Agenda packet, regular meeting — Morro Bay City Council, March 11, 2025 (part 1 of 2)

CITY OF MORRO BAY
City Council Regular Meeting Agenda

Tuesday, March 11, 2025, 5:30 p.m.

Veterans Memorial Hall, 209 Surf St., Morro Bay, CA
Public Participation
Public participation is offered in the following ways:
• Community members may attend the meeting in person at the Morro Bay Veterans Hall.

Alternatively, members of the public may watch the meeting and speak during general Public Comment or on a specific agenda item by logging into the Zoom webinar using the information provided below. Please use the "raise hand" feature to indicate your desire to provide public comment.
•
Zoom webinar link:
https://us02web.zoom.us/j/82722747698?pwd=aWZpTzcwTHlRTk9xaTlmWVNWRWFU QT09
•
• Password: 135692
Or Telephone Attendee: 1 (408) 638-0968 or 1 (669) 900-6833 or 1 (346) 248-7799; Webinar ID: 827 2274 7698; Password: 135692: Press *9 to raise hand for public comment.
•
• Meetings are also broadcast on cable Channel 20 and streamed on the City's website.

Community Members are encouraged to submit agenda correspondence via email to the City Council at [email protected] prior to the meeting. Agenda correspondence received by 10:00 a.m. on the meeting day will be posted on the City website. •
Pages

1. ESTABLISH QUORUM AND CALL TO ORDER

2. MOMENT OF SILENCE

3. PLEDGE OF ALLEGIANCE

4. REPORTS

4.a Closed Session Report

4.b Mayor and Councilmembers' Reports, Announcements and Presentations

4.c City Manager Reports, Announcements and Presentations

4.d Subcommittee Reports - Verbal Update of Current Subcommittee Activities

1. Water Reclamation Facility & Morro Bay / Cayucos Sanitary District JPA

2. Morro Bay Power Plant (Vistra)

3. Offshore Wind Energy

4. Downtown Design District

5. RECOGNITION AND PRESENTATIONS
None

6. PUBLIC COMMENT
Members of the audience wishing to address the Council on City business matters not on the agenda may do so at this time. For those desiring to speak on items on the agenda, but unable to stay for the item, may also address the Council at this time.

Public comment is an opportunity for members of the public to provide input to the governing body. To increase the effectiveness of the Public Comment Period, the City respectfully requests the following guidelines and expectations be followed:
•
Those desiring to speak are asked to complete a speaker slip, which are located at the entrance, and submit it to the City Clerk. However, speaker slips are not required to provide public comment. •
When recognized by the Mayor, please come forward to the podium to speak. Though not required, it is helpful if you state your name, city of residence and whether you represent a business or group. Unless otherwise established by the Mayor, comments are to be limited to three minutes.
•
All remarks should be addressed to Council, as a whole, and not to any individual member thereof.
•
The Council respectfully requests that you refrain from making slanderous, profane or personal remarks against any elected official, commission and/or staff.
•
Please refrain from public displays or outbursts such as unsolicited applause, comments or cheering.
•
Any disruptive activities that substantially interfere with the ability of the City Council to carry out its meeting will not be permitted and offenders will be requested to leave the meeting.
•
Your participation in City Council meetings is welcome and your courtesy will be appreciated.
•
The Council in turn agrees to abide by its best practices of civility and civil discourse according to Resolution No. 07-19.
•

7. CONSENT AGENDA

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Unless an item is pulled for separate action by the City Council, the following actions are approved without discussion. The public will also be provided an opportunity to comment on consent agenda items.

Recommended Action
Approve consent agenda items 7.a through 7.c as submitted.

7.a Approval of Minutes
(City Clerk)
Recommended Action
Approve as submitted.

1. February 25, 2025 - Regular Council Meeting 5

2. February 25, 2025 - Special Closed Session Meeting 11

7.b Adoption of Resolution No. 10-25 Approving Revised Records Retention Schedule
13 (City Clerk)
Recommended Action
Adopt Resolution No. 10-25 amending the City of Morro Bay Records Retention Schedule and authorizing subsequent updates necessary to maintain consistency with changes in State law and Secretary of State guidelines to be made without further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.

7.c Adoption of Resolution No. 11-25 approving the formation of the Waterfront Master Plan Advisory Committee (WMPAC)
107
(Community Development Department)
Recommended Action
Adopt Resolution No. 11-25 approving the formation of the Waterfront Master Plan Advisory Committee (WMPAC).

8. PUBLIC HEARING ITEMS
None

9. BUSINESS ITEMS

9.a Harbor Department Reclassification - Business Division 112 (Harbor Department)
Recommended Action
Approve reclassification of the Harbor Business Coordinator classification to Harbor Business Manager and consolidation of two part-time temporary Office Assistant positions to one fulltime Office Assistant IV, and

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Adopt Resolution No. 12-25 approving the new Harbor
Business Manager Job Classification and Job Description, and.

