Agenda packet — Morgan Hill City Council, August 17, 2022 (part 1 of 5)

Special/Regular Meeting Agenda
City Council
Rich Constantine - Mayor
Gino Borgioli - Mayor Pro Tem
John McKay - Council Member
Yvonne Martinez Beltran - Council Member
Rene Spring - Council Member
Wednesday, August 17, 2022 5:00 PM
Virtual Meeting
Link to join the meeting can be found below

VIRTUAL MEETING GUIDELINES AND PUBLIC COMMENT
In accordance with Executive Order N-25-20 and guidance from the California Department of Public Health on gatherings, remote public participation is allowed.

Physical meetings will not be in the City Council Chamber until further notice.

City Council meetings will be live-streamed on Channel 17, on the City’s website, and on the City’s Facebook page. Those members of the community that would like to participate in the meetings remotely may do so by joining the virtual meeting at:
https://bit.ly/MHCityCouncilMeeting or by calling (669) 900-9128, then enter the webinar id: 873 3200 8380#.

Public comment may be provided in the following ways:
 Join the virtual City Council meeting via the link above, when public comment is opened, raise your virtual hand and be called upon to speak for up to 3 minutes (YOU MUST BE RUNNING THE MOST CURRENT VERSION OF ZOOM TO BE

UNMUTED)
 Join the virtual meeting by calling the number above, dial *9 to raise your hand, and be called upon to speak for up to 3 minutes
 Send public comments in writing to the City Clerk at
[email protected]
* Please note that comments made on Facebook are not considered public comment.

SPECIAL/REGULAR MEETING

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August 17, 2022
2 A special meeting of the City Council is called at 5:00 p.m. for the purpose of conducting a Mid-Year Goal Review Workshop

CALL TO ORDER

ROLL CALL ATTENDANCE

DECLARATION OF POSTING AGENDA

SPECIAL MEETING
5:00 p.m.- Mid-Year Goal Review Workshop

WORKSHOP

1. CITY COUNCIL MID-YEAR GOAL REVIEW WORKSHOP

1. Review and discuss:
a. 2022-2023 Sustainable Morgan Hill, including Vision, Ongoing Priorities, and Strategic Priorities and
b. 2022-2023 Strategic Priorities Work Plan

2. Determine whether to have Future Agenda Items on the following*:
a. Term limits for Commissioners, Council Members, and the Mayor b. Methods on how to increase diversity on Commissions
c. Alignment, civility, and behavior of City Council Members d. Process to monitor outside committee assignments to identify when an alternate is needed and to share how City Council Members voted at those committees.
e. Council Member reimbursements for dependent care costs during Council meetings
f. Policy for deadlines for submittal of agenda item supplements and a policy limiting the number of times a Council meeting can be extended.
g. Review of City Council budget, including establishing policy on how City Council Member attendance at conferences is funded.

3. Review and discuss City Council Follow-up/Future Council Initiated Agenda Items.

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3 want the items to be considered, they will be added to future agendas. See the attachment for City Council Follow-up/Future Council Initiated Agenda Items that will be brought forward as part of Staff’s Work Plan.

REGULAR MEETING
7:00 p.m.

PROCLAMATIONS
Proclaiming the month of September as Emergency Preparedness Month

CITY COUNCIL REPORTS
Council Member McKay

CITY MANAGER'S REPORT

CITY ATTORNEY'S REPORT

OTHER REPORTS

PUBLIC COMMENT
This opportunity for public comment is for items that are not on the agenda. If you would like to make comments on an item that is on the agenda, please wait until we get to that item to offer your comments. Members of the public are entitled to address the City Council concerning any item within the Morgan Hill City Council’s subject matter jurisdiction. Public comments are limited to no more than three minutes. Except for certain specific exceptions, the City Council is prohibited from discussing or taking action on any item not appearing on the posted agenda. Public comment is intended for comments. Questions posed during public comment are not generally answered. If you have questions, please send them to the City Clerk at
[email protected] to receive a response. (See additional noticing at the end of this agenda)

ADOPTION OF AGENDA

CONSENT CALENDAR

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4 Items appearing on the Consent Calendar are considered routine and may be approved by one motion. Pursuant to City Council Policies and Procedures (CP 97-01), any member of the Council or public may request to have an item removed from the Consent Calendar for comment and action.

Time Estimate for Consent Calendar: 1 - 10 Minutes

2. APPROVE PHASE 2 RECORDS RETENTION SCHEDULE UPDATE
Recommendation:

Approve changes to the City's Records Retention Schedule.

3. APPROVE CONTRACT BETWEEN THE COUNTY OF SANTA CLARA AND

THE CITY OF MORGAN HILL FOR CONTINUATION OF HOMELESS

PREVENTION SERVICES
Recommendation:

Approve and authorize the City Manager to execute and administer a two-year contract with the County of Santa Clara to continue to support Homeless Prevention Services for a total of $100,000.

4. APPROVE PACIFIC GAS AND ELECTRIC COMPANY AGREEMENT TO

UNDERGROUND DRY UTILITIES FOR THE UPPER LLAGAS CREEK FLOOD CONTROL AND HALE AVENUE EXTENSION PHASE 2B PROJECT

BETWEEN WRIGHT AND MAIN AVENUES
Recommendation:

Approve and authorize the City Manager to execute and administer a Pacific Gas and Electric Company Agreement to underground dry utilities at the intersection of Main and Hale Avenues for a not to exceed amount of $589,199.

5. APPROVE SOLID WASTE FRANCHISE EXTENSION
Recommendation:

Authorize the City Manager to execute a four-month franchise extension with Recology South Valley.

6. APPROVE REVISIONS TO CITY COUNCIL POLICY CP-94-04, THE CITY'S

INVESTMENT POLICY
Recommendation:

Approve revisions to City Council Policy CP-94-04, the City's Investment Policy.

7. AUTHORIZE THE CITY MANAGER TO AMEND THE AGREEMENT WITH FLOCK SAFETY TO ADD AN ADDITIONAL 25 FLOCK SAFETY AUTOMATED

LICENSE PLATE READERS
Recommendation:

Authorize the City Manager to amend the Agreement with Flock Safety to add an additional 25 Flock Safety cameras for a one-time cost of $74,750 for

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August 17, 2022
5 infrastructure and software upgrade, with an on-going annual cost of $66,000.

PUBLIC HEARINGS

8. PUBLIC REVIEW OF THE DRAFT CITY OF MORGAN HILL 2023-2031

HOUSING ELEMENT UPDATE AND APPROVE SUBMISSION OF CITY OF MORGAN HILL 2023-2031 HOUSING ELEMENT UPDATE TO THE

CALIFORNIA DEPARTMENT OF HOUSING AND COMMUNITY

DEVELOPMENT
Recommendation:

Review the Draft City of Morgan Hill 2023-2031 Housing Element Update and adopt the Resolution directing the City to submit the Draft 2023-2031 Housing Element to the California Department of Housing and Community Development for review.

OTHER BUSINESS

9. APPROVE UPDATES TO THE HOTEL STRATEGY AND INCENTIVE POLICY

TO SUPPORT NEW HOTEL DEVELOPMENT AND REHABILITATION OF

EXISTING HOTELS
Recommendation:

Approve updates to the Hotel Incentive Policy to support new hotel development and rehabilitation of existing hotels.

10. RECEIVE MONTHLY BUDGET UPDATE; PRELIMINARY FY 21-22 FINANCIAL AND INVESTMENT REPORTS; CITY MANAGER AUTHORITY REPORT; AND ADOPT BUDGET AMENDMENTS
Recommendation:

1. Accept and file Preliminary Fiscal Year (FY) 2021-2022 Financial and Investment Report and City Manager Authority Report; and

2. Adopt resolution authorizing changes to the adopted Fiscal Year (FY) 2021-2022 City of Morgan Hill Operating Budget.

11. APPOINT VOTING DELEGATES FOR THE 2022 CALCITIES (LEAGUE)

ANNUAL CONFERENCE AND APPROVE CITY SUPPORT OF THE

RESOLUTION TO BE CONSIDERED
Recommendation:

1. Appoint a voting delegate and up to two (2) alternate voting delegates to the CalCities Annual Conference;

2. Direct the Clerk team to complete and forward the voting delegate form to CalCities;

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August 17, 2022
6 3. Confirm "support" for the resolution to be considered on bylaws; and

4. Authorize the City’s voting delegate(s) to vote on the resolution to be considered at the CalCities annual conference.

FUTURE COUNCIL INITIATED AGENDA ITEMS
Note: in accordance with Government Code Section 54954.2(a), there shall be no discussion, debate and/or action taken on any request other than providing direction to staff to place the matter of business on a future agenda.

CLOSED SESSION
CONFERENCE WITH LEGAL COUNSEL-EXISTING LITIGATION (§ 54956.9) Barker v. L&D Construction et al., Santa Clara County Superior Court Case No. 19CV342745
CONFERENCE WITH LEGAL COUNSEL-EXISTING LITIGATION (§ 54956.9) Jurevich v. City of Morgan Hill, Workers’ Compensation Claim No: MHL2000009

OPPORTUNITY FOR PUBLIC COMMENT

ADJOURN TO CLOSED SESSION

ADJOURNMENT

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August 17, 2022
7 NOTICE
Any documents produced by the City and distributed to the majority of the City Council less than 72 hours prior to an open meeting, will be made available for public inspection at the City Clerk’s Counter at City Hall located at 17575 Peak Avenue, Morgan Hill, CA, 95037 and at the Morgan Hill Public Library located at 660 West Main Avenue, Morgan Hill, California, 95037 during normal business hours. (Pursuant to Government Code 54957.5)

PUBLIC COMMENT
Members of the Public are entitled to directly address the City Council concerning any item that is described in the notice of this meeting, before or during consideration of that item. If you wish to address the Council on any issue that is on this agenda, please complete a speaker request card located in the foyer of the Council Chambers and deliver it to the Minutes Clerk prior to discussion of the item. You are not required to give your name on the speaker card in order to speak to the Council, but it is very helpful.

When you are called, proceed to the podium and the Mayor will recognize you. If you wish to address the City Council on any other item of interest to the public, you may do so during the public comment portion of the meeting following the same procedure described above. Please limit your comments to three (3) minutes or less.

Please submit written correspondence to the Minutes Clerk, who will distribute correspondence to the City Council.

Persons interested in proposing an item for the City Council agenda should contact a member of the City Council who may plan an item on the agenda for a future City Council meeting. Should your comments require Council action, your request may be placed on the next appropriate agenda. Council discussion or action may not be taken until your item appears on an agenda. This procedure is in compliance with the California Public Meeting Law (Brown Act) Government Code §54950.

City Council Policies and Procedures (CP 03-01) outlines the procedure for the conduct of public hearings. Notice is given, pursuant to Government Code Section 65009, that any challenge of Public Hearing Agenda items in court, may be limited to raising only those issues raised by you or on your behalf at the Public Hearing described in this notice, or in written correspondence delivered to the City Council at, or prior to the Public Hearing on these matters.

The time within which judicial review must be sought of the action by the City Council, which acted upon any matter appearing on this agenda is governed by the provisions of Section 1094.6 of the California Code of Civil Procedure.

For a copy of City Council Policies and Procedures CP 97-01, please contact the City Clerk’s office (408) 779-7259, (408) 779-3117 (fax) or by email [email protected].

AMERICANS WITH DISABILITIES ACT (ADA)
In compliance with the Americans with Disabilities Act, if you are a disabled person and you need a disability-related modification or accommodation to participate in this meeting, please contact the City Clerk's Office at (408)779-7259, (408)779-3117 (fax) or by email [email protected]. Requests must be made as early as possible and at least two-full business days before the start of the meeting.

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August 17, 2022
8

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1 CITY COUNCIL STAFF REPORT
MEETING DATE: August 17, 2022
PREPARED BY:

Christina Turner, City Manager
APPROVED BY: City Manager

CITY COUNCIL MID-YEAR GOAL REVIEW WORKSHOP

1. Review and discuss:
a. 2022-2023 Sustainable Morgan Hill, including Vision, Ongoing Priorities, and Strategic Priorities and
b. 2022-2023 Strategic Priorities Work Plan

2. Determine whether to have Future Agenda Items on the following*:
a. Term limits for Commissioners, Council Members, and the Mayor b. Methods on how to increase diversity on Commissions
c. Alignment, civility, and behavior of City Council Members d. Process to monitor outside committee assignments to identify when an alternate is needed and to share how City Council Members voted at those committees.
e. Council Member reimbursements for dependent care costs during Council meetings
f. Policy for deadlines for submittal of agenda item supplements and a policy limiting the number of times a Council meeting can be extended. g. Review of City Council budget, including establishing policy on how City Council Member attendance at conferences is funded.

3. Review and discuss City Council Follow-up/Future Council Initiated Agenda Items.

The above items were brought forward by City Council Members during the Future Council Initiated Agenda Items section of City Council meetings. At the Mid-Year Goal Setting, the City Council will be asked whether they want the items to be considered at a future meeting. If a majority of City Council Members want the items to be considered, they will be added to future agendas. See the attachment for City Council Followup/Future Council Initiated Agenda Items that will be brought forward as part of Staff’s Work Plan.

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REVISED AUGUST 12, 2022
COVID Workplan Item
City of Morgan Hill Strategic Priorities Workplan 2022-2023 Strategic Priorities 2022-2023
# Activity Goals Fiscal Sustainability
Affordable Housing & Homelessness Community Engagement & Messaging Economic Development Transportation COVID
Status % Complete for In Process Activities Estimated Completion By City Manager
1 Closely monitor the economic recovery and
financial impacts associated with the ongoing
COVID-19 pandemic and update the City
Council and the Community monthly
X X X X Ongoing
2 Ensure Departments maintain focus on cost
containment and continue to actively pursue
County, State, and Federal funding
X X Ongoing
3 Advocate with regional partners for the clearly
identified traffic and transportation issues,
including the High-Speed Rail, Hale Avenue
extension, expansion of Highway 101,
electrification of commuter rail, and funding for
priority projects in South Santa Clara County
X X Ongoing
4 Represent the City’s interests by regularly
meeting with County of Santa Clara, MHUSD,
Santa Clara Valley Transportation Agency
(VTA), Chamber of Commerce, Emergency
Operational Area Council, Gilroy, and South
County Regional Wastewater Authority
(SCRWA), and Cal Cities
X X X X Ongoing
5 Work with the City departments to implement a
work plan for Diversity, Equity, and Inclusion X X X X Ongoing Communications and Engagement
6 Continue outreach and bilingual
communication X X Ongoing
7 Implement the Communications, Outreach,
and Engagement Plan X X Ongoing
8 Implement Morgan Hill Together through
listening tours throughout the community with
the City Manager and Leadership team; a
series of surveys, an annual community event
focusing on bringing community together and
celebrating diversity; and a community
education campaign around City, County, and
regional services
X Commencing Soon Spring 2023
9 Perform Website refresh X Commencing Soon Summer 2023 10 Develop and implement a customer service
training program for teammates X Commencing Soon Summer 2023 City Attorney
11 Communicate with Council and the community
regarding changes to the Housing
Accountability Act and advocate for measures
to mitigate potential impacts
X X Ongoing
Human Resources
12 Negotiate fiscally responsible labor
agreements with the City's three bargaining
groups, for contracts expiring in December
2023
X Commencing Soon December 2023
Council Services and Records Management
13 Implement hybrid City Council and Planning
Commission meetings X X In Process 75% Summer 2022
Finance/Budget/Utility Billing
14 Explore new or expand existing tax revenue
sources to address City's unfunded needs and
economic impacts due to COVID-19
X X X Ongoing
15 Implement new Enterprise Resource Planning
System to replace the outdated system X In Process Kick off completed. December 2024 16 Review and adjust certain impact fees to
ensure the long-term sustainability of the City's
critical infrastructures
X Ongoing
Public Services
17 Support ongoing coordination with Visit
Morgan Hill, MHOSC, the operator of the
Outdoor Sports Center, and the team at the
Aquatics Center to host regional sports events,
while minimizing impact to the community
X X X Ongoing

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REVISED AUGUST 12, 2022
COVID Workplan Item
City of Morgan Hill Strategic Priorities Workplan 2022-2023 Strategic Priorities 2022-2023
# Activity Goals Fiscal Sustainability
Affordable Housing & Homelessness Community Engagement & Messaging Economic Development Transportation COVID
Status % Complete for In Process Activities Estimated Completion By 18 Create and manage a volunteer program for
the Magical Bridge Playground in Community
Park
X Ongoing
19 Explore alternative options for management of
the City's open space X In Process 75% Winter 2023
20 Continue to monitor and adjust water
restrictions to meet local and state water
conservation efforts
X Ongoing
21 Implement Climate Action Plan X Ongoing
22 Establish new solid waste management
franchise agreement for Gilroy and Morgan Hill X In Process 75% Summer 2022 23 Continue to implement the new and significant
organic waste management regulations
adopted by the State under SB 1383
X Ongoing
24 Continue participation with Valley Water and
the City of Gilroy in working towards recycled
water opportunities for the City of Morgan Hill
X Ongoing
25 Develop the City’s first Transportation Master
Plan in coordination with the update to the
City’s General Plan Transportation Element
X Commencing Soon Fall 2023
26 Complete the Hale Avenue Extension Project X In Process 50% Summer 2023 27 Initiate on-demand last mile transit service for
the Morgan Hill Community X In Process 75% Fall 2022
28 Collaborate with City of Gilroy and elected
officials on advocacy for the South County
Transportation Corridor; VTA, Caltrain,
Highway 101 expansion, and electrification of
commuter rail
X Ongoing
29 Update Street and Sidewalk Development
Code X Commencing Soon Spring 2023
Fire
30 Plan for the addition of a third fire station X X X In Progress 25% Fall 2024 31 Negotiate Cooperative Agreement for Fire
Protection with CAL FIRE X Commencing Soon Spring 2023
Police and Information Technology
32 Strengthen partnerships with County and faithbased organizations to apply best practices for the unhoused population
X Ongoing
33 Address quality of life issues in partnership
with the City's Housing Department X Ongoing
34 Present at least two Parent Project classes
per year in English and Spanish in partnership
with the Office of the District Attorney and/or
Morgan Hill Unified School District
X Ongoing
35 Host Community Police Academy in Spanish X Commencing Soon 36 Enhance Listos Program including recruitment
of Listos Program Instructor, organize and
deliver Spanish language community training
X Ongoing
37 Create criteria, train, and implement CERT
Neighborhood Teams X In Process 25% Spring 2023
38 Continue to use social media to inform and
educate the community of police activity and
public safety announcements
X Ongoing
39 Re-implement the following Community
Programs that were suspended because of
COVID-19: Community Police Academy,
Police Explorer Program, Parent Project,
Crime Prevention meetings, Volunteers in
Policing, and Cadet Program
X In Process 25% Summer 2023

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Future Business Items Teammate
Ghione
Fall 2022
TBD
TBD
Ghione
Winter 2023
Ramirez/Mahood
Turner/Bigelow
Mid Year
Goal Setting
Future Business Items Teammate
Ghione
Winter 2023
Ghione
Winter 2023
TBD
Future Business Items Teammate
Palsgrove
Memo
August 2022
Horta
Fall 2022
Future Business Items Teammate
Martin/Ghione
November 2022
Future Business Items Teammate
TBD
Future Business Items Teammate
TBD
Council Member McKay asked for a way to monitor outside committee assignments to identify when an alternate is needed and to share how we voted at those committees Council Member Spring requested clarification on the Community Funding policy in regard to cultural diversity
April 20, 2022
June 15, 2022
Council Member McKay requested a speed study to reduce the speed limit through Downtown to 15 MPH
Council Member Martinez Beltran requested a workshop on civility and behavior Mayor Pro Tem Borgioli requested wordsmithing of Vision Zero May 4, 2022
June 1, 2022
Mayor Pro Tem Borgioli would like a stronger discussion about school safety at Morgan Hill schools
Council Member McKay would like a BBQ for City teammates.

City Council Follow-up/Future Business Items
Council Member Martinez Beltran requested a discussion regarding Council Member reimbursement for dependent costs during meetings
TBD = City Council to determine at Goal Setting if future agenda item August 3, 2022
Council Member Spring requested an update on Mushroom Mardi Gras Festival Council Member Spring requested Council discuss term limits for Commissioners, Council Members, and the Mayor
Council Member Martinez Beltran requested a requested a more detailed workshop agenda Council Member Spring asked how can we increase diversity on commissions Council Member Martinez Beltran requested a session to discuss standards for safety regarding crosswalks, stop signs, etc.

Council Member Martinez Beltran would like to have community discussion prior to Council reconsideration of parklets and parking

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Future Business Items Teammate
Carman
Spring 2023
Future Business Items Teammate
Mahood
Spring 2023
Future Business Items Teammate
Turner/Horta
Fall 2022
Follow up items Teammate

9. Villa Ciolino Repairs Garcia
Fall 2022
Future Business Items Teammate
Larkin
Fall 2023
Future Business Items Teammate
Mahood
Fall 2022
Future Business Items Teammate
TBD
Future Business Items Teammate
Ramirez Memo
September 2022
TBD
Future Business Items Teammate
TBD
Future Business Items Teammate
Ghione
Winter 2023
Future Business Items Teammate
Ghione
Winter 2023
Council Member Martinez Beltran requested team building event April 6, 2022
Council Member Martinez Beltran asked to see the Monterey Road Specific Plan come to Council to discuss funding
March 16, 2022
Council Member Martinez Beltran requested that the commercial workplan be moved up and requested staff identify which commercial sites can be identified for industrial use
October 6, 2021
McKay- elevate discussion around how we complete bicycle path connections November 17, 2021
McKay- Asked for information on how City Council Conferences are funded October 20, 2021
McKay- Look into what it would take to complete the bicycle trails network in the short term January 19, 2022
McKay requested that staff return to Council to discuss the community parklet March 2, 2022
McKay asked that staff bring back a discussion about how we use the Council's budget December 15, 2021
Borgioli suggested that we talk about a supplemental documentation submission deadline and a discussion around a policy limiting the number of times a meeting can be extended IHO follow-up, including middle income housing opportunities and IHO implementation February 16, 2022
Spring requested an update once the work is complete
Borgioli requested a noise ordinance for Downtown
December 1, 2021

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Future Business Items Teammate
Ramirez
Legislative
Roundtable
Spring 2023
Future Business Items Teammate
Carman
Summer 2023
Future Business Items Teammate
Ramirez
Memo 2022
Future Business Items Teammate
Ramirez/Ghione
Summer 2023
Follow up items Teammate

5. Depot-Latala
Ghione
Memo
Spring 2023
Follow up items Teammate

5. Downtown Special
Events Update
Martin
Fall 2022
May 19, 2021
Borgioli requested that we ask one or both of the senators for SB 330, SB35, and SB 9 attend a town hall to answer questions and provide information to our community April 21, 2021
McKay asked for a review of landscaping requirements on developments along freeways and major arteries to include more trees
October 2, 2019
Follow up on CCC Parking Enforcement (will coordinate with Lumber Yard Development Project)
Bring this item back to Council as the residential projects on 3rd street near completion (paused until COVID ends and events resume)
March 6, 2019
Spring asked for a conversation about how our City will look in the future as a "Smart City" October 23, 2019
Spring requested a conversation on Downtown parking (paused until end of COVID)

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2 CITY COUNCIL STAFF REPORT
MEETING DATE: August 17, 2022
PREPARED BY:

Kim Mancera, Deputy City Clerk
APPROVED BY: City Manager
APPROVE PHASE 2 RECORDS RETENTION SCHEDULE UPDATE

RECOMMENDATION(S)
Approve changes to the City's Records Retention Schedule.

Estimated Time:

COUNCIL PRIORITIES, GOALS & STRATEGIES
REPORT NARRATIVE:

The City’s Records Retention Schedule was last updated in 2018. Staff has updated the schedule to reflect changes to current processes and ensure that retention periods are consistent with current state law. The Records Retention Schedule serves several important purposes:
 Provides a comprehensive list of all records retained by the City  Controls how long records must be retained and provides authority for destruction of records which are no longer required
 Designates which City departments are responsible for retention of specific records
 Lists the legal authority for the retention periods
The City Clerk’s Office has worked extensively with the City Attorney’s office as well as other departments in the City over the past two years to accomplish a comprehensive update to their sections of the schedule. The updates ensure that the schedule complies with all applicable legal, fiscal, administrative, and historical requirements.

COMMUNITY ENGAGEMENT:

Inform.

This report serves to inform the community of the recommendation to update the City’s Records Retention Schedule.

ALTERNATIVE ACTIONS:

Not Applicable

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2 PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

The City’s Records Retention Schedule was first adopted in January 1996. It has been revised numerous times since then, most recently in 2018.

FISCAL AND RESOURCE IMPACT:

The time and cost associated with the Records Retention Schedule Update have been accommodated for in the City Clerk and City Attorney budgets and workplans.

CEQA (California Environmental Quality Act):

Not a Project.

The update of the records retention schedule is an administrative activity and is not a project, as defined in Section 15378 of the State CEQA guidelines.

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Morgan Hill Retention Schedule
Prepared by Kaizen InfoSource Page 1

ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year Record No. Department/Office
of Record Record Name and Description Example Records Notes and Comments Retention Legal Citations Citywide - Lead Department
001 Citywide Audits - Internal, External and Administration Records and information related to internal, external and regulatory audits and administration of associated auditing activities, including reviewing and documenting operational, compliance, or financial information created as a part of an audit.

Annual Audit Reports
Audit Files, Plans
Audit Schedules
Audit Workpapers
Auditors Reports
Biennial Reviews
Flood Insurance Rate Credit Audits
General Purpose Financial Audits, Single Audits
Management Responses
Petty Cash Audits
Responses
Results
Workpapers
6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 USC 6531 - (LA6Y)
002 Citywide (Except PD) Complaints, Requests for Service, Incident Reports and Daily Work Reports Documentation of general citizen complaints, requests for service and reports of work performed in response to those complaints and requests. Records and information associated with department responses to fires and emergency incidents, including medical emergencies.

NOTE: This category does not pertain to incident reports that become part of a Police case file.

