report Retention) Ppr Statute of Limitations is 1 year for property seized by officers; CCP §340(4); GC §34090Police PD-015 Guns: Dealers Record of Sale When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Dealers have an automated link to DOJ; PC §12070
Police PD-016
Internal Investigations and Civilian Complaints: Sustained, Not Sustained, Use of Force, and Officer Involved Shootings Final
Disposition
+ 5 years
Final
Disposition
+ 5 years
Mag,
Ppr
Department Preference; State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; EVC §1045, GC §§12946, 34090, PC §§801.5, 803(c), 832.5, VC §2547 CITY OF MENLO PARK CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 85 of 106
Page E-6.103
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police PD-017 Massage Establishments & Technicians: Background Checks Expiration of License + 2 years Expiration of License + 2 years Mag, Mfr, OD, Ppr M / S / I No GC §34090 Police PD-018
Officer Recordings: Body-Worn Cameras – LOGS of Access or Deletion of Data P PMag PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police PD-019
Officer Recordings: Body-Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints Follows
retention for
Evidence,
Minimum 2
years
Follows the
Retention of
the
Evidence,
Minimum 2
years
Mag PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police PD-020 Officer Recordings: Body-Worn Cameras - that are NOT evidence 60 days 60 days Mag PC§ 832.18(b)(5)(A); GC §34090.6 et seq.Police PD-021 Parking Permits / Overnight Parking Permits 2 years 2 years Mag, Ppr GC §34090 Police PD-022 Pawn Slips
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records used for investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; GC §34090 Police PD-023 Police Report Log (for Press - posted on Web) 2 years 2 years Mag, Ppr GC §34090 Police PD-024 Police Report Log (Police only - contains confidential information) 2 years 2 years Mag, Ppr GC §34090 CITY OF MENLO PARK CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 86 of 106
Page E-6.104
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police PD-025
Police Reports: Felonies and Misdemeanors - ALL except those otherwise specifically mentioned in this retention schedule 7 years or
upon DOJ
Notification
7 years or
upon DOJ
Notification
Yes:

Before
Disposition
Mag,
Mfr,
OD,
Ppr
S / I No
Department Preference; Provided there are no outstanding warrants, unrecovered weapons, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs;Destroy juvenile marijuana afterage18; H&S §11361.5, GC§34090, PC §802, PC §§187, 800et seq.

Police PD-026
Police Reports: Homicide, Child Abuse (Substantiated) or Severe Neglect; Bank Robberies, Fatal Traffic Collisions, Suspicious Deaths, Falsification of Public Records, Kidnapping, Unsolved Child or Elder Abuse, Sexual Assault & Neglect, Rape, Misuse of Public Funds, Trainwrecking, Treason, Suicide, Officer Involved shootings (Crimes Subject to Death Penalty or without statute of Limitations -- Includes Attempts) 3 years P P
Yes:

Before
Disposition
Mag,
Mfr,
OD,
Ppr
S / I
Yes:

When
Inactive
Department Preference; Most have no limitations on commencement of action; PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, and 799 Police PD-027 Police Reports: Marijuana / Cannabis less than 28.5 grams 2 years or subject 18 years old 2 years or subject 18 years old Ppr GC §34090, H&S §11361.5 Police PD-028 Police Reports: Missing Person Reports (unsolved) 2 years or Until Located PP Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: When Inactive Dept. Preference; Also see Crime Reports; GC §34090 CITY OF MENLO PARK CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 87 of 106
Page E-6.105
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police PD-029 Police Reports: Sealed ("Factual Innocence") Date of Arrest + 3 years Date of Arrest + 3 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a)Police PD-030 Police Reports: Sealed Juvenile Cases Sealing date + 5 years (or Court Order) Sealing date + 5 years (or Court Order) Mag, Mfr, OD, Ppr Statute of Limitations runs up toage of majority + 8 years; Sealing for Juveniles and Wards of the Court retained for 5 years; CCP §§340.1, GC §34090; W&I§781(d) Police PD-031
Police Reports: Child Abuse or Neglect Investigation Reports - Unsubstantiated or Inconclusive No Further
Report on
Suspected
Abuser + 10
years
No Further
Report on
Suspected
Abuser + 10
years
Mag,
Mfr,
OD,
Ppr
S/M/I
Yes:

After QC
& OD
PC §§11169(c),11170(a)(3)
Police PD-032
Police Reports: Weapons, Lost / Stolen, Serialized, if no activity from date of report and CLETS purge Until Found -
Minimum 7
years
Until Found -
Minimum 7
years
Ppr PC§ 11108.2(b); GC §34090
Support
Operations PD-033
Recordings of Telephone & Radio Communications / Dispatch Tapes, Tape Recordings (CAD) 1 year 1 year Mag
State law requires 100 days; Statute of Limitations for Civil Rights Claims is one year; other claims is 180 days; CCP§337 et Seq., GC §§34090, 34090.6 Police PD-034 Registrants: Sex Offenders - Juveniles
P
or Sealing
Date + 5
years (or
Court Order)
P
or Sealing
Date + 5
years (or
Court Order)
Mag,
Mfr,
OD,
Ppr
S/M/I
Yes:

After QC
& OD
Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.; W&I §781(D) CITY OF MENLO PARK CA. ©2001 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/27/2001- Resolution 5351 Amended: 09/27/2005 - Resolution 5625 Amended: 11/15/2011 - Resolution 6031 Amended: 05/26/2020 - Resolution 6554 Resolution No. 6554 Page 88 of 106
Page E-6.106
Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (On-Site) Inactive (Off-Site / Imaged) Total Retention Vital? Media Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, pending records requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Menlo Park City CouncilMarch 22, 2022

Menlo Park City Council
March 22, 2022