2. Adopt Resolution No. 13-25 amending the Management Salary and Benefits, and

3. Adopt Resolution No. 14-25 approving updated FY 2024-25, 2025-26, and 2026-27 Pay Schedules.

4. 9.b Short-Term Rental Ordinance Implementation Update 148 (Community Development Department)
Recommended Action
Receive and file an update on the Community Development Department’s progress in implementing the City’s Short-term Rental (“STR”) Ordinance and provide staff direction as necessary.

10. COUNCIL DECLARATION OF FUTURE AGENDA ITEMS

11. ADJOURNMENT
The next Regular Meeting will be held on March 25, 2025.

This agenda is subject to amendment up to 72 hours prior to the date and time set for the meeting. Please refer to the agenda posted at City Hall, 595 Harbor Street, Morro Bay, CA 93442 for any revisions or call the Clerk's office at (805) 772-6205 for further information.

Materials related to an item on this agenda submitted to the City Council after distribution of the agenda packet are available for public inspection upon request by calling the City Clerk's office at (805) 772-6205.

In compliance with the Americans Disability Act, if you need special assistance to participate in a City meeting, please contact the Clerk's office 24 hours prior to the meeting to insure reasonable arrangements can be made to provide accessibility to the meeting.

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1 MINUTES - MORRO BAY CITY COUNCIL

REGULAR MEETING
February 25, 2025, 5:30 p.m.

Veterans Memorial Hall, 209 Surf St., Morro Bay, CA
Members Present: Mayor Carla Wixom
Council Member Cyndee Edwards
Council Member Jeff Eckles
Council Member Zara Landrum
Council Member Bill Luffee
Staff Present: City Manager Yvonne Kimball
Interim City Attorney Robert Schultz
City Clerk Dana Swanson
Finance Director Emily Conrad
Public Works Director Greg Kwolek
Community Development Director Airlin Singewald
Police Chief Amy Watkins
Fire Chief Dan McCrain
Harbor Vitality Director Chris Munson
Administrative Programs Manager Melissa Green
_____________________________________________________________________

1. ESTABLISH QUORUM AND CALL TO ORDER
Mayor Wixom called the meeting to order at 5:31 p.m. with all members present.

2. MOMENT OF SILENCE

3. PLEDGE OF ALLEGIANCE

4. REPORTS

4.a Closed Session Report
https://youtu.be/-Nirv9KAYhI?si=5BqLkD5K2IDTIC3_&t=70
Interim City Attorney Schultz announced no action was taken during Closed Session that required reporting under the Brown Act.

4.b Mayor and Councilmembers' Reports, Announcements and Presentations
https://youtu.be/-Nirv9KAYhI?si=w-A3Ncv4rYimAZQY&t=107

4.c City Manager Reports, Announcements and Presentations

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2 https://youtu.be/-Nirv9KAYhI?si=3BARfkWWnsjXXmkj&t=1157

4.d Subcommittee Reports - Verbal Update of Current Subcommittee Activities
https://youtu.be/-Nirv9KAYhI?si=Wy4ZRx2WQjRJHZKG&t=1317 a. Water Reclamation Facility & Morro Bay / Cayucos Sanitary District JPA
b. Morro Bay Power Plant (Vistra)
c. Offshore Wind Energy
d. Downtown Design District

5. RECOGNITION AND PRESENTATIONS

5.a Measure Q/E Report by CFAC Chair Stephen Peck
https://youtu.be/-Nirv9KAYhI?si=9XmFcaa_i8ySyWzJ&t=1355

6. PUBLIC COMMENT
https://youtu.be/-Nirv9KAYhI?si=41UGjaUd5s4tkSiY&t=2120  Judi Brown, Morro Bay, announced Terry Simon's passing on January 31st and shared a message of hope for a united community.  Shachiko Lamen, Chumash Heritage National Marine Sanctuary, announced they are recruiting to fill seats on the National Marine Sanctuary Advisory Council. Visit https://sanctuaries.noaa.gov/chumashheritage/advisory/ for more information.  Jeanne Marie Colby, shared a presentation regarding reported health conditions following the Vistra fire at Moss Landing.
 Garry Johnson, Morro Bay, commented on his experience researching lithium-ion battery technology and coordinated efforts with other residents to pass Measure A-24. He hoped other communities will do the same.  Barry Branin, Morro Bay, thanked the City for bringing forward an urgency ordinance to prevent BESS project applications in Morro Bay and encouraged the County Board of Supervisors to approve a county-wide moratorium.
 Kiernan Cottle, Morro Bay, offered comments.
 Betty Winholtz, Morro Bay, displayed her Morro Bay Council season ticket holder t-shirt.
 Charlie Clingman, Owner of Forever Stoked, urged the City to acquire Morro Elementary.