Actions Taken
Daily Work Reports
Issues Log
Service Requests
Trouble Reports
Work Orders and Work Sheets
Emergency Services
False Alarm Reports
Hazardous Waste Spills
Incident Reports
Investigation Reports
Mandated Reporting: Child Abuse, Elder Abuse
Potholes
Sewer Overflow
Suspicious Activity Reports (SARs)
Traffic Accidents
Tree Down
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
005 Citywide Fleet Management
Records related to the management and maintenance of City vehicles, including automobiles, trucks, and forklifts.

Accident / Incident Reports
Complaints, Service Requests
Fire Trucks (NOTE: CalFire maintains these records on behalf of the City) Maintenance and Repair Work Orders
Maintenance Reports (buildings, equipment, streets, sidewalks) Vehicles / Fleet (automobiles, trucks, forklifts)
Life*+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Life of Asset
007 Citywide Fuel Management
Records related to the purchase, tracking and management of fuel for City vehicles.

California Air Resources Board Certificate
Fuel Card Authorizations
Fuel Reports, Billing Reports, Journals, Fuel Tickets
Natural Gas Pump, Natural Gas Tank Maintenance
Underground Fuel Storage Tanks
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25285 - (5Y)
CA - HSC 25292 - (1Y)
CA - HSC 25293 - (MAINT)

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Morgan Hill Retention Schedule
Prepared by Kaizen InfoSource Page 2
Citywide - Lead Department
008 Citywide General Administration
General internal administrative records of City departments, including:
- Documentation of department activities
- Routine reports generated by the City
- Information captured on a log or a list
- Routine correspondence, memos, notes and emails that do not pertain to another category - If not attached to agreement or project file - Department projects, including unsuccessful project documentation Budget Workpapers
Bid Documents
City Generated Routine Studies / Reports (e.g., rate studies, vacant land inventory studies)
Department Administrative Documents (calendars, committees, goals, objectives, meeting agendas, meeting minutes, meeting tapes/recording, plans)
Employee Communication Letters (announcements, new programs, notices)
In-House Committees / Employee Committees
Logs (bid openings, booking number, case number, daily DR#, subpoenas received)
Office Files, Office Manager Files
Organization Charts
Reports - Lift Station/Well, maintenance, studies
Supplies Management
Surveys and Questionnaires
Zoning Confirmation Letters
While Active+2Y CA - GOV 34090 - (2Y)
004-04 Citywide Legislative Affairs
Records of all action taken by City legislative bodies during public and closed session meeting, including:
- City Council
- Library, Culture and Arts Commission
- Oversight Board
- Parks and Recreation Commission
- Planning Commission
- Youth Action Council
- Redevelopment Agency
- Financing Authority
Agendas
Agenda Packets (includes staff reports)
Agenda Summary Reports
Appeals
Audio and video recordings of meetings
Bylaws
City Codes
City-wide Plans/Programs Adopted
Commendations
Formation Documents
Legislative Packets
Hillside Ordinance
Meeting Minutes
Municipal Code
Opinions on Pending Legislation
Ordinances
Petitions to Council
Policy Resolutions
Resolutions
Summary of Actions, Statement of Actions (SOAs)
Supplemental Communications
Permanent CA - CCP 315 - (LA10Y)
CA - CCP 321 - (LA5Y)
CA - CCP 336 - (LA5Y)
CA - CCP 336a - (LA6Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - GOV 34090(e) - (PR)
009 Citywide Operational Maps
Informal maps and geographical information pertaining to City operations and constituent services.

Road Closures
Sewer TV Surveys
Street Sweeping
Tree Trimming
Trash Pick-up
While Active+2Y CA - GOV 34090 - (2Y)

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Citywide - Lead Department
003-00 Citywide Outreach, Media and Public Relations
Records and information regarding internal and external-facing communications, advertising and press relations materials, including documentation of outreach activities/events held in cooperation or for the benefit of City staff and for the local community.

Brochures, Flyers
City Hall Display Sign-up Sheets
Correspondence
Events (sign-in sheets)
FAQs
Flyers
Health Fairs
Mailers
Media Interactions
PowerPoint Presentations for Council Members
Press Releases
Public / Media Inquiries
Public Information / Outreach / Education
Publications Produced by the City (newsletter, visitors guide) Publicity Files
Social Media Documentation
Speeches
Videos
Waivers of Liability
Website
4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
010 Citywide Permits Issued
Documentation of permits issued by the City, other than building permits.

Applications
Field Use Permits
Fire
Hydrant Permits
Live Entertainment Permits
Parade Permits
Political Sign Registration
Sign/Banner Permits
Special Events (on City, public or private property)
Street Permits
Sub-contractor List
Temporary Open Air Activities Permits
Tent Permits
Temporary Use Permits
Transportation Permits (oversize, overweight, wide load) Tree Removal Permits
While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)

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Citywide - Lead Department
011 Citywide Policies and Procedures
All administrative documentation of City policies and procedures.

Administrative Policies and Procedures
City Council Policies and Procedures
Department Policies and Procedures
Directives
Lexipol Policies & Procedures (PD)
General Orders
Guidelines
Handbooks
Personnel Rules & Regulations
Policies
Procedure Manuals
Procedures
Program / Initiative Plans
SOPs
Standards
While Active+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 45 CFR 164.530(j) - (CU+6Y)
012 Citywide Procurement - Agreements and Contracts Not Awarded Records and information created or retained in the preparation of purchasing or acquisition of goods and services, but where the purchase order, contract, or agreement was not awarded.

Bids, Awards (unaccepted, rejected)
Exhibits
Price Lists
Quotations
Requisitions
Requests for Information (RFI)
Requests for Proposal (RFP)
Requests for Quote (RFQ)
Scorecards
Specifications
2Y CA - GOV 34090 - (2Y)
013 Citywide Procurement - Purchasing and Requisitioning Records and information created or retained in the purchasing or acquisition of goods and services. Documentation that includes the terms and conditions under which vendors will provide goods or services.

Bids, Awards
Bonds
Change Orders
Evaluation Sheets
Exhibits
Notices of Intent (to award, to bid)
Price Lists
Proof of Insurance Certificates
Proposals
Purchase Orders
Quotations
Receiving Reports
Requisitions
Requests for Proposal (RFP)
Requests for Qualifications (RFQ)
Specifications
4Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - CCP 337 - (4Y)
US - 29 CFR 516.5 - (3Y)
107-04 Citywide Public Information Requests
Records requested by the public, required for provision to the public, and related inquiries.

Collection Lists
Formal Public Records Requests
Inquiries
Maddy Act Lists
Subpoenas for records and/or testimony (cases in which City is not a party)
2Y CA - GOV 34090 - (2Y)

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Citywide - Lead Department
014 Citywide Public Notices
Records documenting compliance with laws requiring public notice of government activities. Subjects include assessments, elections, land use changes, public meetings and hearings, sale of property, and others.

Affidavits of Mailing
Affidavits of Posting
Affidavits of Publication/Legal Notices
Public Hearing Notices
Public Meeting Notices
4Y CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
015 Citywide Records, Information Management
Documentation of the compliance with Records and Information Management policy and procedures.

Certificates of Destruction
Document Hold Notices, Updates
Inactive Records Storage Information (inventories, transmittals) Records Transfers (to storage, to other depts.)
10Y CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3Y)
US - 26 USC 6531 - (LA6Y)
016 Citywide Records, Retention and Storage Logs
Documentation of the compliance with Records and Information Management policy and procedures.

Certificates of Destruction
Lists of Stored / Destroyed Records
Records Destruction Logs
Records Storage Logs
Records Retention Logs
Permanent CA - GOV 34090 et. Seq.
017 Citywide Speaker Cards
Cards submitted by public attendees at City Council and Commission sessions who wish to speak during the session.

Speaker Cards 6M
018 Citywide Training Records - City Staff and Officials, Materials, Courses, Scheduling Documentation regarding the content of courses and schedules for training offered to employees, officials and volunteers. All documents related to general and specialized technical education and training taken by officials, paid employees and unpaid volunteers, including:
- Ethics
- Fire Extinguisher
- First Aid/CPR
- Privacy
- Safety
- Specialized Equipment
- Child Protective Services & Boundaries
Attendance Lists
Briefing/Unit Training
Certification Records
Compliance Training
Individual Education, Development
Employee Development
Presentation Materials
PowerPoint Slide Decks
Rosters
Sign-in Sheets
Testing/Qualifications
Training Bulletins
7Y CA - 8 CCR 3203 - (CU+1Y)
CA - GOV 34090 - (2Y)
CA - GOV 53235.2b - (5Y)
CA - GOV 12946 - (2Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 45 CFR 164.530 (j) - (CU+6Y)
019 Citywide Unapproved Applications Encroachment/Building/Planning 2Y GC34090(a) 020 Citywide Vendor, Supplier Files
Records and information of suppliers and vendors to all City organizations created or retained in the purchasing or acquisition of goods and services.

Contractors - Vendor List
Vendor Packets
Vendor Applications, Profiles
2Y CA - GOV 34090 - (2Y)

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Building
021 Building
Fire Prevention
Building Plans, Building Permits, Appeals and Decisions Records and information documenting the building services provided by the City regulating commercial and residential property and developments, including:
- Electrical
- Mechanical
- Plumbing
- Solar
- Grading
-Occupancy
Seismic
Permanent CA - CBC 107.5 - (180D)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
022 Building Code Books Building
Uniform Housing
Plumbing Administration
Mechanical
Abatement of Dangerous Buildings
Analysis of Revisions
Permanent CA - GOV 34090€
023 Building
Community Services
Fire
Code Compliance and Enforcement
Records and information documenting compliance with City codes, including such issues as:
- Vehicle related, e.g., abandoned, commercial, RV storage - Right of way obstructions
- Weed abatement
- Yard/garage sales
- Trash
- Residential lighting
- Street, mobile vending
- Signs and banners
- Vacant/Abandoned buildings
- Property maintenance
Certificates of Nuisance and Abatement
Citations
Complaint Forms
Compliance with Conditions of Approval
Inspections / Enforcement (business, residential)
Investigations
Notices of Noncompliance
Notices of Violation
Photographs
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (2Y)
CA - Law Enforcement Evidence and Property
Management Guide
NOTE: Records for repeat offenders may be
retained longer to document a history of violations

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Building
024 Building
Engineering and Utilities
Housing
Planning
Property, Infrastructure Maps, Plans and Drawings
Final maps, plans and drawings pertaining to City properties and infrastructure. - Maps address, tract, GIS
Aerial Photos
Assessor Parcel Maps
Annexations - Water/Sewer Systems
Building Site Determination
Drainage
Flood Elevation Certificates
Functional Classification Maps
Improvement Plans, Drawings
Lot Line Adjustments
Lot Numbers
Master Maps (CIP, historic, drainage)
Subdivisions (major, minor)
Mylars
Parcel Mergers
Parcels, Plats
Rights of Way
Signal Plans
Signing and Striping Plans
Sphere of Influence
Street Address Files
Streetlights
Surveying
Tracts
Traffic Signal Plans, Interconnect Plans
Water and Wastewater Systems
Permanent CA - CCP 337.15 - (LA10Y)
CA - GOV 34090(a) - (PR)
CA - HSC 19850 - (LI)
025 Building
Human Resources
Regulatory Reporting
Official non-financial reports issued by City organizations to comply with regulatory requirements.

Census Reports (C-404)
ACA
EEOC Reports
Labor Reports
Month-End Reports
OSHA 300 Reports
Strong Motion Instrumentation Program (SMIP) Reports
5Y CA - GOV 34090 - (2Y)
US - 29 CFR 405.9 - (5Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.30 - (3Y)

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City Attorney
026 City Attorney Internal Legal Advice and Opinions
Memoranda containing legal advice prepared by the City Attorney's for City departments. (NOTE: Legal advice and opinions associated with specific projects will be retained with the project file.)
Memos
Opinions
2Y CA - GOV 34090 - (2Y)
108-03 City Attorney Litigation and Third Party Claims
Records generated for or related to any case or action before a judicial, arbitral, or administrative officer or body.

Complaints
Court Orders
Discovery
Exhibits
Judgments
Pleadings
Related Correspondence
Releases
Request for Dismissal
Summons
Final Resolution+10Y CA - 2 CCR 11013 - (FR+2Y)
CA - 8 CCR 10102 - (5Y; CL+1Y)
CA - 22 CCR 1085-2 - (CU+4Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (3Y)
US - 26 CFR 301.6532-1 - (LA2Y)
US - 26 CFR 301.6532-2 - (LA5Y)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626(d) - (LA300D)
US - 42 USC 2000e-5(e) - (LA180D)
US - 42 USC 2000e-5(f) - (LA180D)
027 City Attorney
Community Services
Engineering and Utilities
Finance and Utility Billing
Risk Management - Claims By or Against the City
Records detailing claims lodged by or against the City, other than for Workers Compensation.

Accident/Incident Reports
Actuarial Reports
Annual Audit of Open Claims
Appraisals
Claims By/Against the City
Closing Letters
Damage Estimate Reports
Supporting Documentation
Insurance Claims, Appraisals, Reports
Investigations
Final Resolution+5Y CA - CCP 337 - (LA4Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 34090 - (2Y)
028 City Attorney Risk Management - Insurance Coverage
Records detailing the City's general coverage against property damage and liability, including renewal submission information, insurance quotes, & broker correspondence. (NOTE: Third party proofs-of-insurance associated with facility rentals or City projects are retained with those rental or project files.)
Binding Information
Binders
Broker Correspondence
Certificates of Insurance
Completed Applications
Flood Insurance
Insurance Policies
Insurance Quotes
Insurance Submissions
Liability Insurance
Pooled Liability Assurance Network Joint Powers Authority (PLAN JPA) Renewal Strategy
While Active+5Y CA - 22 CCR 3267-2 - (MAINT)
CA - CCP 337 - (LA5Y)
CA - GOV 34090 - (2Y)

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City Clerk
126-04 City Clerk Agreements, Contracts and Leases - Construction, Improvements to Infrastructure, Real Property and Facilities
Executed agreements and contracts for construction and/or improvements to or use of the City's infrastructure, of real property, and facilities.

Addendums and Amendments
Affordable Housing/BMR/Inclusionary Housing Agreements
Attachments / Exhibits
Bonds
Certificate of Insurance
Change Orders
Disclosures
Letters of Intent
Memoranda of Agreement (MOAs)
Public Works Contract
Right-of Entry
Standard Consultant Agreement
Services Agreement
Services Agreement for Design Professionals
Statements of Work (SOWs)
Warranties Right of Entry Agreement s
Examples include:

Lease Acquisitions
Leasehold/Tenant Improvements
Notice of Restriction
Property Improvement Contracts
Re-sale Agreements
Water Agreements
Water Supply Agreements
While Active+10Y CA - CCP 315 - (LA10Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (LA4Y)
CA - GOV 34090(a) - (PR)
US - 29 CFR 516.5 - (3Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
128-04 City Clerk Agreements, Contracts and Leases - Construction, Improvements to Infrastructure, Real Property and Facilities
Executed agreements and contracts for goods and services (which includes all types of contracts and agreements, including franchise, purchase orders, or non-real property leases) and associated ancillary documents, between the City and other parties.

Addendums and Amendments
Attachments / Exhibits
Bonds
Certificates of Insurance
Contract Releases (resale, refinance, option to purchase, restriction, assignment of option)
Disclosures
Letters of Intent
License Agreements, Licenses
Licensing, Licenses (general)
Maintenance Agreements
Memoranda of Agreement (MOAs)
Memoranda of Understanding (MOUs) - other than labor MOU's Standard Consultant Agreement
Services Agreement
Services Agreement for Design Professionals
Rental Agreements (Equipment)
Statements of Work (SOWs)
Warranties
More Examples Include:

Consultant Agreements
Employment Agreements
Franchise Agreements
Hardware Maintenance Agreements
Impact Fee Freeze Agreement
Inter-Governmental Agreements
Joint Powers Agreement
Licensing / Software Agreements
Limited Service Agreements
Mutual Confidentiality/Non-Disclosure Agreements
Mutual General Release Agreements
Retainer/Engagement of Counsel Letters
Sales Contracts
Service Contracts
Service Level Agreements (SLAs)
Sewer and Traffic Financing Program Agreements
Use of City Facilities Contracts
While Active+4Y CA - CCP 337.1 - (LA4Y)
CA - CCP 343 - (LA4Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 516.5 - (3Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)

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City Clerk
168-04 City Clerk Real Property Documents (primarily recorded documents) & Settlement Agreements
Records and information pertaining to those original key documents recorded on behalf of the City. Includes Below Market Rate (BMR) contract files. Records of final settlement agreements.

Records and information related to the ownership, acquisition, disposition, transfer of, lease of, or improvement of real property, infrastructure and facilities including grant deeds, owned by or used by the City.

Abandonments
Acquisitions
Address Records
Annexations
Condemnations
Conveyances
Community Development Block Grant (CDBG) Property Acquisitions Deeds (Grant, Quitclaim)
Deeds of Trust
Deed Restrictions
Development Agreements
Dispositions
Easements
Eminent Domain
Liens
Lot Line Adjustments
Notice of Pendency of Actions
Possessory Interest
Promissory Notes
Property Transaction (DDA, DA, etc.)
Quitclaims
Reconveyances
Resale Restrictions
Rights-of-Way
Vacations
Sales
Subdivision Improvement Agreements (SIAs)
Valuation Information
Affordable Housing Agreements
Below Market Rate Housing Agreements
Housing Loan Agreements
Inclusionary Housing Agreements Resale
Restriction Agreements Subordination
Agreements Releases (resale,
refinance, option to purchase, restriction,
assignment of option)
Permanent CA - GOV 34090(a) - (PR)
CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
140-04 City Clerk Appointments to Boards, Commissions and Committees Staff records related to appointments made by authorized elected officials to councils, committees, boards, and commissions.

Applications (appointed, unsuccessful)
Interview Notes
Letters of Appointment
Letters of Recommendation
Oaths of Office
Resumes
Submitted Documents
Term of Office+2Y
Unsuccess - Date of
Decision +2Y
CA - GOV 34090 - (2Y)
133-04 City Clerk
Community Services
Assessment Districts - Successful
Records and information documenting the formation and operations of assessment and funding districts including those for:
- Community facilities
- Fire benefit
- Lighting & landscaping
- Maintenance
- Recreation
- Street improvements
-Election Records
District Formation Documents
Ballots
Tally Sheets
Permanent CA - GOV 34090(a) - (PR)
134-04 City Clerk Assessment Districts - Unsuccessful
Records and information documenting the formation and operations of assessment and funding districts including those for:

District Formation Documents C+2Y CA - GOV 34090(d)

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City Clerk
161-04 City Clerk CEQA Noticing CEQA Noticing and Documents Permanent CA - GOV 34090 - (2Y) 006-00 City Clerk Election Records - Administrative Files Documentation of the administration of City elections.

Correspondence
Non-municipal election files
Research Notes
4Y CA - GOV 34090 - (2Y)
CA - GOV 81009(f)(g) - (4Y; 2Y)
184-05 City Clerk Election Records - Candidates Elected Records and information related to the filing of campaign and election documentation by candidates who are elected to City offices.

Campaign Disclosures, Nomination Papers
Campaign Statements
Permanent CA - GOV 81009(b) - (PR)
185-05 City Clerk Election Records - Candidates Not Elected Records and information related to the filing of campaign and election documentation by candidates, but who are not elected.

Campaign Disclosures, Nomination Papers
Campaign Statements
5Y CA - GOV 81009(b) - (5Y)
187-05 City Clerk Election Records - Committees
Records and information related to the filing of FPPC forms for Political Action Committees and General Purpose Committees.

FPPC Series 400 Forms 7Y CA - GOV 81009(c) - (7Y)
177-04 City Clerk Election Records - Initiative, Recall, or Referendum Administration Records related to the submission and processing of initiative, referendum, recall, or ballot measures, excluding petitions.
-FPPC Forms
City Attorney Opinions
Ballot Measure (Arguments For / Against, Full Text, Rebuttals, Impartial Opinion)
Election Results
4Y CA - GOV 81009(f)(g) - (4Y; 2Y)
183-05 City Clerk Election Records - Initiative, Recall, or Referendum Petitions Petitions for initiative, referendum, recall, or ballot measures, whether successful or not.

Petitions 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
proceedings.
8M CA - ELEC 17200 - (8 Months)
CA - ELEC 17400 - (8 Months)
181-05 City Clerk Election Records - Nomination Documents Records and information related to the filing of nomination papers and petitions in lieu of filing fee.

Candidate Statements (for sample ballot)
Nomination Papers
Petitions in Lieu of Filing Fee
Signatures in Lieu of Filing Fee Petitions
Supplemental Nomination Papers
Term of Office+4Y CA - ELEC 17100(a) - (T+4Y)
132-04 City Clerk Election Records - Proposition 218 Protest Procedure Records related to administration of notifications and protests associated with taxes, assessments, and fees subject to Prop 218.

Ballots
Engineer's Report
Notices
Protest Letters
Public Hearing Material
Permanent California Constitution Art. XIII
147-04 City Clerk FPPC Forms - Mandated Reporting
Forms mandated by state law related to related to receipt and redistribution of gifts and honoraria, ceremonial roles, and holding of multiple positions for certain employees, elected or appointed officials, or consultants.

Form 801
Form 802
Form 806
2Y CA - GOV 34090 - (2Y)

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City Clerk
176-04 City Clerk FPPC Forms - Statements of Economic Interest Statements of economic interest mandated by state law for certain employees, elected or appointed officials, or consultants.

Form 700 Term*+7Y CA - GOV 34090 - (2Y)
CA - GOV 81009 - (4Y, 7Y)
*Term = Term of Office, Term of Service or
Termination of Employment
182-05 City Clerk
Economic Development
Housing
Historical Documents, Events, Memorabilia, Collections, Artifacts Records and information documenting the history and significant milestones of the City as determined by the City Manager or City Clerk
- Redevelopment Plan Ojo de Aqua - Amendment & Formation Biographies of City Officials
Census Information
City Seal
City Generated Historical Studies / Reports
City Incorporation - (RDA Included)
City Publications (historic, significant)
Council District Maps
Demographics
Elections (historic, significant)
Executive, City Official Communications, Speeches, Videos (historic, significant, State of the City)
Grand Jury Documentation
History Cards (historical personnel rosters)
Historical Parks, Facilities
Memorial Programs
News, Press Releases (historic, significant)
Newspaper Clippings
Picture Collections
Publicity Photographs
Redevelopment Agency (RDA) and Successor Agency Historical Documents (redevelopment plans, etc.)
Registered Logos
SCRWA
Permanent CA - GOV 34090 - (2Y)
157-04 City Clerk Oath of Office Oath of Office - Originals Permanent CA - GOV 34090(a) - (PR) 159-04 City Clerk Passport Acceptance
Records and information related to services performed by the City Clerk's office in support of federal passport programs.

Passport Acceptance Transmittals 2Y CA - GOV 34090 - (2Y)

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Community Services
131-04 City Clerk
Community Services
Assessment Districts - Successful
Records and information documenting the formation and operations of assessment and funding districts including those for:
- Community facilities
- Fire benefit
- Lighting & landscaping
- Maintenance
- Recreation
- Street improvements
-Election Records
District Formation Documents
Ballots
Tally Sheets
Permanent CA - GOV 34090(a) - (PR)
023 Building
Community Services
Fire
Code Compliance and Enforcement
Records and information documenting compliance with City codes, including such issues as:
- Vehicle related, e.g., abandoned, commercial, RV storage - Right of way obstructions
- Weed abatement
- Yard/garage sales
- Trash
- Residential lighting
- Street, mobile vending
- Signs and banners
- Vacant/Abandoned buildings
- Property maintenance
Certificates of Nuisance and Abatement
Citations
Complaint Forms
Compliance with Conditions of Approval
Inspections / Enforcement (business, residential)
Investigations
Notices of Noncompliance
Notices of Violation
Photographs
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (2Y)
CA - Law Enforcement Evidence and Property
Management Guide
NOTE: Records for repeat offenders may be
retained longer to document a history of violations
029 Community Services
Engineering and Utilities
Engineering and Facilities
Records and information related to the engineering of projects within the City, whether commercial development or construction/improvement of City-owned infrastructure and facilities.

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Community Services
030 Community Services
Economic Development
Emergency Operations
Center
Engineering and Utilities
Finance and Utility Billing
Housing
Grants and External Funding Sources
Documents the application, evaluation, awarding, administration, monitoring, reporting, and status of grants and other funding sources in which the City is the recipient or administrator. Includes:
- Community Development Block Grant (CDBG) (State Funded Program) - Combined Federal, State, Local Grants
- Federal Grants
- Local Grants
- State Grants
- Transportation Agency Funding
Applications (including project proposals)
Audits
Award Notification
Funding Requests (State Funded)
Grant Administration
Grant Funding
Grant Evaluations
Payroll (certified, Davis Bacon)
Program Rules, Regulations, Procedures
Reports to Funding Agencies
Semi-annual Labor Reports
While Active+7Y CA - GOV 34090 - (2Y)
CA - Office of Emergency Services 2018
Subrecipient Handbook §11210 - (AC+7Y)
US - 2 CFR 200.333 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (LA4Y)
Unsuccessful applications are retained for 2 years.

NOTE: If a grant requires longer retention, its
specific requirements will take precedence.
027 City Attorney
Community Services
Engineering and Utilities
Finance and Utility Billing
Risk Management - Claims By or Against the City
Records detailing claims lodged by or against the City, other than for Workers Compensation.

Access Controls
Access Reports
Card Key System Records
Daily Activity Logs
Facility Key Lists
Key Cards
Transaction Logs
2Y CA - GOV 34090 - (2Y)
102 Community Services
IT/GIS
Public ServicesMaintenance
Police
Security Video
Records and information regarding physical access controls and protection for City buildings and facilities.

CCTV Security Video 1Y CA - GOV 34090.6 - (1Y)
032 Community Services Telecommunications Records
Records and information associated with the planning, management and maintenance of the City's television station.

FCC Licenses
Station Log
4Y CA - GOV 34090 - (2Y)
CA - PUC 5860(i) - (4Y)

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Economic Development
033 Economic Development Economic Development Programs and Services Records and information documenting the City's economic development programs, including:
- Sewer and Traffic Financing Program
- Impact Fee Freeze Agreement Program
- Business Improvement Districts (Property Based - PBID, Tourism Based - TBID) - - Parklet Program
- Senior Development Trust Fund Program
- Facade Program
Downtown Association/Improvements
Applications
Brochures
Business Assistance
Correspondence
Economic Development Strategy
Financial Investment Planning
Fee Financing Program
Impact Fee Schedule
Market Studies
Pilot Programs
Website
While Active+4Y CA - CCP 337 - (LA4)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.333 - (CL+3Y)
030 Community Services
Economic Development
Emergency Operations
Center
Engineering and Utilities
Finance and Utility Billing
Housing
Grants and External Funding Sources
Documents the application, evaluation, awarding, administration, monitoring, reporting, and status of grants and other funding sources in which the City is the recipient or administrator. Includes:
- Community Development Block Grant (CDBG) (State Funded Program) - Combined Federal, State, Local Grants
- Federal Grants
- Local Grants
- State Grants
- Transportation Agency Funding
Applications (including project proposals)
Audits
Award Notification
Funding Requests (State Funded)
Grant Administration
Grant Funding
Grant Evaluations
Payroll (certified, Davis Bacon)
Program Rules, Regulations, Procedures
Reports to Funding Agencies
Semi-annual Labor Reports
While Active+7Y CA - GOV 34090 - (2Y)
CA - Office of Emergency Services 2018
Subrecipient Handbook §11210 - (AC+7Y)
US - 2 CFR 200.333 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (LA4Y)
Unsuccessful applications are retained for 2 years.

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Economic Development
161-04 Economic Development
Planning
Planning and Zoning Projects and Services
Records and information pertaining to all planning and zoning activities, including:
- Annexations
- Approved and denied permanent entitlements
- Cultural resources designations/alterations (CRD)
- General plan amendments
- Minor exceptions
- Planned unit developments(PUD)
- Residential planned developments (RPD)
- Subdivisions
- Transfer development credits
- Urban service area amendments/Urnam Growth Boundary Committee - Variances
- Williamson Act cancellations
- RDCS
-County Referrals
South County Joint Planning
Special Studies
Administrative Meeting Minutes, Decisions
Appeals
ABC Notifications for Liquor Licenses
Architectural and Site Plan Reviews
CC&R's
CEQA Noticing
Conditions of Approval
Conditional Use Permits
Design Review
Development Regulations
Entitlements (administrative, planning)
Environmental Impact Reports (EIRS) and Determinations
General Plan
Hillside Home Review
Home Occupancy Permits
In Lieu Fees
Land Use Permits, Studies
Mello-Roos
Master Plans and Specific Plans (parking, sign, streets, trees) - Planning Project Files (approved applications, architectural & design reviews, plan reviews, project maps, tentative maps,
RDCS Applications
Reversions to Acreage
Zoning, Rezoning and Map Amendments
Conceptual Plan Reviews
Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12981 - (FR+1Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)

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Emergency Operations Center
030 Community Services
Economic Development
Emergency Operations
Center
Engineering and Utilities
Finance and Utility Billing
Housing
Grants and External Funding Sources
Documents the application, evaluation, awarding, administration, monitoring, reporting, and status of grants and other funding sources in which the City is the recipient or administrator. Includes:
- Community Development Block Grant (CDBG) (State Funded Program) - Combined Federal, State, Local Grants
- Federal Grants
- Local Grants
- State Grants
- Transportation Agency Funding
Applications (including project proposals)
Audits
Award Notification
Funding Requests (State Funded)
Grant Administration
Grant Funding
Grant Evaluations
Payroll (certified, Davis Bacon)
Program Rules, Regulations, Procedures
Reports to Funding Agencies
Semi-annual Labor Reports
While Active+7Y CA - GOV 34090 - (2Y)
CA - Office of Emergency Services 2018
Subrecipient Handbook §11210 - (AC+7Y)
US - 2 CFR 200.333 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (LA4Y)
Unsuccessful applications are retained for 2 years.

NOTE: If a grant requires longer retention, its
specific requirements will take precedence.

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Finance and Utility Billing
042 Finance and Utility Billing Accounts Payable and Receivable Records and information related to the accounting of monies paid or received by the City including payment for financial obligation and Citywide revenue receipts. - Aging Reports
Bankruptcy Proofs of Claim
Business Licenses (applications, fees, financial history, renewals, reports) Cash Records (cash disbursement, cash register receipts, cash receipts) Collections
Construction Performance Bond Reimbursements
Credit Memos
Expense Reports, Reimbursements for Employees and Officials Fees and Taxes
FEMA Reimbursements
Form 1099 Records and Form W-9 Records
Invoices and Vouchers
Payables
Purchasing Card Expense Reconciliation/Allocations
Receivables
Reconciliations
Refunds
Sales and Use Taxes Paid
Tax Revenue (property taxes, transient occupancy taxes, utility user taxes) Utility Billing (water, waste water, calculations)
6Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
043 Finance and Utility Billing Bank Account Information Records and information related to banking authorities, activities, transactions and correspondence. This category includes reconciliations.

Bank Account Administration
Bank Statements
Checks, (canceled, copies)
Check Registers, Journals
Corrections / Returns / Adjustments
Deposit Slips/Receipts
Electronic Banking Transactions
Purchasing Card Statements
Reconciliations
Signature Cards
Transfers/Wires
Treasurer Receipts
6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)

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Finance and Utility Billing
044 Finance and Utility Billing Budget Planning
Records and information regarding the development and tracking of City budgets.

Budget Development Documents
Trial Balance/Balance Sheets (Finals)
2Y CA - GOV 34090 - (2Y)
045 Finance and Utility Billing Customer Account Information - Utilities Records and information for customers of City utilities services.

Account Applications and Setup
Customer History
Uncollected Amounts
While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
046 Finance and Utility Billing Debt, Investments
Records and information relating to City financing and debt activities.

Annual Reports
Arbitrage Reports
Bond Insurance Transcripts
Bonds (CFD, continuing disclosures, bond rating reports, official statements)
Bond Financing/Closings
Certificates of Deposit (CDs)
Fiduciary Debt and Investments
General Obligation Bonds
Investment Reporting and Portfolio Management
Loans (debt state loans)
Loan Agreement/Deed of Trust
Local Agency Investment Fund (LAIF)
Payment History/Schedules
Promissory Notes
Quarterly Investment Report
Recognized Obligation Payment Schedules (ROPS)
Reporting (continuing disclosure, Mello-Roos, state reports) Security Instruments
Third Party Trustee Account Statements
Maturity*+10Y CA - CCP 336 - (LA5Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3Y)
*Maturity includes cancellation and redemption
047 Finance and Utility Billing Financial Reporting - Annual, Periodic Annual and periodic financial reports, whether required by regulations or generated to track financial transactions and achievements by the City.

CAFR Workpapers
Payroll Reports (HRA, RMT, ICMA 457 accounts, Nationwide, deferred compensation)
Revenue/Expenditures Reports
Treasurer's Report
Workers Compensation Reports
6Y CA - GOV 34090 - (2Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 USC 6531 - (LA6Y)
048 Finance and Utility Billing Financial Reporting - Official Official financial reports of the City.

Annual Budget
Annual Report of Financial Transactions To State
Annual State Controller Filings
Audited Financial Statements
Audited Comprehensive Annual Financial Report
CAFR (final)
Local Government Compensation Report
PERS Reports
State Controller's Report
Permanent CA - GOV 34090 - (2Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 USC 6531 - (LA6Y)
049 Finance and Utility Billing Financial, Strategic Planning Records and information relating to financial planning and forecasting future costs.

Business Plans
Financial Plans
Forecasts
Rate/Fee Schedules (development, utilities, licenses, permits) 2Y CA - GOV 34090 - (2Y)

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Finance and Utility Billing
050 Finance and Utility Billing Fixed Assets
Records and information related to the ownership, transfer, acquisition, disposition, capital leased, or improvement of fixed assets owned by or used by the City.

Acquisitions
Amortization
Asset Retirement Records
Dispositions
Capital Asset Records
Capital Improvements
Depreciation Schedules
Equipment Rental/Usage Reports
Fixed Asset Reports
Fixed Asset Ledger
Fixed/Capital Asset Accounting
Possessory Interest
Sales
Valuation Information
Life*+10Y CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
* Life of Asset
051 Finance and Utility Billing General Ledger, Journal Entries, Budget Adjustments Records and information related to the transfer of charges between accounts and summaries of account information, including year end summaries of general ledger transactions.

Account Ledgers
Balance Sheets
Budget Adjustments
Cash Journal Entries
Chart of Accounts
Downloads / Data Exports
Expenditure Reports
General Ledger
Journal Entries and Backup Documentation
Revenue and Expense Reports
Sub-Ledgers
Summary Reports
Trial Balance
Year -End / Account Detail History Report
6Y CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
030 Community Services
Economic Development
Emergency Operations
Center
Engineering and Utilities
Finance and Utility Billing
Housing
Grants and External Funding Sources
Documents the application, evaluation, awarding, administration, monitoring, reporting, and status of grants and other funding sources in which the City is the recipient or administrator. Includes:
- Community Development Block Grant (CDBG) (State Funded Program) - Combined Federal, State, Local Grants
- Federal Grants
- Local Grants
- State Grants
- Transportation Agency Funding
Applications (including project proposals)
Audits
Award Notification
Funding Requests (State Funded)
Grant Administration
Grant Funding
Grant Evaluations
Payroll (certified, Davis Bacon)
Program Rules, Regulations, Procedures
Reports to Funding Agencies
Semi-annual Labor Reports
While Active+7Y CA - GOV 34090 - (2Y)
CA - Office of Emergency Services 2018
Subrecipient Handbook §11210 - (AC+7Y)
US - 2 CFR 200.333 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (LA4Y)
Unsuccessful applications are retained for 2 years.

NOTE: If a grant requires longer retention, its
specific requirements will take precedence.

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Finance and Utility Billing
052 Finance and Utility Billing Payroll
Records and information related to the accounting of payroll earnings, deductions, and issuance. This also includes records and information reflecting all earnings and benefits paid to each employee, including:
- Name, address, SSN
- Total amount and date of payments
- Period of service covered for each
- Withholding
- Tax collected
Deduction Authorizations, Registers, Reports
Deferred Compensation
Educational Reimbursements
Employee Master File
Federal and State Tax
Leave Liability Report
Payroll Checks, Copies, Stub Reports
Payroll Certifications, Controls, Earnings
Payroll Taxes
PERS Reporting (earnings and benefits for a pay period) Salary Schedules
Timekeeping Records (timecards, out of class forms/reports, extra help requests)
W-2, W-4
6Y CA - 2 CCR 570.5 - (5Y)
CA - 2 CCR 571(b)(1)(E) - (5Y)
CA - 22 CCR 1085-2(c) - (CU+4Y)
CA - GOV 12946 - (2Y; T+2Y)
CA - LAB 226a - (3Y)
CA - LAB 1174 - (3Y)
CA - LAB 1197.5 - (LA2Y, LA3Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 516.5 - (3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1620.32 - (2Y)
US - 29 CFR 1627.3 - (3Y)
027 City Attorney
Community Services
Engineering and Utilities
Finance and Utility Billing
Risk Management - Claims By or Against the City
Records detailing claims lodged by or against the City, other than for Workers Compensation.

Uncashed Checks
Unclaimed Funds
10Y CA - CCP 1513 - (3Y)
CA - GOV 34090 - (2Y)
US - Uniform Unclaimed Property Act (1995),
Section 3 - (10Y)

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Fire
021 Building
Fire Prevention
Building Plans, Building Permits, Appeals and Decisions Records and information documenting the building services provided by the City regulating commercial and residential property and developments, including:
- Electrical
- Mechanical
- Plumbing
- Solar
- Grading
-Occupancy
Seismic
Permanent CA - CBC 107.5 - (180D)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
023 Building
Community Services
Fire
Code Compliance and Enforcement
Records and information documenting compliance with City codes, including such issues as:
- Vehicle related, e.g., abandoned, commercial, RV storage - Right of way obstructions
- Weed abatement
- Yard/garage sales
- Trash
- Residential lighting
- Street, mobile vending
- Signs and banners
- Vacant/Abandoned buildings
- Property maintenance
Certificates of Nuisance and Abatement
Citations
Complaint Forms
Compliance with Conditions of Approval
Inspections / Enforcement (business, residential)
Investigations
Notices of Noncompliance
Notices of Violation
Photographs
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (2Y)
CA - Law Enforcement Evidence and Property
Management Guide
NOTE: Records for repeat offenders may be
retained longer to document a history of violations
054 Fire Fire Marshall Records
Records and information created and maintained by the City's Fire Marshall.

Building History Files
Fire Incident Investigations and Reports
Life*+5Y CA - California Fire Code, 104.6 - (5Y or Life of Structure or Activity, whichever is longer)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Life of Structure or Activity
037 Engineering and Utilities
Fire
Public ServicesMaintenance
Hazardous Waste - Monitoring and Remediation
Planning, monitoring and contingency/emergency action plans for hazardous waste, emergency and spill response, natural and exposure emergencies, notifications and response; environmental action plans and supporting documentation; hazardous communications plans, including labeling, MSDS controls, training programs and procedures.

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Housing
030 Community Services
Economic Development
Emergency Operations
Center
Engineering and Utilities
Finance and Utility Billing
Housing
Grants and External Funding Sources
Documents the application, evaluation, awarding, administration, monitoring, reporting, and status of grants and other funding sources in which the City is the recipient or administrator. Includes:
- Community Development Block Grant (CDBG) (State Funded Program) - Combined Federal, State, Local Grants
- Federal Grants
- Local Grants
- State Grants
- Transportation Agency Funding
Applications (including project proposals)
Audits
Award Notification
Funding Requests (State Funded)
Grant Administration
Grant Funding
Grant Evaluations
Payroll (certified, Davis Bacon)
Program Rules, Regulations, Procedures
Reports to Funding Agencies
Semi-annual Labor Reports
While Active+7Y CA - GOV 34090 - (2Y)
CA - Office of Emergency Services 2018
Subrecipient Handbook §11210 - (AC+7Y)
US - 2 CFR 200.333 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (LA4Y)
Unsuccessful applications are retained for 2 years.

NOTE: If a grant requires longer retention, its
specific requirements will take precedence.
182-05 City Clerk
Economic Development
Housing
Historical Documents, Events, Memorabilia, Collections, Artifacts Records and information documenting the history and significant milestones of the City as determined by the City Manager or City Clerk
- Redevelopment Plan Ojo de Aqua - Amendment & Formation Biographies of City Officials
Census Information
City Seal
City Generated Historical Studies / Reports
City Incorporation - (RDA Included)
City Publications (historic, significant)
Council District Maps
Demographics
Elections (historic, significant)
Executive, City Official Communications, Speeches, Videos (historic, significant, State of the City)
Grand Jury Documentation
History Cards (historical personnel rosters)
Historical Parks, Facilities
Memorial Programs
News, Press Releases (historic, significant)
Newspaper Clippings
Picture Collections
Publicity Photographs
Redevelopment Agency (RDA) and Successor Agency Historical Documents (redevelopment plans, etc.)
Registered Logos
SCRWA
Permanent CA - GOV 34090 - (2Y)
055 Housing Housing Program Files
Records and information regarding programs that provide assistance to home purchasers and home owners, including:
- Below Market Rate Program
- Non-Profit Developer New Construction and Rehabilitation Affordable Rental Housing Program
- Down Payment Loan Programs (for below market rate properties) Applications
Assignment and Assumption
Correspondence
Donations from Seniors (senior trust fund)
Housing Notes
Land Lease
Loan Agreements
Loan Amortization Schedules
Non-monetary Deeds of Trust
Regulatory Agreements
Rental Deposit Assistance
Relocation Payments
While Active+10Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 24 CFR 5.514 - (5Y)
US - 24 CFR 570.502 - (AC+3Y;AC+4Y)
US - 24 CFR 908.101 - (AC+3Y)

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Housing
024 Building
Engineering and Utilities
Housing
Planning
Property, Infrastructure Maps, Plans and Drawings
Final maps, plans and drawings pertaining to City properties and infrastructure. - Maps address, tract, GIS
Aerial Photos
Assessor Parcel Maps
Annexations - Water/Sewer Systems
Building Site Determination
Drainage
Flood Elevation Certificates
Functional Classification Maps
Improvement Plans, Drawings
Lot Line Adjustments
Lot Numbers
Master Maps (CIP, historic, drainage)
Subdivisions (major, minor)
Mylars
Parcel Mergers
Parcels, Plats
Rights of Way
Signal Plans
Signing and Striping Plans
Sphere of Influence
Street Address Files
Streetlights
Surveying
Tracts
Traffic Signal Plans, Interconnect Plans
Water and Wastewater Systems
Permanent CA - CCP 337.15 - (LA10Y)
CA - GOV 34090(a) - (PR)
CA - HSC 19850 - (LI)

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Human Resources
056 Human Resources Benefit Plans
Plans established to provide employee benefits and associated administrative documents, including:
- Dental
-Medical
- Vision
- Life insurance
- Long-term care
- Deferred compensation
- Section 125 plan (flex spending)
- Disability (short/long time)
- PERS retirement for unbenefited part time employees
- EAP
Broker Correspondence
Group Insurance Cost Data
CalPERS Actuarial Reports
CalPERS Medical Plan
CalPERS Retirement Plan
Summary Plan Descriptions
Life*+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (T+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
US - 29 CFR 4007.10 - (6Y)
US - 29 CFR 4041.5 - (LI*+6Y)
*Life of Plan or Benefit
057 Human Resources Employment Agreements Memoranda of Understanding (MOU's)/Side Letters Permanent 058 Human Resources Employee Medical Records
Documents pertaining to medical records of City employees, including exposure to hazardous substances, drug screens, and workers' compensation (includes employee records subject to HIPAA requirements).

Employee Hazardous Chemical Exposure
Employee Medical File
Exposure Monitoring
Field Exposure
Hazardous Exposure
Noise Exposure, Audiometric Testing Records
Pre-Employment Physicals
Toxic Substance Exposure Records
Vaccinations
Drug Screening
Termination+30Y CA - 8 CCR 10102 - (Injury+5Y or Closed+1Y) CA - 8 CCR 14300.33 - (5Y)
CA - 8 CCR 3204 - (T+30Y)
CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - 29 CFR 1904.33 - (CU+5Y)
US - 29 CFR 1910.95 - (2Y)
US - 29 CFR 1910.1020 - (30Y)
059 Human Resources Labor Relations
Documentation related to the negotiations between labor unions for collective bargaining purposes.

Confidential Memos
Costing
Ground Rules
Handouts
Information Requests
Miscellaneous Information
Notes
Proposals - City
Proposals - Union
While Active+4Y CA - CCP 337 - (LA4Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
060 Human Resources Labor Relations Grievances
Documentation related to labor grievances filed under current collective bargaining agreements.

Grievance Files/Commission Hearing
Grievance/Hearing Logs
Union Grievances
Final Resolution+5Y CA - CCP 337 - (LA4Y)
CA - GOV 12946 - (2Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
061 Human Resources Occupational Health Records
Documents pertaining to worker health and safety, including the health and wellness program records of City employees (may include employee records subject to HIPAA requirements).

Ergonomic Evaluations
Safety Committees
Termination+5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 5406 - (LA1Y; LA240W)
CA - LAB 6401.7 - (MAINT)

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Human Resources
062 Human Resources
Police
Personnel Files
All documents related to paid employees (full and part-time), unpaid volunteers, and interns including but not limited to:
- selection/hiring
- assignments
- promotion
- demotion
- transfer
- layoff
- termination / resignation
- pay rates / other terms of compensation
- work authorizations
Applications, Applicant Reference Verifications, PD Employee Hiring Background Investigation Reports
Awards, Rewards, Commendations, Certificates
Disciplinary Actions
Drivers License Data - Class C
Employee Policy Acknowledgements
Employment Authorizations (confirmations, status changes, terminations) Exit Records
Individual Education, Development, Training Records
Job Offer Letters
Leave of Absence Documentation, FMLA
Oaths of Office
Performance Evaluations, Reviews or PIPs
Recognition
Volunteer Acknowledgements
Termination+3Y CA - 2 CCR 11013 - (FR+2Y)
CA - GOV 12946 - (2Y; T+2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.31 - (T+2Y)
US - 29 CFR 1627.3 - (T+1Y)
US - 29 USC 1059 - (T+1Y)
US - 41 CFR 60-1.12(a) - (2Y)
US - 41 CFR 60-741.80 - (2Y)
063 Human Resources Personnel Rules and Regulations Superseded+10Y 025 Building
Human Resources
Regulatory Reporting
Official non-financial reports issued by City organizations to comply with regulatory requirements.

Classification Studies
Compensation Plans, Planning, Analysis
Cost of Living Adjustments
Job Descriptions
Job Evaluation Documentation
Salary Range History
Salary Surveys
2Y CA - GOV 34090 - (2Y)
US - 29 CFR 1602.14 - (AC+1Y)

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Human Resources
065 Human Resources
Public Services - Recreation
Staffing and Recruitment
Records and information related to recruitment of qualified persons for both paid and unpaid position with the City, whether full time or temporary, including:
- Applications and related records of candidates interviewed but not hired or accepted - Applications received but not acted upon
Applications, CVs, Resumes (rejected, unsolicited)
Applicant Tracking Records (hired, rejected)
Background Checks, Investigations - candidates not hired/accepted Civil Service Examination Results and Rankings
Drug Testing, Pre-Hire Screening - candidates not hired/accepted Interview Notes
Job Descriptions
Job Postings, Announcements
Job Requisition Requests
Job Specifications
Miscellaneous Hiring Process Notes
Position Information
Recruitment of Commission/Committee Candidates
Temporary Intern Staffing
Test Results (non-hires)
Test and Examination Materials
Unpaid Interns (rejected)
Volunteers (rejected)
2Y CA - 2 CCR 11013(c)(2) - (2Y)
CA - GOV 12946 - (2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.31 (2Y)
US - 29 CFR 1627.3(b)(1) - (1Y)
066 Human Resources Supervisor Employee Management
Manager or supervisor's file containing personnel information related to employees under his/her active supervision.

Awards
Certificates
Counseling Documents
Evaluations & Reviews
Goals
Promotional Documents
Recognition
Roles & Responsibilities
Termination* CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Upon termination, the supervisor's files are
transferred to HR.
067 Human Resources Work Authorizations and Supporting Documentation Employment eligibility verification forms collected for active employees and supporting documentation regarding immigration status.

I-9 Documents and copies of associated documents
Immigration Supporting Documentation
Termination+3Y CA - GOV 34090 - (2Y)
US - 8 CFR 274a(2) - (3Y or T+1Y, whichever is
longer)
US - 20 CFR 655.760 - (T+1Y)

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IT/GIS
068 IT/GIS Application, System Development and Maintenance Technical documentation related to development of City technology processes, applications, or systems, as well as conversions, changes or modifications to existing applications or systems.

Business, Functional Requirements
Change Requests
Data Element Attribute Reports
Data Migration Documentation
Database Dictionary / Schema
End User Documentation, User Manuals
GIS
Hardware Configurations
Network Circuits Inventories
Network/Equipment Control Support Documentation
Source Code
System Documentation (codebooks, record layouts, reference guides, schematics, specifications)
System, Application Maintenance Documentation (hardware/operating system requirements, monitoring logs, operating manuals) Telecommunications System (telephones, voicemail)
Websites
Life*+2Y CA - GOV 34090 - (2Y)
*Life of Application.
069 IT/GIS Business Continuity Records - Computing Equipment and Network Operations All documentation for dealing with preparation for and responses to emergencies, disasters and/or system failures for City computing resources.

Business Continuity Plans
Disaster Recovery Plan
Emergency Response
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
031 Community Services
IT/GIS
Public ServicesMaintenance Police
Security, Access Operations
Records and information regarding physical access controls and protection for City buildings and facilities.

CCTV Security Video 1Y CA - GOV 34090.6 - (1Y)

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070 IT/GIS Technology Help Desk, Access and Security
Records and technical documentation of internal controls and system security. Includes data / information security breaches, notifications, and supporting documentation.

Audit Trail Files
Automated Logs
Change Management Case Files
Computer Usage Files
Data Breaches (notifications, reports, responses)
Data Sets, Extracted Data Summaries
Firewall
Special Access Approvals
Trouble Tickets
Usage Reports (summary, system)
User Access Records (passwords, security logs, user accounts, log-in files, data entry logs, accounts)
User Incident, Response Files
3Y CA - GOV 34090 - (2Y)
CA - CIV 1798.27 - (3Y)

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Planning
102 Economic Development
Planning
Planning and Zoning Projects and Services
Records and information pertaining to all planning and zoning activities, including:
- Annexations
- Approved and denied permanent entitlements
- Cultural resources designations/alterations (CRD)
- General plan amendments
- Minor exceptions
- Planned unit developments(PUD)
- Residential planned developments (RPD)
- Subdivisions
- Transfer development credits
- Urban service area amendments/Urnam Growth Boundary Committee - Variances
- Williamson Act cancellations
- RDCS
-County Referrals
South County Joint Planning
Special Studies
Administrative Meeting Minutes, Decisions
Appeals
ABC Notifications for Liquor Licenses
Architectural and Site Plan Reviews
CC&R's
CEQA Noticing
Conditions of Approval
Conditional Use Permits
Design Review
Development Regulations
Entitlements (administrative, planning)
Environmental Impact Reports (EIRS) and Determinations
General Plan
Hillside Home Review
Home Occupancy Permits
In Lieu Fees
Land Use Permits, Studies
Mello-Roos
Master Plans and Specific Plans (parking, sign, streets, trees) - Planning Project Files (approved applications, architectural & design reviews, plan reviews, project maps, tentative maps,
RDCS Applications
Reversions to Acreage
Zoning, Rezoning and Map Amendments
Conceptual Plan Reviews
Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12981 - (FR+1Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
024 Building
Engineering and Utilities
Housing
Planning
Property, Infrastructure Maps, Plans and Drawings
Final maps, plans and drawings pertaining to City properties and infrastructure. - Maps address, tract, GIS
Aerial Photos
Assessor Parcel Maps
Annexations - Water/Sewer Systems
Building Site Determination
Drainage
Flood Elevation Certificates
Functional Classification Maps
Improvement Plans, Drawings
Lot Line Adjustments
Lot Numbers
Master Maps (CIP, historic, drainage)
Subdivisions (major, minor)
Mylars
Parcel Mergers
Parcels, Plats
Rights of Way
Signal Plans
Signing and Striping Plans
Sphere of Influence
Street Address Files
Streetlights
Surveying
Tracts
Traffic Signal Plans, Interconnect Plans
Water and Wastewater Systems
Permanent CA - CCP 337.15 - (LA10Y)
CA - GOV 34090(a) - (PR)
CA - HSC 19850 - (LI)

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Police
072 Police Animal Services
Records and information documenting investigated animal cases.