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3  Margaret Carman, Morro Bay, commented on importance of not allowing BESS project development in San Luis Obispo County.
 Nic De Angelis, Morro Bay, encouraged the Council to uphold City policy prohibiting public comment that has no relevance to City business and urged the Council to be diligent in driving back commitments to the community.

End of public comment.

7. CONSENT AGENDA
Unless an item is pulled for separate action by the City Council, the following actions are approved without discussion. The public will also be provided an opportunity to comment on consent agenda items.

Mayor Wixom opened public comment for items on the Consent Agenda. https://youtu.be/-Nirv9KAYhI?si=zPpiw-Injfi9saan&t=3859  Betty Winholtz, Morro Bay, commented on Item 7.c., suggesting a 40-year lease term is too long and urged the City reel back the maximum lease term going forward.
 Jason Maher opposed Item 7.b and urged the City to support his vision for potential display of the Aquafen in the Rock & Roll Hall of Fame.

End of public comment.

Motion by Council Member Luffee
Seconded by Council Member Landrum
Approve consent agenda items 7.a through 7.d as submitted.

Ayes (5): Mayor Wixom, Council Member Edwards, Council Member Eckles, Council Member Landrum, and Council Member Luffee
CARRIED (5 to 0)

7.a Approval of Minutes
Approve as submitted.
a. February 11, 2025 - Regular Council Meeting

7.b Declaring the Vessel Aquafen Abandoned Property
Adopt Resolution No. 07-25 Declaring the Vessel Aquafen Abandoned Property Pursuant to Harbors and Navigation Code Section 522 for the purposes of abatement.

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4 7.c Adoption of Resolution No. 08-25 Approving a New Lease Agreement with California Coastal Investments, LLC, Eric Newton for Lease Site 86/86W, Libertine located at 801 Embarcadero
Adopt Resolution No. 08-25, approving 40-year Master Lease Agreement with California Coastal Investments, LLC, Eric Newton for lease site 86/86W, Libertine located at 801 Embarcadero.

7.d Report on attendance at the 2025 C-MANC Washington Week Meetings
Receive and file.

8. PUBLIC HEARING ITEMS

8.a Consider Adoption of Urgency Ordinance No. 670 extending Urgency Ordinance No. 668 prohibiting applications for grid-scale Battery Energy Storage Systems (BESS) facilities
https://youtu.be/-Nirv9KAYhI?si=IvJIMrxZ9rHsHZZO&t=4273 Community Development Director Singewald presented the report and responded to Council inquiries. For the record, Mr. Singewald announced that due to this report being brought forward early, to extend the prohibition a full two years from the date of adoption of the initial Urgency Ordinance, the term for the extension is 23 months and 3 days from the date of adoption.

Mayor Wixom opened the public hearing and public comment period for Item 8.a.
https://youtu.be/-Nirv9KAYhI?si=RJUHyC3Llt3FOeEd&t=4981  Barry Branin, Morro Bay, complimented Mr. Singewald on the quality of work and hoped the Council would heed his suggestions.

End of public comment.

Following discussion, there was Council consensus to direct staff to return in 2-3 months with information to facilitate a conversation and seek direction on how to proceed with permanent regulations.

Motion by Mayor Wixom
Seconded by Council Member Edwards
Adopt Urgency Ordinance No. 670, entitled “An Urgency Ordinance of the City Council of the City of Morro Bay, California, Extending Urgency Ordinance No. 668 Imposing a Prohibition on the Application Acceptance, Approval, Commencement, Establishment, Operation, Relocation, or Expansion of Grid-Scale Battery Energy Storage Systems (BESS) within the City Limits During the Pendency of the City’s Review and Adoption of

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5 Regulations of Such Uses; and Finding the Action to be Exempt from CEQA.”
Ayes (5): Mayor Wixom, Council Member Edwards, Council Member Eckles, Council Member Landrum, and Council Member Luffee CARRIED (5 to 0)

9. BUSINESS ITEMS
The Council took a brief recess at 6:59 p.m. and reconvened at 7:10 p.m. with all members present.

9.a Fiscal Year 2024-25 Midyear Report
https://youtu.be/-Nirv9KAYhI?si=fy1mluONFDtX8OPU&t=5303 Finance Director Conrad and Administrative Programs Manager Green presented the report and responded to Council inquiries.