Advice as to Treatment
Approval or Denial of Treatment by City
Classification Cases of Potentially Dangerous Animals
Kennel Records
Photos
Records of Medical Treatment or Euthanasia
2Y CA - CCP 340 - (LA1Y)
CA - GOV 34090 - (2Y)
CA - HSC 122331 - (MAINT)
CA - PEN 802 - (2Y)
073 Police Criminal Registrations - Drugs, Gangs
Records for those required to register as drug or gang violence offenders. 5Y CA - GOV 34090 - (2Y)
CA - HSC 11594(a) - (5Y)
CA - PEN 186.32 - (5Y)
074 Police Criminal Registrations - Sex Offenders, Arsonists Records for those required to register as sex offenders or arsonists. * Life of the offender or arsonist
Life*+2Y CA - GOV 34090 - (2Y)
CA - PEN 290(b) - (Life of Offender)
CA - PEN 457.1(b)(2) - (Life of Arsonist)
075 Police Emergency Management
All documentation for dealing with preparation for and responses to emergencies, disasters and/or system failures for City facilities. Includes the Emergency Operations Center.

Business Continuity Plans
Disaster Recovery Plan
Drill Records
Emergency Contact Lists, Employee Lists, Roster of Workers Emergency Evacuation Procedures
Emergency Operations Center
Emergency Preparedness Team
Emergency Response Programs
Evacuation Plans
Fire Prevention Plan
Hazard Mitigation Plan
Telephone Trees
Superseded+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
062 Human Resources
Police
Personnel Files
All documents related to paid employees (full and part-time), unpaid volunteers, and interns including but not limited to:
- selection/hiring
- assignments
- promotion
- demotion
- transfer
- layoff
- termination / resignation
- pay rates / other terms of compensation
- work authorizations
Applications, Applicant Reference Verifications, PD Employee Hiring Background Investigation Reports
Awards, Rewards, Commendations, Certificates
Disciplinary Actions
Drivers License Data - Class C
Employee Policy Acknowledgements
Employment Authorizations (confirmations, status changes, terminations) Exit Records
Individual Education, Development, Training Records
Job Offer Letters
Leave of Absence Documentation, FMLA
Oaths of Office
Performance Evaluations, Reviews or PIPs
Recognition
Volunteer Acknowledgements
Termination+3Y CA - 2 CCR 11013 - (FR+2Y)
CA - GOV 12946 - (2Y; T+2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.31 - (T+2Y)
US - 29 CFR 1627.3 - (T+1Y)
US - 29 USC 1059 - (T+1Y)
US - 41 CFR 60-1.12(a) - (2Y)
US - 41 CFR 60-741.80 - (2Y)

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Police
076 Police Police Case Files - Dead Bodies
Records, crime reports and evidence associated with investigations of dead bodies, whether by natural causes or found.

Reports
Statements
While Active*+2Y CA - GOV 34090 - (2Y)
CA - PEN 799 - (PR)
* Case is active until body has been identified and
cause of death determined. If determination is
made that the death was a homicide, records are
recategorized as "Felony Murder/Homicide" case
files (see "Police Case Files - Felony
Murder/Homicide, Capital Offenses, Child Abuse,
Elder Abuse, and Violations of Public Trust" below).
077 Police Police Case Files - Felonies, Excluding Murder Records, crime reports and evidence associated with felony violations of laws, including domestic violence, but excluding homicide and capital violations.

Criminal Protective Orders
Reports
Restraining Orders
Statements
While Active*+10Y CA - CCP 337.5 (LA10Y)
CA - CCP 339 - (LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 799 - (MAINT)
CA - PEN 851.8 - (SEAL & DESTROY)
CA - PEN 851.90 - (MAINT)
CA - PEN 13710 (MAINT)
CA - Law Enforcement Evidence and Property
Management Guide
* Case becomes inactive when it has been
adjudicated, all appeals exhausted or all time
served. Provided there are not outstanding
warrants, deaths, and it is not classified under PC
§800 and 290 and HSC §11850; Statute of
limitations is 2 years; Destroy juvenile marijuana
after age 18; HSC §11361.5; GC §34090, PC §802,
PC §187, 800 et seq.
078 Police Police Case Files - Felony Murder/Homicide, Capital Offenses, Child Abuse, Elder Abuse, and Violations of Public Trust
Records, crime reports and evidence associated with capital felony violations of laws, including homicide, child abuse, elder abuse, embezzlement of public funds, or falsification of public documents.

Permanent CA - GOV 34090 - (2Y)
CA - PEN 187-199 - (MAINT)
CA - PEN 290 - (MAINT)
CA - PEN 799 - (PR)
CA - Law Enforcement Evidence and Property
Management Guide
No limitation on commencement of action; PC
§261, 286, 288, 288a, 288.5, 289, 289.5, and 799.

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Police
079 Police Police Case Files - Juvenile
Records, crime reports and evidence associated with criminal cases dealing with juveniles.

Longer of:

MAJ*+8Y (or)
SEAL**+5Y
CA - GOV 34090 - (2Y)
CA - WIC 300 (age 18 or as directed by court)
CA - WIC 600 (age 18 or as directed by court)
CA - WIC 781 (age 18 or as directed by court)
CA - WIC 826 (age 18 or as directed by court)
CA - Law Enforcement Evidence and Property
Management Guide
*MAJ = Age of Majority Status (18Y);
**SEAL = Date Records Sealed
Statute of limitations runs up to age of majority + 8
years; Sealing for juveniles and Wards of the Court
retained for 5 years; CP §340.1; GC §34090; WIC
§781(d); WIC §826(a)&(b); WIC §781(a).
080 Police Police Case Files - Misdemeanors, Infractions Records, crime reports and evidence of misdemeanors and infractions, including traffic incidents, parking/moving citations, administrative citations, and appeals. 5Y CA - CCP 339 - (LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (2Y)
CA - PEN 853.6 - (MAINT)
CA - Law Enforcement Evidence and Property
Management Guide
081 Police Police Case Files - Missing Persons, Protective Custody and Runaways Records, crime reports and evidence associated with missing persons and runaways.

While Active*+2Y CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property
Management Guide
* Case remains active until solved
082 Police Police Case Files - Officer Involved Shootings Records, crime reports and evidence associated with criminal cases dealing with officer involved shootings.
2Y CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property
Management Guide
CA - PEN 832.18 - (2Y)
083 Police Police Case Files - Sealing of Adult Records Records of court orders to seal the records of adults.

SEAL*+3Y CA - GOV 34090 - (2Y)
CA - PEN 851.8 - (SEAL+3Y)
CA - PEN 851.90 - (MAINT)
*SEAL = Date Records Sealed
084 Police Police Case Files - Sealing of Juvenile Records Records of court orders to seal the records of juveniles.

Longer of:

MAJ*+8Y (or)
SEAL**+5Y
CA - CCP 340.1 (LA8Y)
CA - GOV 34090 - (2Y)
CA - WIC 300 (age 18 or as directed by court)
CA - WIC 781 (age 18 or as directed by court)
CA - WIC 781.5 (EXONERATION+3Y)
CA - WIC 826 (age 18 or as directed by court)
* MAJ = Age of Majority Status (18Y)
** SEAL = Date Records Sealed

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Police
085 Police Police Case Files - Stolen Property
Records, crime reports and evidence associated with stolen property.

While Active*+3Y CA - CCP 338 - (LA3Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property
Management Guide
* Case remains active until solved
086 Police Police Case Files - Traffic Collisions - Fatal Records, crime reports and evidence associated with traffic collisions involving fatalities.

Permanent CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property
Management Guide
087 Police Police Dispatch Records
Records of emergency calls to include time and date of call, contents of call, location of call, name of unit sent to scene, and other related information. 911 Emergency Call Logs
Computer Aided Dispatch (CAD)
2Y* CA - GOV 34090 - (2Y)
CA - GOV 60201 - (MAINT)
* Exception: Recordings used as evidence in a
criminal prosecution or claim filed or litigation or
potential claims and litigation shall be preserved for
100 days after conclusion of the court action.
088 Police Police - General Support and Administrative Records Records of general community support activities and administrative reports received and/or generated in the routine course of law enforcement activities and not associated with a case number.

Activity Reports
Citizen's Academy
Crime Statistics
Daily Bulletins
LiveScan Research (for non-City organizations)
Logs (booking number, case number, daily DR#, incident, subpoenas received)
Police Explorer Program Records
Published Reports
Range Logs
Ride-Along Program Records
Uniform Crime Reporting
Volunteers in Policing (VIP) Program Records
2Y CA - CCP 339 - (LA2Y)
CA - GOV 34090 - (2Y)
089 Police Police Firearms Records
Documentation related to the firearms and class m3 weapons.

Firearms Dealers (FFA)
Class 3 Weapons Purchase
Federal Firearms License
Firearms Inventory
Permanent

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Police
090 Police Police-Issued Licenses, Permits
Documentation of licenses, non-building permits and other authorizations issued in the City.

Adult Businesses
Alarm Permits
Animal Establishment/Commercial Kennels
Bingo
Concealed Weapons (guns, etc.)
Firing Weapons within City Limits
Live Entertainment
Massage Establishments (includes background checks)
Secondhand Dealer/Pawnbroker DOJ Licenses
Taxi Permits
While Active+4Y CA - CCP 337 (4Y)
CA - GOV 34090 - (2Y)
091 Police Police - Personnel Complaints, Internal Investigations Not Sustained ONLY
Documentation of personnel complaints received, formal inquiries, and investigations, including those by Professional Standards, involving Police department employees (excludes officer involved shootings).

Actions Taken
Citizen Complaints
Internal Affairs Investigations
5Y CA - GOV 12946 - (2Y)
CA - GOV 34090 - (2Y)
CA - PEN 801.5 - (4Y)
CA - PEN 832.5(b) - (5Y)
CA - PEN 13300(l) - (5Y)
CA - VEH 2547 - (3Y)
092 Police Police - Personnel Complaints, Internal Investigations Sustained ONLY
Documentation of personnel complaints received, formal inquiries, and investigations, including those by Professional Standards, involving Police department employees (excludes officer involved shootings)
Actions Taken
Citizen Complaints
Internal Affairs Investigations
15Y CA - PEN 832.5(b) - (15Y)
093 Police Police Routine Body-Worn Camera Video Records Recordings of routine body-worn camera video monitoring, to include time and date of video, location of video and other related information.

Body-Worn Camera Recordings (body cam) 30D* CA - PEN 832.18 - (60D) * Exception: If recordings are evidence in any
criminal prosecution, claims filed, potential claims
or any pending litigation, they shall be preserved for
100 days after the conclusion of the court action.
094 Police Police Routine Dispatch Telephone and Radio Communications Records Routine daily recording of telephone communications and all radio communications relating to the operations of the department.

Audio Telephone Recordings
Audio Radio Recordings
911 Call Recordings
100D* CA - GOV 34090.6 - (Routine Audio: 100D)
CA - GOV 26202.6 - (100D)
CA - GOV 60201 - (MAINT)
* Exception: If recordings are evidence in any
criminal prosecution, claims filed, potential claims
or any pending litigation, they shall be preserved for
100 days after the conclusion of the court action.

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Police
095 Police Police Routine Video Records
Recordings of routine video monitoring, other than body-worn camera recordings, to include time and date of video, location of video and other related information.

Building Security Recordings 1Y* CA - GOV 34090.6 - (Routine Video: 1Y) * Exception: If recordings are evidence in any
criminal prosecution, claims filed, potential claims
or any pending litigation, they shall be preserved for
100 days after the conclusion of the court action.
031 Community Services
IT/GIS
Public ServicesMaintenance
Police
Security, Access Operations
Records and information regarding physical access controls and protection for City buildings and facilities.

CCTV Security Video 1Y CA - GOV 34090.6 - (1Y)
Public Services - Engineering and Utilities
034 Engineering and Utilities
Public ServicesMaintenance
Asset Management, Maintenance
Records related to the installation, management, and maintenance of City assets, including real property and infrastructure assets such as:
- Buildings
- Elevators
- Equipment
- Parks
- Playgrounds
- Streets
- Sidewalks
- Storm Drains
- Streetlights
- Streets (alleys, highways, medians)
- Trees
Air Quality Permits and Inspections
Backflow Inspections
Custodial Services
Equipment Certifications and Inspections
Fire Equipment (NOTE: CalFire maintains these records on behalf of the City)
Fire Inspections
Inventories
Irrigation (parks, public green space)
Landscaping
Maintenance and Repair Work Orders
Maintenance Reports (buildings, equipment, streets, sidewalks) Parking Lots
Pesticide (treatments, applications)
Railroad Underpass
Repair Orders
Reports of Service Request Activity to Community Services Commission Sewers, Water and Wastewater Systems
Sidewalks
Signs, Signage
Street Lights (energizing, replacing)
Traffic Signals
Trees (service, requests, inspections)
Utilities Cost Tracking
Life*+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Life of Asset

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035 Engineering and Utilities
Public ServicesMaintenance
CIP and Development Project Files
Records and information related to the administration, analysis, design, development, planning, and construction associated with:
- Acquisition and construction of new City capital assets - Developments by others on City property that entail engineering work by the City - Development projects impacting the public right-of-way - Capital improvement of City facilities, parks, streets and infrastructure.

Includes projects funded from various sources including bonds, grants, capital improvement, and general fund.

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Public Services - Engineering and Utilities
036 Engineering and Utilities Encroachments
Records documenting encroachments upon City property.

Encroachment Permits, Certificates While Active*+10Y CA - CCP 337.1 - (LA4Y) CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
029 Community Services
Engineering and Utilities
Engineering and Facilities
Records and information related to the engineering of projects within the City, whether commercial development or construction/improvement of City-owned infrastructure and facilities.

Community Facility District reimbursement requests (Mello-Roos) Correspondence
Development Impact Fees and Reconciliations
Easements
Encroachment Permits
Field Inspections, Closures
Final Improvement Plans/As-Built Plans
Geological Reports /Soil
Land Development
Lot Line Adjustments
Project Plans and Schedules
Specifications, Calculations, Change Orders
Studies and Surveys
Utility Design Reports and Tech Memos
Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
030 Community Services
Economic Development
Emergency Operations
Center
Engineering and Utilities
Finance and Utility Billing
Housing
Grants and External Funding Sources
Documents the application, evaluation, awarding, administration, monitoring, reporting, and status of grants and other funding sources in which the City is the recipient or administrator. Includes:
- Community Development Block Grant (CDBG) (State Funded Program) - Combined Federal, State, Local Grants
- Federal Grants
- Local Grants
- State Grants
- Transportation Agency Funding
Applications (including project proposals)
Audits
Award Notification
Funding Requests (State Funded)
Grant Administration
Grant Funding
Grant Evaluations
Payroll (certified, Davis Bacon)
Program Rules, Regulations, Procedures
Reports to Funding Agencies
Semi-annual Labor Reports
While Active+7Y CA - GOV 34090 - (2Y)
CA - Office of Emergency Services 2018
Subrecipient Handbook §11210 - (AC+7Y)
US - 2 CFR 200.333 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (LA4Y)
Unsuccessful applications are retained for 2 years.

NOTE: If a grant requires longer retention, its
specific requirements will take precedence.
037 Engineering and Utilities
Fire
Public ServicesMaintenance
Hazardous Waste - Monitoring and Remediation
Planning, monitoring and contingency/emergency action plans for hazardous waste, emergency and spill response, natural and exposure emergencies, notifications and response; environmental action plans and supporting documentation; hazardous communications plans, including labeling, MSDS controls, training programs and procedures.

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Public Services - Engineering and Utilities
024 Building
Engineering and Utilities
Housing
Planning
Property, Infrastructure Maps, Plans and Drawings
Final maps, plans and drawings pertaining to City properties and infrastructure. - Maps address, tract, GIS
Aerial Photos
Assessor Parcel Maps
Annexations - Water/Sewer Systems
Building Site Determination
Drainage
Flood Elevation Certificates
Functional Classification Maps
Improvement Plans, Drawings
Lot Line Adjustments
Lot Numbers
Master Maps (CIP, historic, drainage)
Subdivisions (major, minor)
Mylars
Parcel Mergers
Parcels, Plats
Rights of Way
Signal Plans
Signing and Striping Plans
Sphere of Influence
Street Address Files
Streetlights
Surveying
Tracts
Traffic Signal Plans, Interconnect Plans
Water and Wastewater Systems
Permanent CA - CCP 337.15 - (LA10Y)
CA - GOV 34090(a) - (PR)
CA - HSC 19850 - (LI)
027 City Attorney
Community Services
Engineering and Utilities
Finance and Utility Billing
Risk Management - Claims By or Against the City
Records detailing claims lodged by or against the City, other than for Workers Compensation.

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Public Services - Engineering and Utilities
039 Engineering and Utilities
Public ServicesMaintenance
Traffic and Transportation Planning
Records and information of traffic engineering and transportation planning activities, including studies and surveys.

ADA Compliance (ramps, sidewalks)
Functional Classification Maps
Recommendations
Street/Highway Studies/Surveys (speed studies)
Surveys (engineering, speed, traffic)
Traffic Advisory Committee (TAC)
Traffic Control Plans
Traffic Counts/Surveys/Studies/Volume
Traffic Management Plans
Transportation Planning
While Active+5Y CA - GOV 34090 - (2Y)
040 Engineering and Utilities
Environmental Services
Public ServicesMaintenance
Water Drainage Management
Records and information documenting the operations and maintenance of the City's storm drains, pump stations and drainage ditches
Drainage Ditches
Floods - Historical Records
Pump Stations
Storm Drains
Storm Water
4Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 122.44 - (3Y)
041 Engineering and Utilities
Environmental Services
Public ServicesMaintenance
Water, Waste Water and Sewer Management
Records and information associated with planning and maintenance for ground water, sewers, storm drains, pump stations, and water distribution networks. -Santa Clara Valley Water District
-Hydrant Meter Permits
Audits and Audit Reports
Backflow Prevention, Reports, and Testing
Conservation
Cross Connections
Drinking Water Violations
Flood Plain Management (plans, SB5)
Groundwater Clean-up
Inspections
Inventories (equipment, materials, meters, pipes)
Irrigation (management, plans, SSJID)
Measure E/P/C
Monitoring and Testing (well water, stormwater, water quality, runoff) NPDES Permits
Pollution Control Permits
Pretreatment/Industrial Waste
Pumps
Reclamation
Reporting
Sewer System
Storm Water Management Plan
Underground Service Alerts (USA)
Waste Water (lab groups, reports to state)
Water Quality Management Plan (WQMP)
Water Quality/Testing
Water Wells, Maintenance and Operations
Water Service Orders (on/off)
Well Production Reports
While Active+5Y CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 70.6 - (CL+5Y)
US - 40 CFR 122.21 - (3Y)
US - 40 CFR 122.41 - (3Y)
US - 40 CFR 122.44 - (3Y)
US - 40 CFR 141.155 - (3Y)
US - 40 CFR 261.32 - (3Y)

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Public Services - Environmental
040 Engineering and Utilities
Environmental Services
Public ServicesMaintenance
Water Drainage Management
Records and information documenting the operations and maintenance of the City's storm drains, pump stations and drainage ditches
Drainage Ditches
Floods - Historical Records
Pump Stations
Storm Drains
Storm Water
4Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 122.44 - (3Y)
041 Engineering and Utilities
Environmental Services
Public ServicesMaintenance
Water, Waste Water and Sewer Management
Records and information associated with planning and maintenance for ground water, sewers, storm drains, pump stations, and water distribution networks. -Santa Clara Valley Water District
-Hydrant Meter Permits
Audits and Audit Reports
Backflow Prevention, Reports, and Testing
Conservation
Cross Connections
Drinking Water Violations
Flood Plain Management (plans, SB5)
Groundwater Clean-up
Inspections
Inventories (equipment, materials, meters, pipes)
Irrigation (management, plans, SSJID)
Measure E/P/C
Monitoring and Testing (well water, stormwater, water quality, runoff) NPDES Permits
Pollution Control Permits
Pretreatment/Industrial Waste
Pumps
Reclamation
Reporting
Sewer System
Storm Water Management Plan
Underground Service Alerts (USA)
Waste Water (lab groups, reports to state)
Water Quality Management Plan (WQMP)
Water Quality/Testing
Water Wells, Maintenance and Operations
Water Service Orders (on/off)
Well Production Reports
While Active+5Y CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 70.6 - (CL+5Y)
US - 40 CFR 122.21 - (3Y)
US - 40 CFR 122.41 - (3Y)
US - 40 CFR 122.44 - (3Y)
US - 40 CFR 141.155 - (3Y)
US - 40 CFR 261.32 - (3Y)

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Public Services - Maintenance
034 Engineering and Utilities
Public ServicesMaintenance
Asset Management, Maintenance
Records related to the installation, management, and maintenance of City assets, including real property and infrastructure assets such as:
- Buildings
- Elevators
- Equipment
- Parks
- Playgrounds
- Streets
- Sidewalks
- Storm Drains
- Streetlights
- Streets (alleys, highways, medians)
- Trees
Air Quality Permits and Inspections
Backflow Inspections
Custodial Services
Equipment Certifications and Inspections
Fire Equipment (NOTE: CalFire maintains these records on behalf of the City)
Fire Inspections
Inventories
Irrigation (parks, public green space)
Landscaping
Maintenance and Repair Work Orders
Maintenance Reports (buildings, equipment, streets, sidewalks) Parking Lots
Pesticide (treatments, applications)
Railroad Underpass
Repair Orders
Reports of Service Request Activity to Community Services Commission Sewers, Water and Wastewater Systems
Sidewalks
Signs, Signage
Street Lights (energizing, replacing)
Traffic Signals
Trees (service, requests, inspections)
Utilities Cost Tracking
Life*+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Life of Asset
071 Public ServicesMaintenance
Building, Facilities Management
Records and information regarding the structure of City buildings.

As-Built Blueprints
Construction Records
Electrical Wiring Schematics
Floor Plans
Project Specifications
Property Inventory
Utility Consumption Tracking
Life*+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
* LI = Life of Building or Facility

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Morgan Hill Retention Schedule
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Public Services - Maintenance
035 Engineering and Utilities
Public ServicesMaintenance
CIP and Development Project Files
Records and information related to the administration, analysis, design, development, planning, and construction associated with:
- Acquisition and construction of new City capital assets - Developments by others on City property that entail engineering work by the City - Development projects impacting the public right-of-way - Capital improvement of City facilities, parks, streets and infrastructure.

Includes projects funded from various sources including bonds, grants, capital improvement, and general fund.

Assessments
Bid Documents
Capacity (water, wastewater) Fees
Certificates of Compliance/Notice of Non-Compliance
Daily Inspections and Progress Meetings
Development Fee Book
Easements
EIR, Notice of Determination, Categorical Exemptions
Field Inspections, Closures
Final Improvement Plans/As-Built Plans
Flood Proof Certificates/Elevation Certificates
Geological Reports
Improvement Plans
Permits
Photos/Pictures
Project Plans and Schedules, Insurance, Permits
Real Estate Appraisals
Specifications, Calculations, Change Orders
Studies and Surveys
Submittals
Underground Utilities Maps
Water Construction
Water/Reservoir
Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)*
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
037 Engineering and Utilities
Fire
Public ServicesMaintenance
Hazardous Waste - Monitoring and Remediation
Planning, monitoring and contingency/emergency action plans for hazardous waste, emergency and spill response, natural and exposure emergencies, notifications and response; environmental action plans and supporting documentation; hazardous communications plans, including labeling, MSDS controls, training programs and procedures.

Employee Hazardous Chemical Exposure
Hazardous Material Incident Reports
Hazardous Material Inspection
Hazardous Substances Shipping Manifests
Hazardous Waste
Proposition 65 Monitoring
Response Plans, Programs
Safety Data Sheets (SDS)
Site Mitigation & Remediation
Toxic Substance Inventory
While Active+30Y CA - 8 CCR 3204d - (CL+30Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1910.1020 - (CL+30Y)
031 Community Services
IT/GIS
Public ServicesMaintenance
Police
Security, Access Operations
Records and information regarding physical access controls and protection for City buildings and facilities.

CCTV Security Video 1Y CA - GOV 34090.6 - (1Y)

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Public Services - Maintenance
038 Engineering and Utilities
Public ServicesMaintenance
Traffic Control and Improvement
Records and information related to the City's efforts to manage and improve traffic and circulation.

Accident History
Bicycles
Highway Corridors
Impact Studies
Investigations
Signals
Signs
Streets
Temporary Street Closures
Traffic Calming
Traffic Device Drawings
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
039 Engineering and Utilities
Public ServicesMaintenance
Traffic and Transportation Planning
Records and information of traffic engineering and transportation planning activities, including studies and surveys.

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Morgan Hill Retention Schedule
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Public Services - Maintenance
041 Engineering and Utilities
Environmental Services
Public ServicesMaintenance
Water, Waste Water and Sewer Management
Records and information associated with planning and maintenance for ground water, sewers, storm drains, pump stations, and water distribution networks. -Santa Clara Valley Water District
-Hydrant Meter Permits
Audits and Audit Reports
Backflow Prevention, Reports, and Testing
Conservation
Cross Connections
Drinking Water Violations
Flood Plain Management (plans, SB5)
Groundwater Clean-up
Inspections
Inventories (equipment, materials, meters, pipes)
Irrigation (management, plans, SSJID)
Measure E/P/C
Monitoring and Testing (well water, stormwater, water quality, runoff) NPDES Permits
Pollution Control Permits
Pretreatment/Industrial Waste
Pumps
Reclamation
Reporting
Sewer System
Storm Water Management Plan
Underground Service Alerts (USA)
Waste Water (lab groups, reports to state)
Water Quality Management Plan (WQMP)
Water Quality/Testing
Water Wells, Maintenance and Operations
Water Service Orders (on/off)
Well Production Reports
While Active+5Y CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 70.6 - (CL+5Y)
US - 40 CFR 122.21 - (3Y)
US - 40 CFR 122.41 - (3Y)
US - 40 CFR 122.44 - (3Y)
US - 40 CFR 141.155 - (3Y)
US - 40 CFR 261.32 - (3Y)

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Public Services - Recreation
096 Public Services - Recreation Recreation Facility Rentals and Reservations Records and information documenting rental arrangements for the City's parks and recreational facilities.

Facility Rentals (use applications - approved and unapproved, permits, reservation books, insurance certificates, users, reports) Field Reservations
While Active+4Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 34090 - (2Y)
097 Public Services - Recreation Recreation Programs and Services - Adult Partnership Programs Specific records and information documenting the City's adult membership and programs offerings that are held in conjunction with operating partners through a partnership agreement.

Membership Applications (adults, only)
Waivers and Releases of Liability (adults, only)
Youth Program Sign-in, Sign-out Sheets
Cancellation+3 Years CA - GOV 34090 - (2Y)
CA - 22 CCR 101221 - (AC+3Y)
098 Public Services - Recreation Recreation Programs and Services - City Programs Records and information documenting the City's recreational programs and community services, including:
- Adult and senior (50+) classes and activities
- After school programs and activities
- Aquatics
- Preschool
- Special events
- Sports and fitness
- Seasonal camps
- Trips and tours
- Volunteer and part time staff
- Youth and adult sports programs
- Youth and teen classes and activities
Applications
Before/After School Care Participant Records (emergency information cards, behavior write-ups)
Financial Assistance Forms
Membership Records Adult Only***
Program/Event Evaluations
Recreation Schedules
Registrations Forms
Sports Team Rosters
Volunteer Applications
Waivers and Waiver Releases (classes, programs, trips)*** Withdrawal Forms
*** Waivers for specific programs conducted in
partnership with outside partners shall be retained
per the schedule indicated in Record No. 116.

While Active+3Y CA - GOV 34090 - (2Y)
CA - 22 CCR 101221 - (AC+3Y)
099 Public Services - Recreation Recreation Programs and Services - Financial Assistance Records Records and information associated with requests for financial assistance to participate in recreation partnership programs.

Financial Assistance Applications
Financial Assistance Numbers and Dollar Amounts
5 Years CA - GOV 34090 - (2Y)
100 Public Services - Recreation Recreation Programs and Services - Youth Partnership Programs Specific records and information documenting the City's youth membership and programs offerings that are held in conjunction with operating partners through a partnership agreement, including:
- Membership Records with Youth on the membership
- Program Waivers with Youth participating in the program - Drop in program waivers with Youth utilizing drop in
Camper Records and Forms (applications, health forms)
Drop-in Program Waivers
Membership Applications w/Children
Membership Records and Forms (includes Par-Q)
Program Applications with Waivers
Waivers and Waiver Releases, Members and Guests w/Children Youth Program Sign-in, Sign-out Sheets
Until Cancellation, or
When Youth Reaches
Age 21, whichever is
longer
CA - GOV 34090 - (2Y)
CA - 22 CCR 101221 - (AC+3Y)
101 Public Services - Recreation Recreation Programs and Services - Y-USA Constituency Reports Constituency reports associated with the Y-USA partnership program.

Constituency Reports 7 Years CA - GOV 34090 - (2Y)

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Public Services - Recreation
065 Human Resources
Public Services - Recreation
Staffing and Recruitment
Records and information related to recruitment of qualified persons for both paid and unpaid position with the City, whether full time or temporary, including:
- Applications and related records of candidates interviewed but not hired or accepted - Applications received but not acted upon
Applications, CVs, Resumes (rejected, unsolicited)
Applicant Tracking Records (hired, rejected)
Background Checks, Investigations - candidates not hired/accepted Civil Service Examination Results and Rankings
Drug Testing, Pre-Hire Screening - candidates not hired/accepted Interview Notes
Job Descriptions
Job Postings, Announcements
Job Requisition Requests
Job Specifications
Miscellaneous Hiring Process Notes
Position Information
Recruitment of Commission/Committee Candidates
Temporary Intern Staffing
Test Results (non-hires)
Test and Examination Materials
Unpaid Interns (rejected)
Volunteers (rejected)
2Y CA - 2 CCR 11013(c)(2) - (2Y)
CA - GOV 12946 - (2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.31 (2Y)
US - 29 CFR 1627.3(b)(1) - (1Y)

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3 CITY COUNCIL STAFF REPORT
MEETING DATE: August 17, 2022
PREPARED BY:

Rebecca Garcia, Housing Director
APPROVED BY: City Manager

APPROVE CONTRACT BETWEEN THE COUNTY OF SANTA CLARA

AND THE CITY OF MORGAN HILL FOR CONTINUATION OF

HOMELESS PREVENTION SERVICES

RECOMMENDATION(S)
Approve and authorize the City Manager to execute and administer a two-year contract with the County of Santa Clara to continue to support Homeless Prevention Services for a total of $100,000.

Estimated Time:

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Supporting our Youth, Seniors, and Entire Community
Enhancing Diversity and Inclusiveness
Advancing Regional Initiatives
2022-2023 Strategic Priorities
Affordable Housing and Homelessness
Guiding Documents
Morgan Hill 2035 General Plan
REPORT NARRATIVE:

Homelessness continues to be a pressing issue for Santa Clara County (SCC) and the State of California. Every two years, communities across the country conduct counts of their homeless populations to measure the prevalence of homelessness in their communities. Communities collect information on individuals and families sleeping in emergency shelters and transitional housing, as well as people sleeping on the streets, in cars, in abandoned properties, or in other places not meant for human habitation.

SCC and the cities in Santa Clara County worked in conjunction with Applied Survey Research (ASR) to conduct the Santa Clara County Homeless Census and Survey on February 23, 2022. The number of unhoused community members in Santa Clara County remains relatively steady compared to 2019, according to results of the 2022

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3 Point-in-Time (PIT) homeless census. The overall number of homeless individuals counted this year increased by 3% in Santa Clara County (to 10,028), City of Morgan Hill-specific data is not yet available. Morgan Hill’s homeless count from previous years indicated 61 people counted in 2013, 81 in 2015, 388 in 2017 (part of which was attributed to the temporary closing of an RV park), and 114 in 2019.

In 2017, the cities of Morgan Hill and Gilroy began coordinating housing efforts to both leverage limited dollars and partner with Community Based Organizations to strategically align these limited resources with the County’s Continuum of Care. This partnership has one of the greatest impacts on preventing and solving homelessness.

Since the inception of the Homeless Prevention System in 2017, 95 unduplicated households have been served and approximately $478,100 has been distributed in the form of rental assistance, security deposits, transportation, utilities, and motel assistance. The Homeless Prevention System targets families with children in the Morgan Hill Unified School District at risk of homelessness. Since 2017, the City has contributed $50,000 annually to support this strategy. Homeless Prevention is equally as important as and more cost effective than ending a person's homeless situation. The Homeless Prevention Program supports the City's 2022-2023 Ongoing and Strategic Priorities, advances the Housing Element, and the County's Community Plan to End Homelessness.

Staff recommends the City Council’s continued support of the partnership with the County of Santa Clara Office of Supportive Housing to implement the Homeless Prevention Program and requests authorizing the City Manager to execute a contract with the County of Santa Clara for rental assistance in the amount of $100,000 for the 2022-23 and 2023-24 fiscal years.

COMMUNITY ENGAGEMENT:

This report serves to inform the community.

ALTERNATIVE ACTIONS:

The City Council can choose not to approve the contract and or direct staff to pursue other alternatives.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

The City Council adopted the Community Plan to End Homelessness on December 2, 2020. On June 15, 2022, the City Council adopted the FY 2022-23 and 2023-24 Budget in which the proposed contracted amount of $100,000 was included.

FISCAL AND RESOURCE IMPACT:

The City's FY 2022-23 and 2023-24 adopted budget anticipated this expenditure.

CEQA (California Environmental Quality Act):

This is not a project, it is an administrative activity that will not result in direct or indirect physical changes in the environment.

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Service Expense
Type
Avg. Per
Household
Total
Assistance
Other
(Insurance/Mortgage) $5,399.42 $26,997.08
Rental Assistance $4,612.41 $119,922.72
Security Deposit $3,460.25 $6,920.50
Transportation $581.79 $581.79
Utilities $879.59 $1,759.18
Service
Expense Type
Avg. Per
Household
Total
Assistance
Motel $1,122.16 $1,122.16
Rental Assistance $2,554.52 $43,426.80
Security Deposit $2,069.29 $14,485.00
Utilities $996.56 $996.56
City of Morgan Hill, FY20-21 & FY21-22
Homelessness Prevention Dashboard
Fiscal Year 2022
7/1/2021 – 6/30/2022*
*As of 2/28/2022
Fiscal Year 2021
7/1/2020 – 6/30/2021
Households
Served
31 Households
Served
20 Total Assistance
Distributed
$60,030.52
Total Assistance
Distributed
$156,181.27
OSH EAN Assistance
Distributed
$13,213.00
OSH EAN Assistance
Distributed
$13,483.00

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Service Expense Type # of HH
Assisted
Avg. Assistance
per HH Total Assistance
Rental Assistance 81 $21,689.55 $333,404.70
Security Deposit 23 $4,116.11 $56,705.50
Transportation 4 $2,465.46 $5,657.33
Utilities 8 $1,414.33 $7,310.93
Motel 3 $913.87 $1,122.16
Other 4 $5,432.39 $21,689.55
TOTAL $425,890.17
Service Period OSH EAN
Assistance
Total HPS
Assistance
FY17-18 $7,940.00 $41,582.85
FY18-19 $11,932.00 $70,831.80
FY19-20 $5,642.00 $97,263.73
FY20-21 $13,483.00 $156,181.27
FY21-22*
*(As of 2/28/2022) $13,213.00 $60,030.52
City of Morgan Hill, Homelessness Prevention
System Dashboard, FY17-18 through FY21-22
Total
Unduplicated
Households
Served
Since Inception
95 Total
HPS Assistance
Distributed
$425,890
Total
OSH EAN Assistance
Distributed
$52,210
Homelessness Prevention
Service Expenses Distribution
Households
Served Per Year
FY17-18: 14
FY18-19: 23
FY19-20: 23
FY20-21: 31
FY21-22*: 20
*(As of 2/28/2022)

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Agreement between County of Santa Clara and the City of Morgan Hill

AGREEMENT BETWEEN THE COUNTY OF SANTA CLARA

AND THE CITY OF MORGAN HILL
This Agreement is entered into by and between the County of Santa Clara (the “County”) and the City of Morgan Hill (the “City”), individually, a “Party” and, collectively, the “Parties,” in order to provide funding for and establish roles, rights and responsibilities related to preventing and ending homelessness in Morgan Hill.

RECITALS
A. WHEREAS, the Parties have endorsed the Community Plan to End Homelessness and have approved resolutions finding that the problem of homelessness in Santa Clara County is a crisis;
B. WHEREAS, the City, the County and other partners seek to reduce homelessness while sharing costs, prioritizing services to the community’s most vulnerable homeless persons, using resources strategically, and maintaining effective operational relationships; C. WHEREAS, in its role as the lead agency for the Santa Clara County CoC, the County’s Office of Supportive Housing (OSH) coordinates permanent housing programs, shelter and transitional housing, supportive services, a homeless management information system and supportive housing policies countywide;
D. WHEREAS, the City seeks to leverage the County’s resources and expertise in managing supportive housing programs by allowing the County to manage homeless prevention programs for persons at-risk of homelessness residing in Morgan Hill and South County, both in the City and surrounding unincorporated areas;
In consideration of the foregoing Recitals, and the mutual promises and covenants contained in this Agreement, the Parties agree as follows:

AGREEMENT
1) TERM
This Agreement is effective on July 1, 2022 and will continue thereafter until June 30, 2024 unless extended by mutual consent or terminated as provided below in Sections (4) and (16).

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Agreement between County of Santa Clara and the City of Morgan Hill 2) ROLES AND RESPONSIBILITIES
a) The Parties shall jointly develop, implement, and monitor a Homelessness Prevention Program for homeless families with children.
(1) The City shall reimburse the County for expenses associated with the Homelessness Prevention Program in an amount not to exceed $50,000 from July 1, 2022 through June 30, 2023 and in an amount not to exceed $50,000 from July 1, 2023 through June 30, 2024.
(2) Funding for the Homelessness Prevention Program is contingent on annual appropriations that are approved by the City’s Council and the County’s Board of Supervisors.
b) The Parties shall each designate a Program Manager to implement the terms of this Agreement and ensure successful implementation of the Program. The City hereby designates the Assistant City Manager or his/her designee. The County hereby designates the OSH’s Program Manager of Homelessness Prevention for the County. c) The City’s Program Manager shall:
i) Serve as the liaison to the City’s departments, Council, and community groups; ii) Participate in the development and process of selecting services providers for the Programs, if applicable;
iii) Participate in management meetings for the Programs, which will be held as needed; iv) Actively assist the development, management and refinement of the Programs to ensure that the Programs meets their goals;
v) Review and process all invoices from the County; and vi) Actively assist in the development, management and refinement of the Programs to ensure that the Programs are working in partnership with the faith based community, service providers, City Departments, including the Police and Fire Department to respond to the needs of those who are homeless and interfacing with City Departments on an ongoing basis.

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Agreement between County of Santa Clara and the City of Morgan Hill d) The County's Program Manager shall:
i) Serve as the liaison to County departments;
ii) Provide oversight to services for families at imminent risk of homelessness, services will include one-time financial assistance.
iii) Lead in the development, management and refinement of the Program to ensure that the Program meets its goals; and,
iv) Submit quarterly reports to the City’s Program Manager; and v) Review and submit all invoices from the County.
e) The Parties will work collaboratively to:
i) Establish the Programs’ referral criteria and procedures, which shall be consistent with the Santa Clara County Continuum of Care’s Coordinated Assessment System (aka Coordinated Entry System) and the City’s goal to end homelessness in the City; and
ii) Establish the Programs’ success and outcome measures, which shall be consistent with the Santa Clara County Continuum of Care’s Performance Measurement System; and,
f) The Parties will jointly monitor the Programs’ expenses and outcomes. Based on the availability of the City’s funds in future years and the Program’s outcomes, the Parties will determine whether to continue, expand, contract or terminate the Programs at the end of the Term.
3) MUTUAL INDEMNIFICATION
In lieu of and notwithstanding the pro rata risk allocation, which might otherwise be imposed between the Parties pursuant to Government Code Section 895.6, the Parties agree that all losses or liabilities incurred by a Party shall not be shared pro rata but, instead, the County and the City agree that, pursuant to Government Code Section 895.4, each of the Parties hereto shall fully indemnify and hold each of the other Parties, their officers, board members, employees, and agents, harmless from any claim, expense or cost, damage or liability imposed for injury (as defined in Government Code Section 810.8) occurring by reason of the negligent acts or omissions or willful misconduct of the indemnifying party, its officers,

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Agreement between County of Santa Clara and the City of Morgan Hill employees, or agents, under or in connection with or arising out of any work, authority or jurisdiction delegated to such party under this Agreement. No Party, nor any officer, board member, or agent thereof shall be responsible for any damage or liability occurring by reason of the negligent acts or omissions or willful misconduct of any other Parties hereto, their officers, board members, employees, or agents, under or in connection with or arising out of any work authority or jurisdiction delegated to such other Parties under this Agreement. 4) TERMINATION
a) Either Party may terminate this Agreement at any time for convenience and without cause, upon providing a ninety-day (90) notice to the other Party at the addresses set forth in Section (15) below. The notice shall state the effective date of the termination. b) Either Party may terminate this Agreement at any time for cause, upon providing a thirty day (30) notice to the other Party at the addresses set forth in Section 15 below. The notice shall state the effective date of the termination. 5) ASSIGNMENT OF CLAYTON ACT, CARTWRIGHT ACT CLAIMS
City assigns to the County all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the City for sale to the County pursuant to this Agreement.
6) CALIFORNIA PUBLIC RECORDS ACT
The County is a public agency subject to the disclosure requirements of the California Public Records Act (“CPRA”). If the City’s proprietary information is contained in documents or information submitted to County, and the City claims that such information falls within one or more CPRA exemptions, the City must clearly mark such information “CONFIDENTIAL AND PROPRIETARY,” and identify the specific lines containing the information. In the event of a request for such information, the County will make best efforts to provide notice to the City prior to such disclosure. If the City contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief or other appropriate remedy from a court of law in Santa Clara County before the County is required to respond to the CPRA request. If the City fails to obtain such remedy within the time the County is required to respond to the CPRA request, County may disclose the requested information.

The City further agrees that it shall defend, indemnify and hold County harmless against any claim, action or litigation (including but not limited to all judgments, costs, fees, and attorney’s fees) that may result from denial by County of a CPRA request for information

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Agreement between County of Santa Clara and the City of Morgan Hill arising from any representation, or any action (or inaction), by the City. 7) ASSIGNMENT
No assignment of this Agreement or of the rights and obligations hereunder shall be valid without the prior written consent of the other Party.
8) ASSURANCE
Each Party represents and warrants that it has the authority to enter into this Agreement. 9) RELATIONSHIP
Nothing contained in this Agreement shall be deemed or construed by the Parties or any third party to create the relationship of partners or joint ventures between the City and the County. 10) CONFIDENTIALITY
The Parties agree that by virtue of entering into this Agreement they each will have access to certain confidential information regarding the other Party’s operations. Each of the Parties shall not disclose confidential information and/or materials without the prior written consent of the other Party, unless such disclosures are required by California law. Where appropriate, resident releases will be secured before confidential resident information is exchanged. 11) ENTIRE AGREEMENT
This instrument contains the entire agreement between the Parties, and no statements, promises or inducements made by either Party or the designated agent of either Party that are not contained in this Agreement shall be valid or binding. 12) MODIFICATION
This Agreement may not be enlarged, modified, or altered, except if it is evidenced in writing, signed by the Parties and endorsed to this Agreement.

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Agreement between County of Santa Clara and the City of Morgan Hill 13) INSURANCE
Each Party shall, at its own expense, keep in force during the Term, Workers’ Compensation Insurance, insuring against and satisfying each Party’s obligations and liabilities under the workers’ compensation laws of the State of California, including employer’s liability insurance in the limits required by the laws of the State of California. 14) SEVERABILITY
If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions will nevertheless continue in force without being impaired or invalidated in any way.
15) NOTICES
Notices to the Parties in connection with this Agreement shall be given personally or by mail, registered or certified, postage prepaid with return receipt requested. Mailed notices shall be addressed to the parties as follows:

SANTA CLARA COUNTY THE CITY OF MORGAN HILL
Jessica Orozco Rebecca Garcia
County of Santa Clara Housing Director
150 W. Tasman, 2nd Floor 17575 Peak Avenue
San Jose, CA, 95134 Morgan Hill, CA 95037
Notices delivered personally will be deemed communicated as of actual receipt; mailed notices will be deemed communicated on the date of delivery. 16) AMENDMENTS
This Agreement may be amended only by a written instrument signed by the Parties. 17) CONFLICT OF INTEREST
City shall comply, and require its subcontractors to comply, with all applicable (i) requirements governing avoidance of impermissible client conflicts; and (ii) federal, state and local conflict of interest laws and regulations including, without limitation, California Government Code section 1090 et. seq., the California Political Reform Act (California Government Code section 87100 et. seq.) and the regulations of the Fair Political Practices

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Agreement between County of Santa Clara and the City of Morgan Hill Commission concerning disclosure and disqualification (2 California Code of Regulations section 18700 et. seq.). Failure to do so constitutes a material breach of this Agreement and is grounds for immediate termination of this Agreement by the County.

In accepting this Agreement, City covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of this Agreement. City further covenants that, in the performance of this Agreement, it will not employ any city or person having such an interest. City, including but not limited to city’s employees and subcontractors, may be subject to the disclosure and disqualification provisions of the California Political Reform Act of 1974 (the “Act”), that (1) requires such persons to disclose economic interests that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making or participating in making decisions that will foreseeably financially affect such interests.

If the disclosure provisions of the Political Reform Act are applicable to any individual providing service under this Agreement, City shall, upon execution of this Agreement, provide the County with the names, description of individual duties to be performed, and email addresses of all individuals, including but not limited to City’s employees, agents and subcontractors, who could be substantively involved in “mak[ing] a governmental decision” or “serv[ing] in a staff capacity” and in that capacity participating in making governmental decisions or performing duties that would be performed by an individual in a designated position, (2 CCR 18700.3), as part of City’s service to the County under this Agreement. City shall immediately notify the County of the names and email addresses of any additional individuals later assigned to provide such service to the County under this Agreement in such capacity. City shall immediately notify the County of the names of individuals working in such a capacity who, during the course of the Agreement, end their service to the County.

If the disclosure provisions of the Political Reform Act are applicable to any individual providing service under this Agreement, City shall ensure that all such individuals identified pursuant to this section understand that they are subject to the Act and shall conform to all requirements of the Act and other applicable laws and regulations, including but not limited to those listed in subpart (ii) of the first sentence of this Section VI.C including, as required, filing of Statements of Economic Interests within 30 days of commencing service pursuant to this Agreement, annually by April 1, and within 30 days of their termination of service pursuant to this Agreement.
18) WAIVER

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Agreement between County of Santa Clara and the City of Morgan Hill No delay or failure to require performance of any provision of this Agreement shall constitute waiver of that provision as to that or any other instance. Any waiver granted by a Party shall be in writing and shall apply to the specific instance expressly stated. 19) NON-DISCRIMINATION
Each Party shall comply with all applicable Federal, State, and local laws and regulations, including the County's policies concerning nondiscrimination and equal opportunity in contracting. Such laws include but are not limited to the following: Title VII of the Civil Rights Act of 1964 as amended; Americans with Disabilities Act of 1990; The Rehabilitation Act of 1973 (Sections 503 and 504); California Fair Employment and Housing Act of 1973 (Government Code sections 12900 et seq.); California Labor Code Sections 1101 and 1102.

Each Party shall not discriminate against any subcontractor, employee, or applicant for employment because of age, race, color, national origin, ancestry, religion, sex/gender, sexual orientation, mental disability, physical disability, medical condition, political beliefs, organizational affiliations, or marital status in the recruitment, selection for training including apprenticeship, hiring, employment, utilization, promotion, layoff, rates of pay or other forms of compensation. Nor shall a Party discriminate in provision of services provided under this contract because of age, race, color, national origin, ancestry, religion, sex/gender, sexual orientation, mental disability, physical disability, medical condition, political beliefs, organizational affiliations, or marital status.
20) GOVERNING LAW and VENUE
This Agreement has been executed and delivered in, and shall be construed and enforced in accordance with, the laws of the State of California. Proper venue for legal action regarding this Agreement shall be in the County of Santa Clara.
21) COUNTERPARTS
This Agreement may be executed in any number of counterparts, and all of such counterparts so executed together shall be deemed to constitute one and the same agreement, and each such counterpart shall be deemed to be an original provided all of the Parties have fully executed the Agreement.
22) THIRD PARTY BENEFICIARIES
This agreement does not, and is not intended to, confer any rights or remedies upon any person or entity other than the parties.

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Agreement between County of Santa Clara and the City of Morgan Hill 23) CONTRACT EXECUTION
Unless otherwise prohibited by law, all Parties agree and intend that an electronic copy of this signed Agreement, or an electronically signed version of this Agreement, shall have the same force and legal effect as if executed with an original ink signature. The Parties each represent, warrant, and agree that signatures on the documents identified in this section, whether in ink or electronic, by their respective signatories are intended to authenticate such signatures and to give rise to a valid, enforceable, and fully effective agreement when so executed by the Parties.

IN WITNESS WHEREOF, the Parties have caused this Agreement to be entered into as of the day and year of execution of this Agreement.

COUNTY OF SANTA CLARA CITY OF MORGAN HILL
_________________________________ _________________________________ Christina Turner
Director of Procurement Designee City Manager
Date: ____________________________ Date: ____________________________ _________________________________
Consuelo Hernandez
Director, Office of Supportive Housing
Date: ____________________________

APPROVED AS TO FORM AND LEGALITY APPROVED AS TO FORM AND LEGALITY ___________________________________ _________________________________ Aaron Coskey Voit Donald A. Larkin
Deputy County Counsel City Attorney
Date: ______________________________ Date:_____________________________

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4 CITY COUNCIL STAFF REPORT
MEETING DATE: August 17, 2022
PREPARED BY:

David Gittleson, Associate Engineer
APPROVED BY: City Manager

APPROVE PACIFIC GAS AND ELECTRIC COMPANY AGREEMENT TO

UNDERGROUND DRY UTILITIES FOR THE UPPER LLAGAS CREEK
FLOOD CONTROL AND HALE AVENUE EXTENSION PHASE 2B

PROJECT BETWEEN WRIGHT AND MAIN AVENUES

RECOMMENDATION(S)
Approve and authorize the City Manager to execute and administer a Pacific Gas and Electric Company Agreement to underground dry utilities at the intersection of Main and Hale Avenues for a not to exceed amount of $589,199.

Estimated Time: 10 MINUTES

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Enhancing Public Safety
Maintaining and Enhancing Infrastructure
2022-2023 Strategic Priorities
Transportation
Guiding Documents
Bikeways, Trails, and Recreation Master Plan
Morgan Hill 2035 General Plan
REPORT NARRATIVE:

For decades, the City has supported Valley Water in efforts to complete the Upper Llagas Creek Flood Protection Project. Completion of this project will provide flood control for the West Little Llagas Creek running through Morgan Hill, protecting homes and businesses. Valley Water recently bid Phase 1 of the project, which includes construction south of Watsonville Road to Silveira Lake. Valley Water is working with City staff as it completes the design for Phase 2, which will include significant construction through the City. Valley Water hopes to complete design and obtain full funding for Phase 2 by this fall.

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4 Once complete, the project will be interconnected with the City’s storm drain system.

The City has long planned to support funding of the improvements integrated with the project, with funding included in the Storm Drain Impact Fund (303). At this point, Valley Water intends to fund the entirety of the primary elements of the project. However, the City has identified necessary additional project elements outside the scope of Valley Water’s Project, particularly as it relates to improvements near Hale Avenue between Main and Wright Avenue. In this area, the Flood Control Project will create significant changes to associated roadway, utilities, and storm drain infrastructure. City staff believe it prudent to fund the necessary improvements to ensure construction only occurs one time in this location. City funded improvements will include improvements to the roadway and sidewalks, storm drain system, and overhead utilities associated with the flood control project.