Mayor Wixom opened public comment for Item 9.a.
https://youtu.be/-Nirv9KAYhI?si=VGlPAqtC8WMZ1ei0&t=7445  Betty Winholtz, Morro Bay, appreciated business licensing being brought back in house.
 Nic De Angelis, Morro Bay, encouraged the Council to look at increasing revenues and opportunities that help the community continue to develop and grow.

End of public comment.

Motion by Mayor Wixom
Seconded by Council Member Luffee

1. Receive the Fiscal Year (FY) 2024-25 Midyear Budget Report; and

2. Adopt Resolution No. 09-25 authorizing the attached Budget Amendments.

Ayes (5): Mayor Wixom, Council Member Edwards, Council Member Eckles, Council Member Landrum, and Council Member Luffee CARRIED (5 to 0)

9.b Review of Capital Project Prioritization
https://youtu.be/-Nirv9KAYhI?si=xSP3FzVmdu_BQTgy&t=8321

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6 Public Works Director Kwolek, City Engineer Cecil, Assistant Engineer Della, and Utilities Division Manager Hanson presented the report and responded to Council inquiries.

Mayor Wixom opened public comment for Item 9.b.
https://youtu.be/-Nirv9KAYhI?si=lZnfQ34ZR8UNQeve&t=12816  Tina Wener, Morro Bay, suggested projects be evaluated based on where they are in the timeline and asked whether upstaffing had been considered.
 Betsy Gaudette-Cross, Morro Bay, asked if harbor projects are under the City's purview and whether damage to Morro Creek bridge would be covered by FEMA.

End of public comment.

Following discussion, there was consensus to refine the report using a criteria matrix, along with in-depth informatioon on the few projects where a decision is needed, for PWAB and Harbor Advisory Board review and bring back recommendations to City Council on which projects to move forward or pause.

10. COUNCIL DECLARATION OF FUTURE AGENDA ITEMS
https://youtu.be/-Nirv9KAYhI?si=vouCye7FQWsaHPnR&t=14173 Council Member Landrum requested and received full support for discussion of the Hwy 41/1/Main Street roundabout project to understand the project status and budget.

11. ADJOURNMENT
The meeting adjourned at 9:27 p.m.
/s/ Dana Swanson, City Clerk

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1 MINUTES - MORRO BAY CITY COUNCIL

CLOSED SESSION MEETING
February 25, 2025, 3:00 p.m.

City Hall Conference Room
595 Harbor Street, Morro Bay, CA 93442
Members Present: Mayor Carla Wixom
Council Member Cyndee Edwards
Council Member Jeff Eckles
Council Member Zara Landrum
Council Member Bill Luffee
Staff Present: City Manager Yvonne Kimball
Interim City Attorney Robert Schultz
Public Works Director Greg Kwolek
Community Development Director Airlin Singewald
Harbor Vitality Director Chris Munson
_____________________________________________________________________

1. ESTABLISH QUORUM AND CALL TO ORDER
Mayor Wixom called the meeting to order at 3:00 p.m. with all members present.

2. SUMMARY OF CLOSED SESSION ITEMS

3. CLOSED SESSION PUBLIC COMMENT
Mayor Wixom opened public comment for items on the agenda; seeing none, the public comment period was closed.

4. THE COUNCIL WILL CONVENE IN CLOSED SESSION

4.a CONFERENCE WITH REAL PROPERTY NEGOTIATOR -
GOVERNMENT CODE SECTION 54956.8
Property: Lease Site 86/86W, 801 Embarcadero, The Libertine Pub Property Negotiators: Eric Newton, California Coastal Investments, LLC Agency Negotiators: Chris Munson, Harbor Vitality Director; Yvonne Kimball, City Manager; and Rob Schultz, Interim City Attorney Negotiations: Price and Terms of Payment

4.b CONFERENCE WITH LEGAL COUNSEL - POTENTIAL LITIGATION

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2 Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2) and (e)(1): (one potential case)

4.c CONFERENCE WITH REAL PROPERTY NEGOTIATOR -
GOVERNMENT CODE SECTION 54956.8
Property: APN 066-331-032, -033, and -034; 160 and 180 Atascadero Road and 1700 Embarcadero
Property Negotiator: Cayucos Sanitary District
Agency Negotiators: Greg Kwolek, Public Works Director; Yvonne Kimball, City Manager; and Rob Schultz, Interim City Attorney Negotiations: Price and Terms of Payment

4.d PUBLIC EMPLOYEE EMPLOYMENT
City Attorney pursuant to Government Code Section 54957.

5. RECONVENE IN OPEN SESSION
The City Council reconvened in Open Session. The Council did not take any reportable action in accordance with the Brown Act.