Attached is an agreement with Pacific Gas and Electric Company (PG&E) for $589,199 to underground the overhead utilities between Wight and Main Avenues. As with most PG&E contracts, the vaults and conduits will be installed by an electrical contractor and PG&E will install the cables, transformers and remove the overhead lines and poles.

The other utility companies will follow a similar procedure.

When the design is completed, the City would plan to construct the improvements in partnership with Valley Water through a cost sharing agreement, which Valley Water would serve as the lead agency. This cost sharing agreement would return for Council review at a later date. It is the goal of Valley Water and the City to have designs completed this fall for the project to be ready to bid. The section of the project on Hale between Wright and Main would not commence for at least 1 year after awarding the project, as areas to the south would need to be constructed first.

Thus, staff is requesting City Council approve the PG&E contract in advance of the Hale improvements in order to secure the price and some of the conduits and vaults can be installed and inspected with the Phase 2A project which is currently under construction.

COMMUNITY ENGAGEMENT:

The City continues to engage the community on the work happening in association with the Flood Control Project. Significant work on the first section of Hale Ave near the Main Avenue intersection is tentatively scheduled for next summer as part of the Phase 2A Project.

ALTERNATIVE ACTIONS:

The City Council could elect not to execute the PG&E agreement at this time and wait for when the design is complete. This is not recommended as PG&E may classify the project as inactive and the City will have to request PG&E to re-estimate the work, in which case the contract price will increase.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

The City has taken numerous actions over the last several decades in support of the

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4 Upper Llagas Creek Flood Protection Project. Most recently:
 City Council approved design consultant work with Woodard and Curran, Inc. for $457,271 for the design of City improvements associated with Valley Water’s Flood Protection Project on June 26, 2019 and an amendment for additional scope on September 23, 2020 for an additional $71,697.
 On November 18, 2020, the City approved a cost sharing agreement with Valley Water for the Hale Avenue Extension work within the Flood Control Project work areas for $3.5 million.
 Approved an agreement for $246,000 with consultant Mark Thomas and Company for support services for City improvements associated with Valley Water's flood control project.

FISCAL AND RESOURCE IMPACT:

Adequate funds are available for this work within the adopted FY 2022-23 through 2027-28 Capital Improvement Program’s Llagas Flood control Project (No. 417099), funded through the Storm Drain Impact Fund (303).

CEQA (California Environmental Quality Act):

Environmental Impact Report.

Valley Water, as the lead agency, certified an Environmental Impact Report in May 2014 for the Upper Llagas Creek Flood Control Project (State Clearinghouse No. 2012102032). A link to the Final EIR can be found here. As a responsible agency, the City Council is required to consider the findings from the EIR before approval of this item.

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Ref: Contract ID: 1253234: HALE ROAD, MORGAN HILL, 95038 June 4, 2021
Christina Tuner
17575 Peak Ave.

MORGAN HILL
Dear Christina Tuner ,
* Only applies to Rule 15 Refundable Amounts. Amount shown is less credit for associated Applicant work.

Please sign both copies of the agreement and return one copy of the agreement to the address below along with your paym This letter summarizes the agreements for this project.

CA 95037
HALE ROAD, MORGAN HILL, 95038
Electric Overhead to Underground Conversion (20B) $599,199.11 $0.00 $0.00 $589,199.11 $0.00 $0.00

TOTAL PAYMENT DUE
Non-Refundable
Payment
Refundable
Option*
50% Discount
Option*
TOTAL **
$589,199.11 OR $589,199.11
Enclosed are gas and/or electric agreements for your project located at:

Less Credit (Engineering Advance, etc.) $10,000.00 $0.00 $0.00 City of Morgan Hill, A Government Agency
** The Income Tax Component of Contribution (ITCC) is included in the above charges when applicable.

Matthew Schneiderman
Sincerely,
Service Planning Supevisor
Should you have any questions regarding these contracts, please contact your project manager Odeh Altwal at 408-299- 1004 or [email protected].

Complete, sign and return one copy of the agreement with your payment to:

PG&E CFM/PPC DEPARTMENT
PO BOX 997340
Sacramento, CA 95899-7340
RE: Contract ID: 1253234: Hale Road North
,
PG&E is committed to providing timely and efficient service and we look forward to continuing to work with you on this and future projects.

Changes to the agreement, either to any of the terms or to the amount owing, are not permitted, and any change or interlineations voids the agreement. The payment of any amount less than the full amount shown will be deposited by PG&E, but PG&E will not begin any work on this contract until the amount is paid in full. The contract shall be deemed effective the date a fully executed copy is received by PG&E. Please allow 60 days from PG&E's receipt of the Agreement for construction to commence.

Matthew Schneiderman
To complete your contract ONLINE
Follow the instructions provided with your electronic contract Submit payment at pge.com/contractpayments
To complete your contract BY MAIL
Make checks payable to: PGE or Pacific Gas and Electric Complete, sign and retain one copy of the agreement for your records
If the agreement is not returned to PG&E within 90 days of the date of this letter, the proposed agreement is canceled and PG&E may need to re-estimate the job.

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62-4527 (Rev 1/91)
Service Planning
Advice No. 1633-G/1342-E
Effective 4/02/91
Automated document, Preliminary Statement, Part A

Page 1 of 2 ends

Pacific Gas and Electric Company
Agreement to Perform
Tariff Schedule Related Work
REFERENCES:

Notification #
Contract #
R20-PM #
118358618
1253234
31488619
DISTRIBUTION:

APPLICANT (Original)
DIVISION (Original)
ACCTG. SVCS.

1. Whenever part or all of the requested work is to be furnished or performed upon property other than that of Applicant, Applicant shall first procure from such owners all necessary rights-of-way and/or permits in a form satisfactory to PG&E and without cost to it.

2. Applicant shall indemnify and hold harmless PG&E, its officers, agents and employees, against all loss, damage, expense and liability resulting from injury to or death of any person, including but not limited to, employees of PG&E, Applicant or any third party, or for the loss, destruction or damage to property, including, but not limited to property of PG&E, Applicant or any third party, arising out of or in any way connected with the performance of this agreement, however caused, except to the extent caused by the active negligence or willful misconduct of PG&E, its officers, agents and employees. Applicant will, on PG&E's request, defend any suit asserting a claim covered by this indemnity. Applicant will pay all costs that may be incurred by PG&E in enforcing this indemnity, including reasonable attorneys' fees.

3. The location and requested work are described as follows: (Describe in detail the materials and facilities to be furnished and/or work to be performed by PG&E. If more space is required, use other side and attach any necessary drawings as Exhibits A, B, C, etc):

LOCATION:

DESCRIPTION OF WORK:

HALE ROAD, MORGAN HILL, 95038
Rule 20B - Underground existing overhead electric facilities Engineering & Administrative Costs
Value of Applicant Design Work $0.00
$202,872.63
Cost of Additional Applicant Design Plan Checks $0.00
Value of 20B Underground System $0.00
Tie-In of 20B by PG&E $489,251.53
PG&E Land Rights Costs $2,126.32
Inspection Fees $3,977.73
Value of 20B Trench & Excavation $340,658.67
Value of 20B Conduits & Substructures $103,706.08
Rule 20B Trench Permits Obtained by PG&E $1,000.00
less Cost of Equivalent Overhead System $302,688.70
SUB TOTAL $840,904.27
plus ITCC @ $201,817.03
less 20B Underground System Installed by Applicant $0.00 less 20B Trench & Excavation Provided by Applicant $340,658.67 less 20B Conduits & Substructures Installed by Applicant $102,863.52 (+)
(-)
(-)
(-)
(=)
(+)
(+)
(+)
(+)
(+)
(+)
(+)
(+)
(+)
24%
(-)
less Value of Applicant Design Work (-) $0.00
Electric Rule 20B Cash Payment (=) $599,199.11
City of Morgan Hill, A Government Agency (Applicant) has requested PACIFIC GAS AND ELECTRIC COMPANY, a California corporation (PG&E), to perform the tariff schedule related work as located and described in paragraph 3 herein. PG&E agrees to perform the requested work and furnish all necessary labor, equipment, materials and related facilities required therefor, subject to the following conditions:

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62-4527 (Rev 1/91)
Service Planning
Advice No. 1633-G/1342-E
Effective 4/02/91
Automated document, Preliminary Statement, Part A

Page 2 of 2 ends

4. Applicant shall pay to PG&E, promptly upon demand by PG&E, as the complete contract price hereunder, the sum of ($599,199.11)
Upon completion of requested work, ownership shall vest in: PG&E Applicant Five Hundred Ninety-Nine Thousand One Hundred Ninety-Nine Dollars And Eleven Cents X
City of Morgan Hill, A Government Agency PACIFIC GAS & ELECTRIC COMPANY Mailing Address: 17575 Peak Ave.

MORGAN HILL
Title: Title:

CA 95037
Service Planning Supevisor
Applicant
Executed this day of
By:

Christina Tuner Matthew Schneiderman
Print/Type/Name
By: Matthew Schneiderman
#signDayWPA# #signMonWPA# #signYrWPA#
#sigWPA#
#titleWPA#
#Form 62-4527#

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PLEASE REFER TO PG&E'S

GREENBOOK FOR MORE
INFO. SECTION 3 OR
DOC# S5453, EXHIBIT B.

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PLEASE REFER TO PG&E'S

GREENBOOK FOR MORE
INFO. SECTION 3 OR
DOC# S5453, EXHIBIT B.
#2 SPLICE BOX DETAIL
17"X30"X 18"

PLEASE SEE PG&E'S

GREENBOOK FOR
MORE INFO.

DOC# 028028
AFETY

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#2 SPLICE BOX DETAIL
17"X30"X 18"

PLEASE SEE PG&E'S

GREENBOOK FOR
MORE INFO.

DOC# 028028
AFETY

PLEASE REFER TO PG&E'S

GREENBOOK FOR MORE
INFO. SECTION 3 OR
DOC# S5453, EXHIBIT B.

Page 95 of 695 ends

PLEASE REFER TO PG&E'S

GREENBOOK FOR MORE
INFO. SECTION 3 OR
DOC# S5453, EXHIBIT B.
#2 SPLICE BOX DETAIL
17"X30"X 18"

PLEASE SEE PG&E'S

GREENBOOK FOR
MORE INFO.

DOC# 028028
AFETY

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PLEASE REFER TO PG&E'S

GREENBOOK FOR MORE
INFO. SECTION 3 OR
DOC# S5453, EXHIBIT B.
#2 SPLICE BOX DETAIL
17"X30"X 18"

PLEASE SEE PG&E'S

GREENBOOK FOR
MORE INFO.

DOC# 028028
AFETY

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5 CITY COUNCIL STAFF REPORT
MEETING DATE: August 17, 2022
PREPARED BY:

Anthony Eulo, Program Administrator
APPROVED BY: City Manager

APPROVE SOLID WASTE FRANCHISE EXTENSION

RECOMMENDATION(S)
Authorize the City Manager to execute a four-month franchise extension with Recology South Valley.

Estimated Time:

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Protecting the Environment and Preserving Open Space and Agricultural Land REPORT NARRATIVE:

The City's current franchise for solid waste management services with Recology South Valley expires at the end of August. While the City and Recology have been negotiating on a new franchise for several months that will both extend the time of the franchise and accommodate the new services required by State law, this document is not finalized and a short-term extension will be required. Staff recommends that the Council authorize the City Manager to execute the attached four-month franchise extension subject to the review and approval of the City Attorney. While staff anticipates bringing the new franchise to the City Council for consideration in September or October, it is not slated to begin until January 1.

COMMUNITY ENGAGEMENT:

This staff report serves to inform the community of the proposed four-month solid waste franchise agreement with Recology South Valley.

ALTERNATIVE ACTIONS:

Not Applicable
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

The Recology franchise was recently extended by the Council in June.

FISCAL AND RESOURCE IMPACT:

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5 No fiscal impacts are anticipated from the recommended action and no budget adjustment is requested.

CEQA (California Environmental Quality Act):

Not a Project

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THIRD AMENDMENT TO THE FRANCHISE AGREEMENT BETWEEN

THE CITY OF MORGAN HILL AND RECOLOGY SOUTH VALLEY
This Third Amendment to the Franchise Agreement (“Third Amendment”) is entered into this ____ day of August, 2022, by and between the City of Morgan Hill (the “City”), a municipal corporation of the State of California, and Recology South Valley (“Contractor”), a California Corporation.

This Third Amendment is made with references to the following facts:

A. City and Contractor are currently parties to an Amended and Restated Franchise Agreement, dated December 13, 2005, as amended on July 1, 2014, and on July 1, 2022 (the “Franchise Agreement”), pursuant to which Contractor has the exclusive right to collect, transport and dispose of garbage and refuse produced within the corporate limits of City.

B. The Franchise Agreement expires August 31, 2022.

C. City and Contractor are currently engaged in negotiations to establish a new franchise agreement pursuant to which Contractor shall provide solid waste collection and management services and additional services to support compliance with SB 1383.

D. The terms of the new franchise agreement are nearly finalized but will not be ready for Council consideration prior to the expiration of the current franchise.

NOW, THEREFORE, in consideration of the factual premises and the covenants and conditions set forth in this Third Amendment, City and Contractor hereby agree as follows:

1. Section 2 (A) shall be amended and replaced in its entirety by the following:
“(A) The term of the Franchise shall be for a period of thirty-five (35) years, commencing at 12:01 a.m on the 1st day of January, 1988, and ending at 11:59 p.m on the 31st day of December, 2022, excepting as herein otherwise specified.” All other terms of the Franchise Agreement which are not in conflict with the provisions of this Third Amendment shall remain unchanged in full force and effect. In case of a conflict in the terms of the Franchise Agreement, the provisions of this Third Amendment shall control. /
/
/
/

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The Parties acknowledge and accept the terms and conditions of this Third Amendment as evidenced by the following signatures of their duly authorized representatives. It is the intent of the Parties that this Third Amendment shall become effective as of the date first written above.

RECOLOGY SOUTH VALLEY
______________________
Salvatore M. Coniglio
Chief Executive Officer

CITY OF MORGAN HILL
____________________
Christina Turner, City Manager
APPROVED AS TO FORM:

CITY OF MORGAN HILL:
_____________________
Don Larkin, City Attorney

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6 CITY COUNCIL STAFF REPORT
MEETING DATE: August 17, 2022
PREPARED BY:

Dat Nguyen, Finance Director
APPROVED BY: City Manager
APPROVE REVISIONS TO CITY COUNCIL POLICY CP-94-04, THE

CITY'S INVESTMENT POLICY

RECOMMENDATION(S)
Approve revisions to City Council Policy CP-94-04, the City's Investment Policy.

Estimated Time: NA

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Preserving and Cultivating Public Trust
2022-2023 Strategic Priorities
Fiscal Sustainability
REPORT NARRATIVE:

Best practices in municipal finance recommend investment policies be reviewed annually or at a minimum, the internal treasury staff should conduct a review annually.

An update in the investment policy is warranted if staff’s review results in a material change in policy due to either a change in statute or a change in the City’s investment objectives. Finance continues to monitor changes to the California Government Code regarding investment parameters and allowable investments that may impact the City’s investment policy. The redlined version of the City’s investment policy is attached for review and approval. The proposed changes to the investment policy would expand the allowable investments to include California Cooperative Liquid Assets Securities System Class (CLASS) and adding Certificates of Deposit as an allowable investment which was previously authorized by the City Council on May 6, 2020. California CLASS is a pooled investment option that was created via a joint exercise of powers agreement by and among California public agencies. Similar to LAIF, California CLASS provides California public agencies with a convenient method for investing in high-quality, shortto medium-term securities carefully selected to optimize interest earnings while maximizing safety and liquidity. Expanding the list of allowable investments would allow the City more options as we look to increase the City portfolio’s short-term returns, while maintaining the City’s investment objectives of safety, liquidity, and yield.

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6 COMMUNITY ENGAGEMENT:

Inform
Finance periodically renders to City Council for review and approval any changes to the investment policy at a public meeting. In addition, the City’s investment policy is available on the City’s website.

ALTERNATIVE ACTIONS:

City Council could decide not to update the policy.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

The City Council approved the last revision to its investment policy in May 2020.

FISCAL AND RESOURCE IMPACT:

Updating and maintaining the City’s investment policy is a part of the Finance Department’s on-going work-plan. There is no additional cost associated with the approval of the Investment Policy.

CEQA (California Environmental Quality Act):

Not a Project
Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.

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1 CITY OF MORGAN HILL

CITY COUNCIL POLICIES AND PROCEDURES
POLICY NUMBER: CP-94-04
TITLE: INVESTMENT POLICY
EFFECTIVE DATE: June 8, 1988
REVISED DATE: August 17, 2022; May 6, 2020; July 20, 2016; July 15, 2015; January 26, 2011; September 26, 2007; June 15, 1994

TABLE OF CONTENTS
Page
Scope............... ...............................................................................................................................2 Investment Objectives
A. Safety of Principal ...................................................................................................................2 B. Liquidity.... ...............................................................................................................................3 C. Yield .......... ...............................................................................................................................3 Delegation of Authority................................................................................................................3 Ethics and Conflicts of Interest...................................................................................................4 Evaluation of Investments ...........................................................................................................4 Selection of Broker/Dealers .........................................................................................................4 Authorized Investments ...............................................................................................................5 Investment Pools...........................................................................................................................6 Safekeeping of Securities .............................................................................................................6 Diversification...............................................................................................................................7 Maximum Maturities ...................................................................................................................7 Performance Benchmarks………………………………………………………………………7
Bond Proceeds...............................................................................................................................7 Competitive Transactions……………………………………………………………………….8
Reporting Requirements..............................................................................................................8 Investment Policy Review ............................................................................................................8 Policy Statement on Collateralized Time Deposits ....................................................Schedule I Policy Criteria for Selecting Broker/Dealers............................................................Schedule II Firms Authorized to Conduct Investment Transactions .......................................Schedule III Chart of Authorized Investments .............................................................................Schedule IV Glossary ......... .............................................................................................................................18

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2 CITY OF MORGAN HILL
Statement of Investment Policy
SCOPE
The City of Morgan Hill’s (the City’s) Investment Policy (the Policy) applies to all funds under the control of the City and includes the general revenues of the City, Successor Agency to the former Morgan Hill Redevelopment Agency (Agency), enterprise fund revenues, and proceeds of bond sales, debt service revenues, and trust funds in the custody of the City.

For simplicity, this Policy shall refer to “City” even when it applies to the Agency, except that the City and Agency shall be distinguished whenever the role of the City Council or Agency Board is described, whenever the role of the City Manager or Executive Director is described, or whenever the role of the City Treasurer or Director of Finance is described.

INVESTMENT OBJECTIVES
The City’s funds shall be invested in accordance with all applicable City policies and codes, State statutes, Federal regulations, and bond covenants, and in a manner designed to accomplish the following objectives, which are listed in priority order:

A. Safety of Principal
Safety of principal is the City’s foremost objective of the investment program. Investments shall be undertaken in a manner that seeks to minimize capital losses by avoiding credit risk and market risk, as defined below:

1. Credit risk, defined as the risk of loss due to failure of the issuer of a security, shall be mitigated by investing in only the highest quality securities (see authorized investments) and by diversifying the investment portfolio so that the failure of any one issuer would not unduly harm the City’s cash flows.

2. Market risk, defined as the risk of market value fluctuations due to overall changes in the general level of interest rates, shall be mitigated by structuring the portfolio so that securities mature at the same time that major cash outflows occur, thus eliminating the need to sell securities prior to maturity. It is explicitly recognized, however, that in a diversified portfolio, occasional measured losses may occur, and must be considered within the context of the overall investment return.

B. Liquidity
Liquidity is the second most important objective of the investment program. The investment portfolio shall remain sufficiently liquid to enable the City to meet all reasonably anticipated operating requirements.

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3 C. Yield
The City portfolio shall be invested to attain a market average rate of return through economic cycles, as long as it does not diminish the superior objectives of safety and liquidity. The market rate of return is defined as the average return on the 1-year U.S.

Treasury Bill. Whenever possible, and after the objectives of safety of principal and liquidity have been met, a yield higher than the market rate of return shall be sought.

DELEGATION OF AUTHORITY FOR CITY FUNDS
The City Council has appointed the City Treasurer responsible for undertaking investment transactions on behalf of the City. Unless specifically designated by the City Council, the only officials authorized to undertake investment transactions on behalf of the City are the City Treasurer, Finance Director, and City Manager. The City Manager or designee, as applicable, shall review all investment purchases before they occur. The City Treasurer and the Finance Director will observe, review, and react to the changing conditions that affect the investment portfolio. They will meet on a regular basis to discuss current market conditions, future trends and how each of these affects the investment portfolio and the City.

The City Treasurer, Finance Director and City Manager shall develop and maintain administrative procedures and internal controls, consistent with this Policy, for the operation of the City's investment program. Such procedures shall be designed to prevent losses of public funds arising from fraud, employee error, misrepresentation by third parties, or imprudent actions by employees of the City.

DELEGATION OF AUTHORITY FOR AGENCY FUNDS
The Agency Board has appointed the Director of Finance responsible for undertaking investment transactions on behalf of the Agency. Unless specifically designated by the Agency Board, the only officials authorized to undertake investment transactions on behalf of the Agency are the Director of Finance and Agency Executive Director. The Executive Director or designee, as applicable, shall review all investment purchases before they occur. The Director of Finance and Executive Director will observe, review, and react to the changing conditions that affect the investment portfolio. They will meet on a regular basis to discuss current market conditions, future trends and how each of these affects the investment portfolio and the Agency.

The Director of Finance and Executive Director shall develop and maintain administrative procedures and internal controls, consistent with this Policy, for the operation of the Agency's investment program. Such procedures shall be designed to prevent losses of public funds arising from fraud, employee error, misrepresentation by third parties, or imprudent actions by employees of the Agency.

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4 ETHICS AND CONFLICTS OF INTEREST
Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions. Employees and investment officers shall disclose any material financial interests in financial institutions that conduct business within this jurisdiction, and they shall further disclose any larger personal financial/investment positions that could be related to the performance of the City's portfolio. Employees and officers shall subordinate their personal investment transactions to those of the City, particularly with regard to the timing of purchases and sales, and shall avoid transactions that might impair public confidence in the City's ability to govern effectively.

EVALUATION OF INVESTMENTS
The standard of prudence to be used for managing the City's investment program is California Government Code Section 53600.3, the prudent investor standard which states, “When investing, reinvesting, purchasing, acquiring, exchanging, selling, or managing public funds, a trustee shall act with care, skill, prudence, and diligence under the circumstances then prevailing, including, but not limited to, the general economic conditions and the anticipated needs of the agency, that a prudent person acting in a like capacity and familiarity with those matters would use in the conduct of funds of a like character and with like aims, to safeguard the principal and maintain the liquidity needs of the agency.”
City investment officers acting in accordance with this Policy and the "prudent person" standard and exercising due diligence shall be relieved of personal responsibility for an individual security's credit risk or market price changes, provided that substantial deviations from expectations are reported by the City Treasurer or by the Director of Finance (for the Agency) to the City Manager or Executive Director, as applicable, within three days of discovery. Mutually agreeable remedial action will be taken by the City Treasurer and City Manager (for the City) or by the Director of Finance and Executive Director (for the Agency) and reported to the City Council or Agency Board, as applicable, at their next regularly scheduled meeting.

SELECTION OF BROKER/DEALERS
The City Treasurer (for the City) and Director of Finance (for the Agency) shall jointly maintain a list of broker/dealers approved for investment purposes, and it shall be the policy jointly of the City and the Agency to purchase securities only from those brokers and the firms they represent.

Each approved broker/dealer must possess an authorizing certificate from the California Commissioner of Corporations as required by Section 25210 of the California Corporations Code.

To be eligible, a firm must meet at least one of the following criteria:

1. be recognized as Primary Dealers by the Federal Reserve Bank of New York or have a primary dealer within their holding company structure, or

2. report voluntarily to the Federal Reserve Bank of New York, or

3. qualify under Securities and Exchange Commission (SEC) Rule 15c3-1 (Uniform Net Capital Rule).

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5 The City Treasurer (for the City) and Director of Finance (for the Agency) will select broker/dealers on the basis of their expertise in public cash management and their ability to provide service to the account(s). Each authorized broker/dealer shall submit and annually update an approved Broker/Dealer Information Request form that includes the firm's most recent financial statements.

The City Treasurer (for the City) and Director of Finance (for the Agency) shall determine if the broker/dealers are adequately capitalized, make markets on securities appropriate to the City's needs and are recommended by managers of portfolios similar to the City’s. The City Treasurer (for the City) or Director of Finance (for the Agency) shall submit findings and recommendations to the City Council or Agency Board, as applicable. The City Council and Agency Board will determine which broker/dealers will be authorized to trade with the City as part of their annual review of this Policy,
In the event that an external investment advisor is not used in the process of recommending a particular transaction in the City’s or Agency’s portfolio, authorized broker/dealers shall attest in writing that they have read and understand this Policy.

AUTHORIZED INVESTMENTS
All investments and deposits of the City shall be made in accordance with California Government Code Sections 16429.1, 53600-53609 and 53630-53686. The City has further limited the types of allowable securities to those shown in the following list:

A. United States Treasury Bills and Notes with maturities not exceeding five years from the date of trade settlement. There is no limitation on the percentage of the portfolio which can be invested in this category.

B. Federal Instrumentality (government sponsored enterprise) debentures, discount notes, callable and step-up securities, with a final maturity not exceeding five years from the date of trade settlement issued by the following only: the Federal Farm Credit Bank System (FFCB), the Federal Home Loan Bank (FHLB), the Federal National Mortgage Association (FNMA or Fannie Mae), the Federal Home Loan Mortgage Corporation (FHLMC or Freddie Mac), the Tennessee Valley Authority (TVA), and the Government National Mortgage Association (GNMA, but only if the security is backed by the full faith and credit of the U.S. government). Although there is no percentage limitation of the dollar amount or percentage of the portfolio that can be invested in these issuers, the "prudent person" rule shall apply for any single agency name.

C. The Local Agency Investment Fund (LAIF), established by the State Treasurer for the benefit of local agencies and identified under Government Code Section 16429.1, is authorized up to the maximum amount pursuant to California Government Code Section 16429.1
D. Inactive deposits with Banks and Savings and Loans with a branch within California that has a rating of at least A-1 or the equivalent from a nationally recognized statistical rating organization (NRSRO), and has an equity to total assets ratio of at least 4%. All deposits

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6 shall be secured in accordance with Sections 53651 and 53652 of the California Government Code and comply with Schedule I (Policy Statement of Collateralized Time Deposits) attached. If deposits are not collateralized, the maximum placed at any one institution will be $250,000. The maximum amount of collateralized inactive deposits placed at any one institution shall not constitute more than 10% of the total assets of the institution or $2,000,000, whichever is less, and shall not exceed the total shareholders' equity of the issuing institution.

E. Money market funds registered with the Securities and Exchange Commission under the Investment Company Act of 1940 that (1) are “no-load” (meaning no commission or fee shall be charged on purchases or sales of shares); (2) have a constant net asset value per share of $1.00; (3) invest only in the securities and obligations authorized in the applicable California statutes and (4) have a rating of at least AAAm or the equivalent by at least two NRSROs. The aggregate investment in money market funds shall not exceed 20% of the City’s total portfolio. The City shall use only those money market funds consisting of investments considered prudent in nature for any fiduciary.

F. Certificates of Deposit (CD) is authorized up to the maximum Federal Deposit Insurance Corporation (FDIC) legal limit amount per FDIC-insured institution.

INVESTMENT POOLS
The Local Agency Investment Fund (LAIF) is authorized under provisions in Section 16429.1 of the California Government Code. The City's participation in the pool was previously approved by the City Council and Agency Board.

The California Cooperative Liquid Assets Securities System Class (CLASS) is authorized under provisions in Section 53601(p) of the California Government Code, California public agencies may invest in shares of beneficial interest issued by a joint powers authority.

City Council review and approval is required prior to investment in any other local government investment pool or joint powers authority.

SAFEKEEPING OF SECURITIES
The City Treasurer (for the City) and the Director of Finance (for the Agency) shall select one or more banks to provide safekeeping and custodial services for the City. A Safekeeping Agreement approved by the City shall be executed with each custodian bank prior to utilizing that bank's safekeeping services.

Custodian banks will be selected on the basis of their ability to provide services for the City's account and the competitive pricing of their safekeeping related services.

The purchase and sale of securities and repurchase agreement transactions shall be settled on a delivery versus payment basis. All securities shall be perfected in the name of the City. Sufficient evidence to title shall be consistent with modern investment, banking and commercial practices.

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7 All investment securities, except non-negotiable Certificates of Deposit, Money Market Funds and LAIF, purchased by the City will be delivered by either book entry or physical delivery and will be held in third-party safekeeping by a City approved custodian bank, its correspondent bank or its Depository Trust Company (DTC) participant account.

All Fed wireable book entry securities owned by the City shall be held in the Federal Reserve System in a customer account for the custodian bank which will name the City as “customer.” All DTC eligible securities shall be held in the custodian bank’s DTC participant account and the custodian bank shall provide evidence that the securities are held for the City as “customer.”

DIVERSIFICATION
The City will diversify its investments by security type and investment to avoid incurring unreasonable risks inherent in over-investing in specific instruments, individual financial institutions or maturities. With the exception of bond reserve funds, bond escrow funds, and any other funds approved by the City Council, at all times at least 50% of the total portfolio shall mature in three years or less; at least 30% of the total portfolio shall mature in two years or less; and at least 20% of the portfolio shall mature in one year or less.

MAXIMUM MATURITIES
The City will attempt to match its investments with anticipated cash flow requirements. Unless matched to a specific cash flow, as approved by the City Council or Agency Board, as applicable, and otherwise allowed by law, the City will not directly invest in securities maturing more than five years from the date of trade settlement. Bond reserve funds, bond escrow funds, and any other funds approved by the City Council or Agency Board, as applicable, may be invested in securities exceeding five years if the maturities of such investments are made to coincide as nearly as possible with the expected use of the funds. The weighted average final maturity of the investment portfolio shall not exceed two and one-half years.

PERFORMANCE BENCHMARKS
The investment portfolio shall be designed to attain a market rate of return throughout budgetary and economic cycles, taking into account prevailing market conditions, risk constraints for eligible securities, and cash flow requirements. The performance of the investment portfolio shall be compared to the average yield on the U.S. Treasury security that most closely corresponds to the investment portfolio’s weighted average effective maturity. When comparing the performance of the investment portfolio, all fees involved with managing it shall be included in the computation of its rate of return net of fees.

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8 BOND PROCEEDS
Proceeds of bond sales and debt service reserve funds and other bond-related monies (or funds) may be invested in any investments authorized under both California Government Code Section 53600, et. seq. and the applicable bond covenants related to a bond sale. Securities authorized by a bond covenant that are not authorized by this Policy will only be used if they are specifically approved by the City Council or Agency Board, as applicable. Unless otherwise approved by the City Council or Agency Board, as applicable, all securities will be held in third-party safekeeping with the bond trustee, and all delivery-versus-payment rules will apply. Fees will be collected annually to compensate for administration costs.

COMPETITIVE TRANSACTIONS
All investment transactions shall be conducted competitively with authorized broker/dealers. At least three broker/dealers shall be contacted for each transaction, except when purchasing new issue securities, and their bid or offering prices shall be recorded.

If the City is offered a security for which there is no other readily available competitive offering, then the City Treasurer (for the City) or the Director of Finance (for the Agency) will document quotations for comparable or alternative securities.

REPORTING REQUIREMENTS
The City Treasurer (for the City) and Director of Finance (for the Agency) shall render, at least quarterly, reports of investment activity to the City Council and Agency Board within 30 days following the end of the quarter. Each report will include the following information:

1. Investment type, issuer, date of maturity, par value and dollar amount invested in all securities, and investments and monies held by the City;

2. A description of the funds, investments and programs managed by contracted parties;

3. A market value as of the date of the report (or the most recent valuation as to assets not valued monthly) and the source of the valuation;

4. A statement of compliance with the investment policy or an explanation for non-compliance; and

5. A statement of the City’s ability to meet expenditure requirements for six months, and an explanation of why money will not be available if that is the case.

INVESTMENT POLICY REVIEW
The City Treasurer (for the City), working with the Director of Finance (for the Agency),shall periodically review and make recommendations regarding the City’s Investment Policy to ensure its consistency with the overall objectives of preservation of principal, liquidity, yield and diversification and its relevance to current law and economic trends. Amendments to this Investment Policy shall be approved by the City Council.

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9 CITY OF MORGAN HILL

POLICY STATEMENT ON COLLATERALIZED TIME DEPOSITS

SCHEDULE I
Before the City Treasurer can place a time deposit with a local bank or savings and loan, the following criteria must be met:

1. The bank must provide the City with an executed copy of the "Contract for Deposit for Moneys" as specified in Section 53649 of the California Government Code.

2. The interest rate on the Time Certificate of Deposit must be competitive with rates offered by other banks and savings and loans and must exceed the interest rate for treasury bills for a similar maturity period.

3. For investments less than $250,000, FDIC insurance will be sufficient without requiring any collateral to be pledged with the Federal Reserve to secure the public fund deposit.

4. For investments exceeding $250,000, there may be a waiver of collateral for the first $250,000 deposited, and all of the funds placed on deposit must be collateralized by 110% of U.S. Treasury or Federal Agency securities, or by 150% of mortgages having maturities less than five years in accordance with Section 53652 of the California Government Code.

The City must receive confirmation that these securities have been pledged in repayment of the time deposit. The securities pledged must be maintained at a current market value 10% greater than the dollar amount of the deposit.

5. The City must be given a current audited financial statement for the financial year just ended as well as the most recent quarterly statement of financial condition. The financial reports must both include a "statement of financial condition" as well as an "income statement" depicting current and prior year operations.

6. The City will not place a fund deposit for more than $2,000,000, or 10% of the assets of the institution, whichever is less.

7. The City must receive a certificate of deposit which specifically expresses the terms governing the transaction, (i.e., the period of time, name of depositor, interest rate, etc.).

8. All time certificates must have a maturity period not exceeding two years from the date of deposit with quarterly payments of interest based upon the stated interest rate.

9. The City must also receive a letter from the comptroller and/or treasurer of the bank at the time the deposit is made, that there is no known pending financial disclosure or public announcement of an adverse financial event involving the bank or savings and loan, nor is there any knowledge that a conflict of interest situation exists with any City official, officer or employee at the time the bank is receiving this deposit. The City has a fiduciary responsibility to make prudent investment of public funds, and to assure its investment practices are absent of any financial inducement or conflict in interest whatsoever.

10. Time deposits will only be made with qualified banks and savings and loans having branch office locations within Santa Clara County. However, time deposits with a bank or savings

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10 and loan must be centralized at one designated office location rather than making separate deposits with each branch office.

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11 CITY OF MORGAN HILL

POLICY CRITERIA FOR SELECTING BROKER/DEALERS

SCHEDULE II

1. Each approved broker/dealer must possess an authorizing certificate from the California Commissioner of Corporations as required by Section 25210 of the California Corporations Code.

To be eligible, a firm must meet at least one of the following criteria:

1. be recognized as Primary Dealers by the Federal Reserve Bank of New York or have a primary dealer within their holding company structure, or

2. report voluntarily to the Federal Reserve Bank of New York, or

3. qualify under Securities and Exchange Commission (SEC) Rule 15c3-1 (Uniform Net Capital Rule).

The City Treasurer (for the City) and Director of Finance (for the Agency) will select broker/dealers on the basis of their expertise in public cash management and their ability to provide service to the account(s). Each authorized broker/dealer shall submit and annually update an approved Broker/Dealer Information Request form that includes the firm's most recent financial statements.

The City Treasurer (for the City) and Director of Finance (for the Agency) shall determine if the broker/dealers are adequately capitalized, make markets on securities appropriate to the City's needs and are recommended by managers of portfolios similar to the City’s. The City Treasurer (for the City) or Director of Finance (for the Agency) shall submit his findings and recommendations to the City Council or Agency Board, as applicable. As part of their periodic review of the Investment Policy, the City Council and Agency Board will determine which broker/dealers will be authorized to trade with the City.

In the event that an external investment advisor is not used in the process of recommending a particular transaction in the City’s or Agency’s portfolio, authorized broker/dealers shall attest in writing that they have read and understand a copy of this Policy.

2. The net capital position of the firm shall be in excess of $100 million.

3. The intent of the City Treasurer (for City) and Director of Finance (for Agency) is to enter into a long-term relationship. Therefore, the integrity of the firm and the personnel assigned to our account is of primary importance.

5. The firm must provide an active secondary market for the securities it sells.

6. The firm must specify the types of securities it specializes in and will be made available for the City’s account.

7. It is important that the firm provide related services that will enhance the account relationship which could include:

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12 a) An active secondary market for its securities.
b) Internal credit research analysis on commercial paper, banker's acceptances and other securities it offers for sale.
c) Be willing to trade securities on the City’s portfolio. d) Be capable of providing market analysis, economic projections, newsletters. e) Provide market education on new investment products, security spread relationships, graphs, etc.

8. The firm must be willing to provide annual financial statements.

9. If requested, the firm must be willing to provide a list of local government clients or other references, particularly those client relationships established within the State of California.

10. The City is prohibited from the establishment of a broker/dealer account for the purpose of holding the City's securities. All securities must be subject to delivery at the City's custodial bank.

11. Without exception, all transactions are to be conducted on a "'delivery vs. payment" basis.

12. The broker/dealer shall be headquartered or have a branch office in California. The City will not conduct security transactions with any firm located out of state.

13. The broker/dealer must have been in operation for more than 5 years.

14. No business relationship shall be established with firms primarily engaged in the sale of "exotic" products. Exotic means "unusually high yields," no ready secondary market, "high price volatility" on the security.

15. The firm must be registered with the State of California's regulatory agency.

16. No broker/dealer or security firm shall be selected who has made a political contribution to the City Treasurer or any member of the City Council or Agency Board or to any candidate for these offices.

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13 Broker/Dealer Questionnaire
Name of Firm:

Address:

Telephone No.:

Primary representative Manager
Name:

Title:

Telephone No:

1. Are you a recognized primary dealer in Government securities? ( ) Yes ( ) No

2. If so, how long has your firm been a primary dealer? _________ years.

3. Are you a retail or institutional broker?

4. What was your firm's total volume in U. S. Government and agency securities trading last year?
Firm-wide $____________
Your office $____________

5. Which instruments are offered regularly by your trading desk? ( ) T-bills ( ) BA's (domestic)
( ) T-notes and bonds ( ) BA’s (foreign)
( ) Agencies (specify) ( ) Commercial Paper
FFCB, FHLB, FNMA ( ) Bank C. D.'s

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14 FHLMC, SLMA, TVA, GNMA ( ) S & L C. D.'s

WORLD BANK
( ) Repurchase Agreements ( ) Medium Term Corporate Notes ( ) Reverse Repurchase ( ) Mutual Funds (eligible for public Agreements investment)

6. Identify all personnel who will be trading with or quoting securities to the City.

Name Title Phone

7. Please identify your most directly comparable City/Local Agency clients in our geographical area.

Entity Contact Person Phone Client Since

8. Is there anything in your background in the government securities business that makes you stand-out above the rest? Why should the City of Morgan Hill deal with you?
9 Have any of your public sector clients ever sustained a loss on a securities transaction arising from a misunderstanding or misrepresentation of the risk characteristics of a particular instrument? If so, please explain.

10. Has any public sector client ever claimed in writing that your firm was responsible for investment losses? Explain.

11. Has your firm consistently complied with the Federal Reserve’s capital adequacy guidelines? Include certified documentation of your capital adequacy as measured by Federal Reserve standards.

12. Please provide certified financial statements and other statements regarding your firm's capitalization.

13. Please include samples of research reports that your firm regularly supplies to public sector clients.

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15 14. Are you a Broker instead of a Dealer (i.e., you DO NOT own positions of securities)?

15. What reports, transactions, confirmations and paper trail would the City receive?

16. What training information would you provide to our employees and investment officers?

17. How many and what percentage of your transactions failed last month? Last year?

18. What portfolio information do you require from clients? --CERTIFICATION--
I hereby certify that I have personally read the City of Morgan Hill's Investment Policy and the California Government Codes pertaining to the investments of the City of Morgan Hill, and have implemented reasonable procedures and a system of controls designed to preclude imprudent investment activities arising out of transactions conducted by our firm on behalf of the City of Morgan Hill, considering the City’s investment objectives, strategies and risk constraints. We pledge to exercise due diligence in informing the City Treasurer and staff of all foreseeable risks associated with financial transactions conducted with our firm. I attest to the accuracy of our responses to the above questionnaire.

NOTE: Completion of this questionnaire is only part of the City of Morgan Hill's Certification process and DOES NOT guarantee that the applicant will be approved to do business with the City.

SIGNED
(Account Representative)
SIGNED
(Countersigned by Company President or person in charge of government securities operations.) DATED

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16 CITY OF MORGAN HILL

FIRMS AUTHORIZED TO CONDUCT INVESTMENT TRANSACTIONS

SCHEDULE III
The City is authorized to conduct investment security transactions with the following investment firms and broker/dealers, many of which are designated by the Federal Reserve as primary government dealers. Security transactions with firms other than those appearing on this list are prohibited.

A. Firms designated by the Federal Reserve as Primary Government Dealers:

Bank of Nova Scotia, New York Agency
BMO Capital Markets Corp.

BNP Paribas Securities Corp.

Barclays Capital Inc.

Cantor Fitzgerald & Co.

Citigroup Global Markets Inc.

Credit Suisse Securities (USA) LLC
Daiwa Capital Markets America Inc.

Deutsche Bank Securities Inc.

Goldman, Sachs & Co.

HSBC Securities (USA) Inc.

Jefferies & Company, Inc.

J.P. Morgan Securities, LLC
Merrill Lynch, Pierce, Fenner & Smith, Inc.

Mizuho Securities USA, Inc.

Morgan Stanley Smith Barney
Nomura Securities International, Inc.

RBC Capital Markets, LLC
RBS Securities Inc.

Societe Generale, New York Branch
TD Securities (USA) LLC
UBS Securities, LLC
Wells Fargo Securities, LLC
B. Other authorized firms:

D. A. Davidson and Company
Fundamental Capital Markets
Morgan Keegan & Company, Inc.

UnionBanc Investment Services

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17 CITY OF MORGAN HILL SCHEDULE IV
Authorized Investments Ranked by Authority and Degree of Risk May 6, 2020August 17, 2022

AUTHORIZED INVESTMENTS DIVERSIFICATION PURCHASE RESTRICTIONS U.S. TREASURY BILLS & NOTES
______________________________________

DREYFUSS TREASURY CASH

MANAGEMENT FUND
No Limit
______________________________________
___
No Limit
No Limit
______________________________________
___
No Limit
U.S. GOVERNMENT AGENCIES AND

GOVERNMENT SPONSORED

ENTERPRISES
No Limit No Limit
LOCAL AGENCY INVESTMENT FUND No Limit Maximum Set by Gov’t Code CALIFORNIA CLASS Max 5% of portfolio No Limit
TIME DEPOSITS Max 5% of portfolio Max $2 million per institution Collateral = 110% to 150%
MONEY MARKET MUTUAL FUNDS Max 20% of portfolio No Limit REPURCHASE AGREEMENTS Not Authorized Not Authorized
BANKERS’ ACCEPTANCES Not Authorized Not Authorized
COMMERCIAL PAPER Not Authorized Not Authorized
MEDIUM-TERM CORPORATE NOTES Not Authorized Not Authorized NEGOTIABLE CD’S Max 5% of portfolio Up to FDIC insured legal limit per FDIC insured institution

REVERSE REPURCHASE

AGREEMENTS
Not Authorized Not Authorized
ASSET BACKED SECURITIES Not Authorized Not Authorized
STATE & LOCAL INDEBTEDNESS Not Authorized Not Authorized

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18 GLOSSARY
AGENCY: Debt issued by an agency of the
federal government that is explicitly
guaranteed by the full faith and credit of the
United States government. The Government
National Mortgage Association (GNMA or
Ginnie Mae), is an example of an agency
issuer.

ASKED: The price at which securities are
offered. (The price at which a firm will sell a
security to an investor.)
BANKERS’ ACCEPTANCE (BA): A draft
or bill or exchange accepted by a bank or trust
company. The accepting institution
guarantees payment of the bill, as well as the
issuer.

BASIS POINT: One one-hundredth of a
percent (i.e., 0.01%).

BID: The price offered by a buyer of
securities. (When you are selling securities,
you ask for a bid.)
BROKER: A broker brings buyers and
sellers together for a commission. A broker
does not take a position.

CERTIFICATE OF DEPOSIT (CD): A
time deposit with a specific maturity
evidenced by a certificate. Large
denomination CD’s are typically negotiable.

COLLATERAL: Securities, evidence of
deposit or other property which a borrower
pledges to secure repayment of a loan. Also
refers to securities pledged by a bank to
secure deposits of public monies.

COUPON: a) The annual rate of interest that
a bond’s issuer promises to pay the
bondholder on the bond’s face value. b) A
certificate attached to a bond evidencing
interest due on a payment date.

DEALER: A dealer, as opposed to a broker,
acts as a principal in all transactions, buying
and selling for its own account.

DEBENTURE: A bond secured only by the
general credit of the issuer.

DELIVERY VERSUS PAYMENT: There
are two methods of delivery of securities:
delivery versus payment and delivery versus
receipt. Delivery versus payment is delivery
of securities with an exchange of money for
the securities. Delivery versus receipt is
delivery of securities with an exchange of a
signed receipt for the securities.

DISCOUNT: The difference between the
cost price of a security and its maturity when
quoted at lower than face value. A security
selling below original offering price shortly
after sale also is considered to be at a
discount.

DISCOUNT SECURITIES: Non-interest
bearing money market instruments that are
issued at a discount and redeemed at maturity
for full face value (e.g., U.S. Treasury Bills).

DIVERSIFICATION: Dividing investment
funds among a variety of securities offering
independent returns.

FANNIE MAE (FNMA): FNMA was
chartered under the Federal National
Mortgage Association Act in 1938. The
corporation's purpose is to purchase and
securitize mortgages in order to ensure that
funds are consistently available to the
institutions that lend money to home buyers.

It is the largest single provider of residential
mortgage funds in the United States. On
September 7, 2008, Fannie Mae was placed
into conservatorship of the FHFA. The
corporation’s purchases include a variety of
adjustable mortgages and second loans, in
addition to fixed-rate mortgages. FNMA’s
securities are also highly liquid and are
widely accepted. FNMA assumes and
guarantees that all security holders will
receive timely payment of principal and
interest.

FEDERAL CREDIT AGENCIES:

Agencies of the Federal government set up to
supply credit to various classes of institutions
(e.g. S&L’s, Small business firms, students,
farmers, farm cooperatives, and exporters).

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19 FEDERAL DEPOSIT INSURANCE
CORPORATION (FDIC): A Federal
agency that insures bank deposits, currently
up to $250,000 per deposit.

FEDERAL FUNDS RATE: The rate of
interest at which Fed funds are traded. This
rate is currently pegged by the Federal
Reserve through open-market operations.

FEDERAL HOME LOAN BANKS
(FHLB): The institutions that regulate and
lend to savings and loan associations. The
Federal Home Loan Banks play a role
analogous to that played by the Federal
Reserve Banks vis-a-vis member commercial
banks.

FEDERAL INSTRUMENTALITY
SECURITY: Debt issued by a government
sponsored enterprise that carries an implicit
guarantee of the United States
government. Examples of instrumentality
issuers include the Federal National
Mortgage Association (FNMA or Fannie
Mae), the Federal Home Loan Mortgage
Corporation (FHLMC or Freddie Mac), the
Federal Home Loan Banks (FHLB), and the
Federal Farm Credit Bank (FFCB).

FEDERAL OPEN MARKET
COMMITTEE (FOMC): Consists of seven
members of the Federal Reserve Board and
five of the twelve Federal Reserve Bank
Presidents. The President of the New York
Federal Reserve Bank is a permanent
member, while the other presidents serve on
a rotating basis. The Committee periodically
meets to set Federal Reserve guidelines
regarding purchases and sales of Government
Securities in the open market as a means of
influencing the volume of bank credit and
money.

FEDERAL RESERVE SYSTEM: The
central bank of the United States created by
Congress and consisting of a seven-member
Board of Governors in Washington, D.C.; 12
regional banks and about 5,700 commercial
banks are member of the system.

GINNIE MAE (GNMA): GNMA was
created by the United States Federal
Government through a 1968 partition of the
Federal National Mortgage Association to
provide guarantees on mortgage-backed
securities (MBS) backed by federally insured
or guaranteed loans. Ginnie Mae securities
are the only MBS that are backed by the full
faith and credit of by the United States
government.

LIQUIDITY: A liquid asset is one that can
be converted easily and rapidly into cash
without a substantial loss of value. In the
money market, a security is said to be liquid
if the spread between bid and asked prices is
narrow and reasonable size can be done at
those quotes.

LOCAL GOVERNMENT
INVESTMENT POOL: A local
government investment pool is an investment
option offered to public entities for the
aggregate investment of public funds from
political subdivisions. The funds are placed
in the custody of the manager, frequently a
State Treasurer, for investment and
reinvestment. These pools are investments
tools that offer safety with a competitive
yield and their managers are vested with a
public trust that the pool will maintain
liquidity, diversity, and follow the investment
pool’s guidelines.

MARKET VALUE: The price at which a
security is trading and could presumably be
purchased or sold.

MARKET REPURCHASE
AGREEMENT: A written contract covering
all future transactions between the parties to
repurchase reverse repurchase agreements
that establish each party’s rights in the
transactions. A master agreement will often
specify, among other things, the right of the
buyer-lender to liquidate the underlying
securities in the event of default by the sellerborrower.

MATURITY: The date upon which the
principal or stated value of an investment
becomes due and payable.

OFFER: The price asked by a seller of
securities. (When you are buying securities,

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20 you ask for an offer.) See “Asked” and
“Bid”.

OPEN MARKET OPERATIONS:

Purchases and sales of government and
certain other securities in the open market by
the New York Federal Reserve Bank as
directed by the FOMC in order to influence
the volume of money and credit in the
economy. Purchases inject reserves into the
bank system and stimulate growth of money
and credit: Sales have the opposite effect.

Open market operations are the Federal
Reserve’s most important and most flexible
monetary policy tool.

PORTFOLIO: Collection of securities held
by an investor.

PRIMARY DEALER: A group of
government securities dealers who submit
daily reports of market activity and positions
and monthly financial statements to the
Federal Reserve Bank of New York and are
subject to its informal oversight. Primary
dealers include Securities and Exchange
Commission (SEC)-registered securities
broker/dealers, banks and a few unregulated
firms.

PRUDENT PERSON RULE: An
investment standard. In some states, the law
requires that a fiduciary, such as a trustee,
may invest money only in a list of securities
selected by the custody state--the so-called
“legal list”. In other states, the trustee may
invest in a security if it is one which would
be bought by a prudent person of discretion
and intelligence who is seeking a reasonable
income and preservation of capital.

RATE OF RETURN: The yield obtainable
on a security based on its purchase price or its
current market price. This may be the
amortized yield to maturity; on a bond, the
current income return.

REPURCHASE AGREEMENT (RP or
REPO): a holder of securities sells these
securities to an investor with an agreement to
purchase them at a fixed date. The security
“buyer” in effect lends the “seller” money for
the period of the agreement, and the terms of
the agreement are structured to compensate
him for this. Dealers use RP extensively to
finance their positions. Exception: When the
Fed is said to be doing RP, it is lending
money, that is, increasing bank reserves.

SAFEKEEPING: A service to customers
rendered by banks for a fee whereby
securities and valuables of all types and
descriptions are held in the bank’s vaults for
protection.

SECONDARY MARKET: A market made
for the purchase and sale of outstanding
issues following the initial distribution.

SECURITIES & EXCHANGE
COMMISSION: Agency created by
Congress to protect investors in securities
transactions by administering securities
legislation.