6. ADJOURNMENT
The meeting adjourned at 5:02 p.m.

Respectfully submitted,
/s/ Dana Swanson, City Clerk

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Prepared By: ___DS_____ Dept Review: ____
City Manager Review: _____ City Attorney Review: __RWS____ Staff Report
TO: Honorable Mayor and City Council DATE: March 3, 2025 FROM: Dana Swanson, City Clerk
SUBJECT: Adoption of Resolution No. 10-25 Approving Revised Records Retention Schedule

RECOMMENDED ACTION
Adopt Resolution No. 10-25 amending the City of Morro Bay Records Retention Schedule and authorizing subsequent updates necessary to maintain consistency with changes in State law and Secretary of State guidelines to be made without further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.

ALTERNATIVES
No alternatives are being recommended at this time.

FISCAL IMPACT
The City Clerk’s office budgets $850 for annual review of the City’s Records Retention Schedules by Gladwell Governmental Services, Inc., an expert in local government records management, to incorporate any changes in State law and best practices in records management. Over time, the effective implementation of the proposed Records Retention Schedules will result in savings both in labor and document storage expenses.

BACKGROUND/DISCUSSION
The City’s Records Retention Schedule, originally approved in 2017, is a written policy which governs the minimum period records are retained in the City, provides legal authority for the disposition of city records, and demonstrates compliance with governmental regulations. The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposition (archival transfer or destruction) of all records managed by the City.

Regular review and update of the City’s Record Retention Schedule is necessary to ensure the City complies with changes in State law and guidelines issued by the California Secretary of State.

The updated retention schedules were written interactively with opportunities for input from representatives from all departments. The proposed revisions to the policy are illustrated in blue and redline text. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of Morro Bay’s records. By identifying which department is responsible for maintaining the original record, and by establishing clear minimum retention periods for different categories of records, it is anticipated that, over time, Morro Bay will realize savings in AGENDA NO: 7.b
MEETING DATE: March 11, 2025

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labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.

The proposed changes to the retention schedule are shown in blue and red in Exhibit A of Attachment

1. It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, which is provided in Section 2 of the resolution. Section 3 of the resolution would allow for future updates to the schedules made consistent with State law and Secretary of State guidelines, to be made without further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.

A current Retention Schedule ensures proper protection and management of City records and, over time, improved records management policies and training will reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law.

CONCLUSION
The adoption of Resolution No. 10-25 contributes to the continued effort to improve the City’s records management practices. New employee and annual training are necessary to ensure the policies are understood and strictly adhered to by City staff.

ATTACHMENTS

1. Resolution No. 10-25 with Exhibit A, Proposed Records Retention Schedules

2. Records Retention Schedule Legend

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RESOLUTION NO. 10-25

RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF MORRO BAY, CALIFORNIA,

ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING

THE DESTRUCTION OF CERTAIN CITY RECORDS, AND
RESCINDING PREVIOUS RESOLUTION NO. 66-24

T H E C I T Y C O U N C I L
City of Morro Bay, California
WHEREAS, the maintenance of numerous and excessive records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Morro Bay; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required by law to be retained may be destroyed; and
WHEREAS, the State of California has adopted guidelines for retention periods for various government records; and
WHEREAS, the City Council adopted Resolution No. 66-24 re-adopting a records retention schedule on October 8, 2024; and
WHEREAS, the City Clerk is recommending certain changes to the City’s record retention schedule as marked in Exhibit A.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MORRO BAY DOES HEREBY RESOLVE:

Section 1. Resolution No. 66-24 is hereby rescinded.

Section 2. The records of the City of Morro Bay, as set forth in the Records Retention Schedule, Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provisions of said Records Retention Schedule upon the request of the Department Head and with the written consent of the City Clerk and City Attorney, without further action by the City Council.

Section 3. Updates necessary to maintain consistency with changes in State law and Secretary of State guidelines are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.

Section 4. The City Clerk shall certify the passage and adoption of this resolution and enter it into the book of original resolutions.
///
///
///
///

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Section 5. This resolution shall become effective immediately upon its passage and adoption.

PASSED AND ADOPTED by the City Council of the City of Morro Bay at a regular meeting thereof held this 11th day of March 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSE:
_______________________________
CARLA WIXOM, Mayor
ATTEST:
________________________________
DANA SWANSON, City Clerk

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Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
City Clerk /
Risk
Management
CW-001
Accident, Incident, Injury reports: PUBLIC
& EMPLOYEES, with associated MSDS, if
a chemical was involved
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Copies retained for reference; GC §34090.7 Finance CW-002
Accounts Payable, Invoices, Petty Cash, Warrant Requests, Travel Reimbursements, etc. ALL backup is forwarded to Finance Copies -
When No
Longer
Required
Yes: Before
Payment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD All originals go to Finance (these are copies); GC §34090.7 Lead Dept. CW-003
Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) City Clerk CW-004 Agenda Packets / Staff Reports: City Council Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD GC §34090.7
City Clerk CW-005 Agreements & Contracts ALL ORIGINALS
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Upon
Completio
n
Ensure the City Clerk receives all original agreements; GC §34090.7 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