TREASURY BILLS: A non-interest
bearing discount security issued by the U.S.

Treasury to finance the national debt. Most
bills are issued to mature in three month, six
months or one year.

TREASURY BOND: Long-term U.S.

Treasury securities having initial maturities
of more than 10 years.

TREASURY NOTES: Intermediate-term
coupon bearing U.S. Treasury securities
having initial maturities of from one year to
ten years.

YIELD: The rate of annual income return on
an investment, expressed as a percentage. (a)
INCOME YIELD is obtained by dividing
the current dollar income by the current
market price for the security. (b) NET
YIELD or YIELD TO MATURITY is the
current income yield minus any premium
above par or plus any discount from par in
purchase price, with the adjustment spread
over the period from the date of purchase to
the date of maturity of the bond.

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7 CITY COUNCIL STAFF REPORT
MEETING DATE: August 17, 2022
PREPARED BY:

Mario Ramirez, Police Captain
APPROVED BY: City Manager

AUTHORIZE THE CITY MANAGER TO AMEND THE AGREEMENT
WITH FLOCK SAFETY TO ADD AN ADDITIONAL 25 FLOCK SAFETY

AUTOMATED LICENSE PLATE READERS

RECOMMENDATION(S)
Authorize the City Manager to amend the Agreement with Flock Safety to add an additional 25 Flock Safety cameras for a one-time cost of $74,750 for infrastructure and software upgrade, with an on-going annual cost of $66,000.

Estimated Time: 5 Minutes

COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Enhancing Public Safety
Maintaining and Enhancing Infrastructure
Advancing Regional Initiatives
2022-2023 Strategic Priorities
Fiscal Sustainability
Guiding Documents
Public Safety Master Plan
REPORT NARRATIVE:

Flock Safety provides automatic license plate reader (ALPR) cameras for public safety organizations and private citizens. Flock Safety's mission is to eliminate non-violent crime with city-wide coverage of ALPR cameras. Flock Safety cameras are currently utilized in over 1000 cities, 38 states, and over 500 police departments, including the Milpitas Police Department, Los Gatos Police Department, Santa Clara Police Department, Gilroy Police Department, San Jose Police Department, and the Santa Clara Sheriff's Office.

In August 2021, the Police Department deployed 25 flock cameras throughout the City.

Since then, the Flock Safety camera system has been extremely successful and has assisted in the arrest of 127 criminals and the recovery of 170 stolen vehicles. In

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7 comparison, during the prior year, the Police Department had only recovered 16 stolen vehicles—a 963% increase.

Flock Safety systems are commonly thought of as a resource to find stolen vehicles; however, that is only part of their benefit. In addition to locating stolen vehicles, the police department has recently used Flock Safety cameras to help solve crime types such as commercial burglaries, in-progress burglars, felony assaults, package/mail theft investigations, wanted persons, two homicide suspects, an attempted homicide suspect, at-risk missing persons and more. Over 95% of arrests resulting from Flock Safety camera alerts are suspects who reside outside the City of Morgan Hill.

Flock Safety cameras are activated by motion, capturing a photo of the vehicle, including vehicles with no license plates, temporary license plates, and dirty/covered license plates. These photos can be used as evidence and are searchable for 30-days by vehicle type, make, model, color, timeframe, or license plate details to aid officers in solving crimes. Traditional ALPR technology uses infrared (IR) technology to scan the metal license plates, effective only if the reflective coating is still on the license plate.

Police Department staff recommends the addition of 25 more Flock Safety cameras to provide comprehensive coverage throughout the City at key ingress/egress points and other strategic locations inside the City limits. Locations of these cameras will be available on our Morgan Hill Police website or upon request.

Increased ALPR and video surveillance requires a delicate balance between collecting open-source public information and information accessible only to law enforcement, in order to maintain the privacy and safety of our community. The Police Department understands this balance and, as such, held two townhall meetings in summer 2021 and implemented a policy that incorporated feedback from our community and civil rights best practices, such as a 30-day retention policy and need to know, right to know access.

Flock Safety is the sole manufacturer and developer of the Flock Safety ALPR Camera.

Flock Safety is also the sole provider of comprehensive monitoring, processing, and machine vision services that integrate with the Flock Safety ALPR Camera. The Flock Safety ALPR camera is the only law enforcement grade ALPR system to offer the following combination of features:
 Machine vision to analyze vehicle license plates, state recognition, vehicle color, vehicle type, and vehicle make
 Machine vision to capture and identify characteristics of vehicles with paper license plates and vehicles with the absence of a license plate  Ability to capture two lanes of traffic simultaneously with a single camera from a vertical mass
 Wireless deployment of license plate reading camera with integrated cellular communication weighing less than 5lbs and able to be powered solely by a solar

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7 panel of 60W or less
 Ability to capture and process up to 30,000 vehicles per day with a single camera powered exclusively by solar power
 On-device machine processing to limit LTE bandwidth consumption  Cloud storage of footage
 Direct integration with Axon Evidence.com
 Web-based footage retrieval tool with filtering capabilities such as vehicle color, vehicle type, vehicle manufacturer, partial or license plate, state of the license plate, and object detection
 Privacy controls to enable certain vehicles to opt out of being captured on film  Performance monitoring software to predict potential failures, obstructions, tilts, and other critical or minor issues
 Cover industrial design to minimize visual pollution
Due to their wireless nature and use of integrated cellular communication, the cameras do not rely on any existing City Internet or Wi-Fi infrastructure to be deployed, thus reducing the need for City staff to maintain and/or support the deployed cameras.

Cloud storage of data can store data locally and/or send/store data through the Northern California Regional Intelligence Center (NCRIC). NCRIC is a Federal, State, and Local public safety government program that helps safeguard each of our communities by serving as a dynamic security nexus that is connected to the National Network of Fusion Centers and our nation's High-Intensity Drug Trafficking Areas. Flock Safety integrates a web-based retrieval tool with filtering capabilities such as vehicle color, partial/full license plate, and object detection: performance monitoring software to predict potential failures, obstructions, tilts, and other critical or minor issues. Webbased data access with no per-user license fee.

While other ALPR camera systems are available from vendors such as PIPS Technology, Vigilant Solutions, and V5 Systems, Flock Safety Inc. offers an ALPR program in which the Police Department retains the cameras on an as-needed basis rather than permanently retained like cameras from other vendors. Should the Police Department end its partnership with Flock Safety Inc., there is no need to sell cameras or attempt to locate another vendor that would be able to repurpose the cameras for additional use. Upon ending the partnership, the Police Department would merely return the hardware and not incur any financial loss for hardware or licensing other than the payment for the term the products were used. Other vendors do not have a similar model, and if the partnership is terminated, the Police Department would retain the equipment, which would essentially have no usefulness.

COMMUNITY ENGAGEMENT:

This staff report serves to inform the community of the City's desire to amend the Agreement with Flock Safety to add an additional 25 Flock Safety cameras.

ALTERNATIVE ACTIONS:

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7 The City Council could decide to not move forward with the additional cameras.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

Community Stakeholders Meeting, July 29, 2021.

Community Townhall Meeting, August 12, 2021.

City Council Meeting, October 6, 2021, Council approved a lease agreement with Flock Safety for the initial 25 cameras.

City Council Meeting, June 15, 2022, Council approved the budgetary item for the additional 25 Flock Safety Cameras.

FISCAL AND RESOURCE IMPACT:

In Fiscal Year 2022-2023, the initial cost to deploy the additional 25 cameras is $74,750 for infrastructure, software upgrade and professional services. The recurring yearly cost for the additional 25 cameras starting in 2023-2024 is $66,000. The total cost for all 50 cameras in year one (2022-2023 fiscal year) will be $136,750. The total cost for all 50 cameras in year two (2023-2024 fiscal year) will be $128,000.

Sufficient funds were appropriated during the two-year budget development process to add the additional 25 cameras and continue the lease of the 25 existing cameras.

CEQA (California Environmental Quality Act):

Not a Project.

This Agreement entails organizational or administrative activities of governments and will not result in direct or indirect physical changes in the environment.

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8 CITY COUNCIL STAFF REPORT
MEETING DATE: August 17, 2022
PREPARED BY:

Adam Paszkowski, Principal Planner
APPROVED BY: City Manager
PUBLIC REVIEW OF THE DRAFT CITY OF MORGAN HILL 2023-2031

HOUSING ELEMENT UPDATE AND APPROVE SUBMISSION OF CITY
OF MORGAN HILL 2023-2031 HOUSING ELEMENT UPDATE TO THE

CALIFORNIA DEPARTMENT OF HOUSING AND COMMUNITY

DEVELOPMENT

RECOMMENDATION(S)
Review the Draft City of Morgan Hill 2023-2031 Housing Element Update and adopt the Resolution directing the City to submit the Draft 2023-2031 Housing Element to the California Department of Housing and Community Development for review.

Estimated Time:

Each California city and county must update its General Plan Housing Element every eight years to adequately plan to meet the existing and projected housing needs for all economic segments of the community. The community's housing needs are determined through the Regional Housing Needs Allocation (RHNA) process. RHNA is the statemandated process to identify the number of housing units, by affordability level, that each jurisdiction must accommodate in the Housing Element of its General Plan. As part of this process, the City of Morgan Hill must plan for 1,037 housing units by household income category for the 2023-2031 planning period as identified in the table below. The City is in the enviable position of meeting the required 1,037 units with the

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8 current project pipeline already in progress.:

Morgan Hill's 2023-2031 Regional Housing Needs Allocation Very LowIncomeLow-Income ModerateIncomeAbove
ModerateIncome
Total
Final
Allocation
262 151 174 450 1,037
State law mandates updates to the Housing Element no later than January 2023 for the 2023-2031 planning period. In order to meet that mandate, the Housing Element Update must be adopted by the City Council and certified by the California Department of Housing and Community Development (HCD) prior to that date. The City prepared the Draft 2023-2031 Housing Element Update (Attachment 2), which includes the following components:
 Chapter 1: Introduction. Provides an overview of the Housing Element, State requirements, and a summary of the organization of the Housing Element.  Chapter 2: Community Engagement. Describes the City's efforts to engage all segments of the community during the preparation of the Housing Element, including the numerous individuals, organizations, and agencies with which the City consulted, and the methods of community outreach.
 Chapter 3: Summary of Land Available for Housing. Presents a summary of the City's Regional Housing Needs Allocation and the inventory of sites within Morgan Hill City Limits that are suitable for residential development during the planning period.
 Chapter 4: Goals and Policies. Contains the City's housing goals and policies that provide direction to help the City meet its housing goals. The Housing Element includes seven goals that create the framework for how the City will address housing needs.
 Chapter 5: Implementation. Contains the implementation programs (actions) that the City and its partner agencies are committed to implementing over the planning period. A summary of the City's quantified objectives for housing development, rehabilitation, and conservation is also included.

The Draft 2023-2031 Housing Element Update also includes the following appendices:
 Appendix H-1: Housing Needs Assessment. Describes the characteristics of Morgan Hill's population and housing that are essential to understanding the City's housing needs including population and household characteristics, income and employment, housing costs and affordability, special housing needs, and atrisk housing (Attachment 3).  Appendix H-2: Site Inventory. Presents the detailed results of the inventory of sites within the City that are suitable for residential development during the eightyear planning period. It includes a description of the City’s RHNA, number of residential units in the pipeline of planned and entitled projects, and a summary

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8 of capacity/potential to accommodate the City’s RHNA (Attachment 4).  Appendix H-3: Opportunities for Energy Conservation. Summarizes the ways the City is currently addressing the conservation of energy resources as part of larger climate action and adaptation planning processes (Attachment 5).  Appendix H-4: Constraints Analysis. Identifies nongovernmental and governmental constraints that inhibit the development, maintenance, or improvement of housing (Attachment 6).
 Appendix H-5: Assessment of Fair Housing. Provides an assessment of fair housing practices in Morgan Hill and a summary of strategies to affirmatively further fair housing within Morgan Hill (Attachment 7).  Appendix H-6: Evaluation of Past Housing Element. Summarizes the City’s achievements in implementing programs under the previous (2015-2023) Housing Element (Attachment 8).
 Appendix H-7: Public Participation. Includes the compilation of community input and feedback received during the various meetings and engagement events (Attachment 9).

The Housing Element includes seven goals that create the framework for how the City of Morgan Hill will address housing needs during the planning period. The Draft 2023- 2031 Housing Element includes the following Goals:
 Goal 1: Provide a diversified housing stock to meet the full range of future community housing needs.
 Goal 2: Encourage Extremely Low-Income (ELI) housing production, increasing availability of affordable and workforce housing.
 Goal 3: Advance equity and inclusion throughout the City.  Goal 4: Preserve and rehabilitate existing housing supply.  Goal 5: Promote housing for people experiencing homelessness.  Goal 6: Provide adequate housing for groups with special needs.  Goal 7: Increase community outreach and promote education of affordable housing.

Additional details of the Draft 2023-2031 Housing Element are provided in the Planning Commission staff report
(https://morganhillca.civicclerk.com/Web/GenFile.aspx?ar=442).

The Planning Commission held a public hearing regarding the Draft 2023-2031 Housing Element on July 26, 2022; during the Planning Commission meeting, a representative of the nonprofit organization Housing Choices, Senior Housing Advocate Kalisha Webster, spoke during public comment stating that they were retained by the San Andreas Regional Center to submit an assessment of housing needs of Morgan Hill residents with developmental disabilities. The commenter indicated that they submitted data to the City that was not incorporated into the Draft 2023-2031 Housing Element, and that the definition of developmental disabilities stated within the Draft 2023-2031 Housing Element was incorrectly defined. Although the Draft 2023-2031

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8 Housing Element did include data regarding Morgan Hill residents with developmental disabilities, the data collected and stated in the Draft 2023-2031 Housing Element was from the year 2020. The data provided by Housing Choices reflects data from the year 2021. Therefore, Staff has revised the Draft 2023-2031 Housing Element as well as Appendix H1: Housing Needs Assessment and Appendix H5: Assessment of Fair Housing to reflect the 2021 data from Housing Choices; in addition, Staff has corrected the definition of developmental disabilities within Appendix H1: Housing Needs Assessment.

Redlines within the document and appendices represent changes from public comment as noted in the above paragraph as well as comments received during the 30 day public review period and Planning Commission review.

If the City Council directs staff to submit the Draft 2023-2031 Housing Element to HCD for review, HCD will have 90 days to review the Draft 2023-2031 Housing Element.

Upon conclusion of HCD's review, the City may need to revise the Housing Element in response to HCD's comments prior to adopting the 2023-2031 Housing Element, which is expected to occur in January 2023.

COMMUNITY ENGAGEMENT:

Involve
The City implemented an outreach and engagement program to inform the community and seek input regarding the Housing Element Update. The initial efforts began in May and June of 2021, with a series of workshops. The initial workshops served as a springboard to leap into a deeper community engagement process. The City used a variety of methods to solicit public input on the Housing Element update, including distributing three surveys (two pertaining to Assessment of Fair Housing (AFH)), hosting public workshops, providing information at community events, conducting focus groups, giving presentations to the Community, and holding several workshops with the community and the Planning Commission. The City prioritized involvement and engagement of residents and community members that are most directly impacted by the plan and development, especially Latinx, homeless, and other underrepresented or underserved groups.

The City held 25 virtual stakeholder focus group meetings from January 2022 through March 2022 to gather input from various stakeholders, including developers, home builders, non-profit organizations, advocacy groups, and public agencies on key housing issues. The City also issued a follow-up survey to the stakeholders to address barriers to accessing decent, safe, affordable housing and which housing priorities are most important for Morgan Hill.

The City held workshops with the Planning Commission on January 25, February 22, March 8, April 12, April 26, May 10, and May 24, 2022 to share work progress to date and obtain early direction and feedback. The City also held a virtual Citywide Town Hall on June 23, 2022 to accompany the release of the Public Draft Housing Element.

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8 In accordance with State law, a display ad was placed in the newspaper notifying the public of the 30-day public review period. Additionally, a Housing Element Update webpage was established on the City's website and the City Council Agenda and the Staff Report for this public meeting was also made available on the City's website.

ALTERNATIVE ACTIONS:

If the City Council does not direct staff to submit the Draft 2023-2031 Housing Element to the California Department of Housing and Community Development for review, the City may not be able to meet the January 31, 2023 deadline to adopt a certified Housing Element by the California Department of Housing and Community Development. If the City does not adopt a certified Housing Element, the City may be found in non-compliance by the State and could be issued court-imposed fines of up to $600,000 per month, as well as, potential lawsuits with consequences that include court-mandated compliance, court approval of housing development, suspension of local ability to issue building permits, and authority replaced by a State appointed oversight agency. A handout highlighting incentives and consequences for Housing Element compliance/noncompliance is attached.

Alternatively, the City Council may direct staff to submit the Draft 2023-2031 Housing Element to the California Department of Housing and Community Development for review with specific modifications to the Draft Housing Element.

PRIOR CITY COUNCIL AND COMMISSION ACTIONS:

On July 26, 2022, the Planning Commission considered and recommended, unanimously, the City Council direct staff to submit the Draft 2023-2031 Housing Element to the California Department of Housing and Community Development for review.

FISCAL AND RESOURCE IMPACT:

This item is included in the current adopted budget (FY22-23 and FY23-24) and is part of the Long Range Planning workplan and is funded through the Long Range Planning Fund (207). In addition, Long Range Planning secured grant funding through the Local Early Action Planning Grants Program (LEAP) in the amount of $150,000 for the preparation and development of the City of Morgan Hill's 2023-2031 Housing Element Update and the Regional Early Action Planning Grant (REAP) in the amount of $27,371 to support the preparation of an Initial Study/Addendum relating to the City of Morgan Hill's 2023-2031 Housing Element Update.

CEQA (California Environmental Quality Act):

Pursuant to the provisions of the California Environmental Quality Act (CEQA), the City will be preparing an addendum for when the City Council considers the adoption of the 2023-2031 Housing Element, pursuant to CEQA Guidelines Section 15164.

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RESOLUTION NO. 22-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

MORGAN HILL DIRECTING STAFF TO SUBMIT THE
DRAFT 2023-2031 HOUSING ELEMENT TO THE

CALIFORNIA DEPARTMENT OF HOUSING AND

COMMUNITY DEVELOPMENT (HCD) FOR REVIEW
WHEREAS, the State of California requires cities and counties to adopt a comprehensive, long-term General Plan for the physical development of the City; WHEREAS, the Housing Element is one of seven mandated elements of the General Plan and must address the existing and projected housing needs for all economic segments of the community;
WHEREAS, State law requires Housing Elements to be updated and certified by the California Department of Housing and Community Development (HCD) every eight years;
WHEREAS, the City of Morgan Hill has prepared the Draft 2023-2031 Housing Element in accordance with State law;
WHEREAS, the Draft 2023-2031 Housing Element includes goals to accomplish the following:
 Provide a diversified housing stock to meet the full range of future community housing needs;
 Encourage Extremely Low-Income (ELI) housing production, increasing availability of affordable and workforce housing;
 Advance equity and inclusion throughout the City;
 Preserve and rehabilitate existing housing supply;
 Promote housing for people experiencing homelessness;  Provide adequate housing for groups with special needs;  Increase community outreach and promote education of affordable housing.

WHEREAS, the Draft 2023-2031 Housing Element includes specific Housing Programs to implement the goals outlined above;
WHEREAS, pursuant to the California Environmental Quality Act (CEQA), the City will be preparing an addendum for when the City Council considers the adoption of the 2023-2031 Housing Element, pursuant to CEQA Guidelines Section 15164; WHEREAS, such request was considered and recommended for submittal by the Planning Commission at its regular meeting of July 26, 2022;

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City of Morgan Hill
Resolution No. 22-xx

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WHEREAS, such request was considered by the City Council at its regular meeting of August 17, 2022; and
WHEREAS, testimony received at a duly noticed public hearing, along with exhibits and other materials have been considered in the review process.

NOW, THEREFORE, THE MORGAN HILL CITY COUNCIL DOES RESOLVE AS FOLLOWS:

SECTION 1. The Draft 2023-2031 Housing Element is found to be consistent with the policies and provisions of the Morgan Hill 2035 General Plan as described in the staff report to the Planning Commission, incorporated herein by this reference.

SECTION 2. The Planning Commission and City Council’s action to direct Staff to submit the Draft 2023-2031 Housing Element to HCD for review is exempt from CEQA pursuant to CEQA Guidelines Section 15164, as the City will be preparing an addendum for when the City Council considers the adoption of the 2023-2031 Housing Element.

SECTION 3. The City Council directs Staff to submit the Draft 2023-2031 Housing Element to HCD for review.

PASSED AND ADOPTED THIS 17th DAY OF AUGUST 2022, AT A MEETING OF THE CITY COUNCIL BY THE FOLLOWING VOTE:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ATTEST: APPROVED:
______________________________ _______________________________ MICHELE BIGELOW, City Clerk RICHARD CONSTANTINE, Mayor

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City of Morgan Hill
Resolution No. 22-xx

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CERTIFICATE OF THE CITY CLERK

I, MICHELLE BIGELOW, CITY CLERK OF THE CITY OF MORGAN HILL, CALIFORNIA, do hereby certify that the foregoing is a true and correct copy of Resolution No. , adopted by the City Council of the City of Morgan Hill, California at their regular meeting held on the ____ day of ________, 2022.

WITNESS MY HAND AND THE SEAL OF THE CITY OF MORGAN HILL.

DATE: _____________________ _____________________________ MICHELE BIGELOW, City Clerk

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City of Morgan Hill
Housing Element
Adopted XXXXX XX, 2022

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City of Morgan Hill Housing Element 2023-2031 | Adopted XXXXX XX, 2022 Page H-i Table of Contents
City of Morgan Hill Housing Element
CHAPTER 1 | Introduction ........................................................................................................................ 1 Morgan Hill’s Eight-Year Housing Strategy ........................................................................................................... 1 State Requirements ......................................................................................................................................................... 2 Housing Element Organization ................................................................................................................................... 3 General Plan Consistency ............................................................................................................................................ 5 CHAPTER 2 | Community Engagement.................................................................................................. 7 Summary of Outreach Activities ................................................................................................................................. 8 CHAPTER 3 | Summary of Land Available for Housing......................................................................11 Regional Housing Needs Allocation ...................................................................................................................... 11 Inventory of Housing Capacity ................................................................................................................................. 13 Capacity to Accommodate the RHNA ................................................................................................................... 16 CHAPTER 4 | Goals and d Policies ........................................................................................................17 Goal 1. Provide a diversified housing stock to meet the full range of future community housing needs ................................................................................................................................................................ 18 Goal 2: Encourage Extremely Low-Income (ELI) housing production, increasing availability of affordable and workforce housing ......................................................................................................... 20 Goal 3: Advance equity and inclusion throughout the City ......................................................................... 24 Goal 4: Preserve and rehabilitate existing housing supply ........................................................................ 25 Goal 5: Promote Housing for people experiencing homelessness ......................................................... 28 Goal 6: Provide adequate housing for groups with special needs .......................................................... 30 Goal 7: Increase community outreach and promote education of affordable housing .................... 33 CHAPTER 5 | Implementation..................................................................................................................35 Implementation Programs/Actions ......................................................................................................................... 36 Quantified Objectives ................................................................................................................................................... 54

APPENDICIES
H-1 Housing Needs Assessment
H-2 Site Inventory
H-3 Opportunities for Energy Conservation
H-4 Constraints Analysis
H-5 Assessment of Fair Housing
H-6 Evaluation of Past Performance
H-7 Public Participation
Figures
Figure 1-1 Morgan Hill General Plan Land Use Map ......................................................................... 5 Figure 3-1 Morgan Hill Residential Entitled & Proposed Projects.................................................... 13 Figure 4-1 Cost-Burdened by Tenure in Morgan Hill, 2019.............................................................. 19 Figure 4-2 Cost-Burdened by Income Level in Morgan Hill, 2019 ................................................... 19

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City of Morgan Hill Housing Element 2023-2031 | Adopted XXXXX XX, 2022 Page H-ii Tables
Table 3-1 Regional Housing Needs Allocation, City ofMorgan Hill 2023-2031 .............................. 11 Table 3-2 HCD Income Limits based on Persons per Household, 2020 ........................................ 11 Table 3-3 Total Pipeline Development Potential, by Income Category................................................ 13 Table 3-4 Summary of Residential Capacity/Potential Compared to 6th Cycle RHNA by Income, City of Morgan Hill, January 31, 2023 to January 31, 2031 ............................................ 14 Table 4-1 Housing Stock by Year Built ........................................................................................... 23 Table 5-1 Quantified Objectives...................................................................................................... 52

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City of Morgan Hill Housing Element 2023-2031 | Adopted XXXXX XX, 2022 Page H-1 CHAPTER 1 |
Introduction
Housing continues to be one of
the biggest challenges in
Morgan Hill and throughout
California.

With Morgan Hill seeing some of the highest increases in rent in recent yearsand home prices continuing to rise, the City is facing an unprecedented housing crisis. As housing becomes less affordable and the supply of housingcontinues to not meet demand, it is becoming harder for residents, especiallylowand middle-income families and individuals, to afford housing.

Gentrification and displacement pressures have intensified, and homelessness continues to increase in the City. Morgan Hill’s most vulnerable communities,including low- and middleincome households and communities of color, continue to be disproportionately affected by the housing crisis.

The City has taken a number of actions to accelerate the production of housingand to address the housing issues of current residents, but a more holistic planis needed to address this complex issue.

Morgan Hill’s Eight-Year Housing Strategy
This Housing Element is the
City’s eight-year housing
strategy and commitment for
how it will meet the housing
needs of everyone in the
community. This housing
strategy, which covers the
planning period of January 31,
2023, to January 31, 2031, will
help address the housing crisis
in Morgan Hill through a number
of goals, policies, and actions
that focus on expanding the
housing stock and offering a
wider range of housing choices
for everyone in the City.

The Housing Element is
mandated by State law
and is part of the City’s
General Plan. It outlines
the City’s strategy for
housing and how it will
comprehensively address
the existing and
projected housing needs
of everyone in the City for
the next eight years
(2023-2031).

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Morgan Hill City CouncilAugust 17, 2022

Morgan Hill City Council
August 17, 2022