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Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Lead Dept. CW-006
Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding)(Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
Upon
Completio
n
Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A133; GC §34090; GC §8546.7 Lead Dept. CW-007
Agreements & Contracts: ADMINISTRATIVE FILES(Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
Upon
Completio
n
Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Lead Dept. CW-008
Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract
2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The RFP / RFQ and the successful proposal becomes part of the agreement or contract; GC §34090 Finance CW-009 Audits / Audit Reports / Annual Comprehensive Financial Report (ACFR) Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7
CW-010 Bids: See Agreements & Contracts Mag, Mfr, OD, Ppr S / I Yes: After QC & OD MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

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Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Staffing Dept. CW-011
Boards, Commissions, & Committees: City Council Subcommittees(Composed solely of less than a quorum of the City Council) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All recommendations are presented to the City Council; GC §34090 et seq.

CW-012
Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records
Staffing Dept. CW-013
Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS.

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept. CW-014
Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AUDIO RECORDINGS of Meetings / Audio Tapes 2 years (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) Staffing Dept. CW-015
Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL VIDEO RECORDINGS of Meetings 2 years (Mag)
Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 Staffing Dept. CW-016
Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCILMINUTES & BYLAWS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department preference; GC §34090 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 19 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Finance CW-017 Budgets - Finals
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
5 years
Final must be filed with County Auditor; GC §34090.7, 40802, 53901 Finance CW-018 Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
City Clerk /
Risk
Management
CW-019 Claims
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
After
Settlement
GC §§34090.7, 34090.6
Lead
(Responding)
Dept.

CW-020 Complaints / Concerns from Citizens Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §340 et seq., 342, GC §34090 Human
Resources CW-021 Complaints Against Employees
Send to
Human
Resources
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
CW-022 Contracts: See Agreements Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Lead Dept. CW-023 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 20 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-024
Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way to the conduct of the public's business)(e.g. Administrative, Chronological, e-mail, General Files, Letters, Memorandums, Reading File, Working Files, etc.) IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
ONLY IF the Content relates in a substantive way to the conduct of the public's business; City of San Jose v. Superior Court (2017) 2 Cal.5th 608 GC §34090; MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 21 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-025
Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference(e.g. calendars, checklists, e-mail or social media posting, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker slips, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes / returned mail, visitors logs, voice mails, webpages,
etc.)
When No
Longer
Required
Mag, Ppr
Electronic and paper records are filed and retained based upon their CONTENT Emails, electronic records, or social media postings where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing them in a file folder, or saving them electronically. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§34090, 7927.500; 64 Ops. Cal. Atty. Gen. 317 (1981); City of San Jose v. Superior Court (2017) 2 Cal.5th 608 City Clerk CW-026
Deeds, Easements, Final Orders of Condemnations, Liens, Recorded Documents, Rights of Ways (All) Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7 Lead Dept. CW-027 Deposit Accounts / Trust Accounts / Refundable Deposits Close + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; meets auditing standards; GC §34090 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 22 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Lead Dept. CW-028 DMV Pull Notices
When
Superseded
or Separated
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Lead Dept. CW-029 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 7927.500 Lead Dept. CW-030 GIS Database / Data / Layers (both City- wide and Specialized) When No Longer Required Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq.

Lead Dept. CW-031 Grants (UNSUCCESSFUL Applications, Correspondence) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090Lead Dept. CW-032 Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement,
program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding
Agency Audit,
if required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a); 29 CFR 97.42; OMB Circular A-110 & A133; GC §34090; GC §8546.7 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 23 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Human
Resources CW-033 Grievances and Informal Complaints (Employees) Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 City Attorney CW-034 Lawsuits, Litigation, Pending Litigation Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
After
Settlement
Risk Management administrates claim; GC §§34090.7, 34090.6 Lead Dept. CW-035 Leave Slips / Time Off Requests
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the Regular Course of Business GC §34090 Lead Dept. CW-036
Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD
Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 City Clerk CW-037 Minutes - City Council
Copies -
When No
Longer
Required
Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Originals maintained by City Clerk Permanently; GC §34090.7 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 24 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

City Clerk CW-038 Municipal Code (these are copies)
Copies -
When No
Longer
Required
Yes: Current
Original
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
Return any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §34090 Lead Dept. CW-039 Newspaper Clippings
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records - may be obtained from the newspaper company; GC §34090 Staffing Dept. CW-040 Notices: Public Hearing Notices and Proofs of Publications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §34090 City Clerk CW-041 Ordinances - City Council
Copies -
When No
Longer
Required
Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Originals maintained by City Clerk Permanently; GC §34090 Lead Dept. CW-042 OSHA Inspections or Citations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), GC §34090.7; LC §6429c Human
Resources CW-043 Personnel Files (Department-level Files) Send to
Human
Resources
Upon
Separation or
Transfer
Before
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 Lead Dept. CW-044 Personnel Files (Supervisor's Notes)
When No
Longer
Required
Before
Annual
Evaluation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq.

Lead Dept. CW-045 Photographs
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary Drafts; destroy unnecessary photographs. GC §§34090 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 25 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Lead Dept. CW-046 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.
(Who Ordered
the Appraisal)
CW-047 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public; GC §§34090, 7928.705 Lead Dept.
(Who Ordered
the Appraisal)
CW-048 Real Estate Appraisal Reports: Purchased Property, Funded Loans Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Inactive Not accessible to the public until purchase has been completed; meets municipal government auditing standards; GC §§34090, 7928.705 City Clerk CW-049 Records Destruction Lists / Certificate of Records Destruction Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
CW-050
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-Records
Lead Dept. CW-051
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by YOUR Department Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept. CW-052
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OTHER Departments When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7
CW-053 Reference or Working Files: See Correspondence Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Lead Dept. CW-054 Reports and Studies (Historically Significant - e.g., Zoning Studies) P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD 10 years Administratively and Historically significant, therefore retained permanently; GC §34090 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 26 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Lead Dept. CW-055
Reports and Studies (Other than Historically significant reports - e.g. Annual Reports) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Information is outdated after 10 years; If historically significant, retain permanently; GC §34090 City Clerk CW-056 Resolutions - City Council
Copies -
When No
Longer
Required
Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Originals maintained by City Clerk Permanently; GC §34090.7 Lead Dept. CW-057 Special Projects / Subject Files / Issue Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.Lead Dept. CW-058 Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Finance CW-059
Time CardsContains the employee's signature
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but some in Public Works and Community Services do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 27 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Lead Dept. CW-060
Training - ALL COURSE RECORDS
(Attendance Rosters, Outlines and Materials; includes Ethics Training, Harassment Prevention Training, & Safety Training & Tailgates) 5 years Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
When
Inactive
Department preference; Ethics & Harassment Prevention Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 28 of 154 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING Page BLD-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

BUILDING & SAFETY
Building &
Safety BLD-001 Address Assignments P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Building &
Safety BLD-002 Address Files / Building Permits P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD CBC §106.4.2, GC §34090, H&S §19850 Building &
Safety BLD-003 Building Permit Database Indefinite - Permanent Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - Data is interrelated; Permits are Required for the Life of the Structure; GC §34090; H&S §19850 Building &
Safety BLD-004 Building Plans - Cancelled or Withdrawn, or Abandoned Upon
Expiration,
Cancellation
or
Withdrawal
or
Abandoned
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Building &
Safety BLD-005
Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS Includes Department Sign-offs, Structural Calcs, Truss Calcs, Soils Reports, Outside Inspection Reports, Height & Setback Certifications P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; Law requires for the life of the building for commercial only; CBC and UAC require plans be retained 180 days from completion date for residential and appurtenances; CBC 104.7 & 107; H&S§19850, GC §34090 Building &
Safety BLD-006 Building Plans - Preliminary Draft Reports - Title 24, Mechanical, etc. When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 29 of 154 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING Page BLD-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Building &
Safety BLD-007
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES
P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Site Plans Only for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Building &
Safety BLD-008 Certificate of Occupancy (CofO) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Building &
Safety BLD-009 Certificate of Occupancy (CofO) - TEMPORARY Expiration + 2 years Yes (until expired) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Building &
Safety BLD-010
Construction Notices / Inspection Notices(correction notices, compliance orders, stop work notices, etc.) Until Cleared
or Project
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD The finalled permit is the final / official record; Preliminary Drafts; GC §34090 Building &
Safety BLD-011 Reports: Building Activity
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary Drafts (the database is the original); GC §34090 Building &
Safety BLD-012 Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Building &
Safety BLD-013 Uniform Building Codes / California Building Codes Minimum
While
Ordinance is
in Force
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §50022.6
MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 30 of 154 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

CITY ATTORNEY
City Attorney CA-001 Advice Files / Department Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-002 City Attorney Opinions and Opinion Index Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Clerk CA-003 Harbor Lease Agreements / Licenses / Rental Agreements / Tenant Files Copies -
When No
Longer
Required
Yes: Before
Termination
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
Harbor CA-004 Harbor Subleases / Tenant Files
Copies -
When No
Longer
Required
Yes: Before
Termination
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
City Attorney CA-005 Litigation Files / Lawsuits / Court Case Files Minimum
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b) City Clerk CA-006 Settlement Agreements / Final Court Settlements Copies -
When No
Longer
Required
Yes: Before
Termination
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 31 of 154 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY CLERK
City Clerk CC-001 Administrative Directives P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 City Clerk CC-002 Agenda Packets: City Council, MB/CSD Joint Meetings P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-003
Agreements & Contracts - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work),, Insurance Certificates, Notice of CompletionExamples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc.

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

QC & OD
Upon
Completion
Department Preference; All infrastructure contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §337 et. seq., GC §34090; Contractor has retention requirements in 48 CFR 4.703 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 32 of 154 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-004
Agreements & Contracts - (NONINFRASTRUCTURE, Professional Services Agreements - NOT IMAGED) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work), Insurance Certificates, Notice of CompletionExamples of Non-Infrastructure:

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

Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) City Clerk CC-005
Agreements & Contracts - Harbor Lease Agreements / Rental Agreements / Tenant Files(Harbor is the Office of Record for Subleases) Termination +
5 years
Yes: Before
Termination
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers auditing periods and statute of limitations (Errors and Omissions is not applicable); GC §34090.7, CCP §337 et seq.

City Clerk CC-006 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090City Clerk CC-007 City Council Correspondence Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090City Clerk CC-008 City Council, Board & Commission Historical List of Members P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 33 of 154 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-009 Deeds, Easements, Liens, Rights of Way P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department preference; Finals are maintained by City Clerk; Department file may include correspondence; GC §34090 et seq.

City Clerk CC-010
Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years City maintains original statements; GC §81009(d)(e)(f)&(g) City Clerk CC-011
Economic Interest Filings (FPPC Form 602 / 635) - Lobbyist Authorization / Reporting 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 CCR 18615(f) City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; FPPC Opinion; GC §81009€City Clerk CC-013 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Should post on website for 4 years; GC §81009(e)City Clerk CC-014 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC GC §34090; GC §81009(e) City Clerk CC-015 FPPC Form 804 (Agency Report of New Positions) P Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years FPPC Regulation 18734(c); GC §81009eCity Clerk CC-016 FPPC Form 805 (Agency Report of Consultants) P Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years FPPC Regulation 18734(c); GC §81009eCity Clerk CC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; GC §81009e&(g); 2 CCR 18702.5(b)(3)

ELECTIONS - CONSOLIDATED
City Clerk CC-018
Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years Ppr GC §53753(e)(2), 53755(d)
City Clerk CC-019
Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) P Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Paper must be retained for at least 2 years ; GC §81009(b)&(g) City Clerk CC-020
Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 34 of 154 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-021
Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Paper must be retained for at least 2 years; GC §81009(f)&(g) City Clerk CC-022
Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Paper must be retained for at least 2 years ; GC §81009(c)&(g) City Clerk CC-023
Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATES Term of
Office + 4
years
Mag, Ppr
CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100 City Clerk CC-024
Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4
years Mag, Ppr
Department Preference; CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100 City Clerk CC-025
Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications for vacancies on the Council, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) 2 years Mag, Ppr GC §34090
City Clerk CC-026
Elections - HISTORICAL (Sample ballot, copies of resolutions, final results; Certificate of Election, Oath of Office) P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 City Clerk CC-027.1 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT Final
Examination
+ 1 year after
petition
examination
Ppr
Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 35 of 154 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-027.2 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT Results + 8 months Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 City Clerk CC-027 Elections - Petitions (Initiative, Recall or Referendum) Results + 8
months, or
Final
Examination
if No Election + 1 year after
petition
examination if
petition is
insufficient
Ppr
Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 (End of Elections Section)
City Clerk CC-042 Enterprise System Catalogue (posted on line) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-028 Ethics Training Certificates / Harassment Prevention Training Certificates 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§53235.2(b); 53237.2(b)City Clerk CC-029 Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No
City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 City Clerk CC-030 Minutes: City Council, MB/CSD Joint Meetings P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Transfer minutes to Placer County Archives once they are 50 yrs old (for safe controlled environmental keeping); GC §34090City Clerk CC-031 Municipal Code Administration, Distribution, etc. When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 36 of 154 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-032 Municipal Code History / Supplements P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department preference (retain one of each supplement); GC §34090 City Clerk CC-033 Oath of Office: City Council, Boards & Commission Members Term of Office + 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 City Clerk CC-034 Ordinances P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No GC §34090 City Clerk CC-035 Proclamations / Commendations 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090City Clerk CC-036 Public Records Requests / Request for Records / Subpoenas (Records / Duces Tecum) / Summons(Except for Fire & Police) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-037 Recordings - Audio of City Council, MB/CSD Joint Meetings 2 years (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b)City Clerk CC-038 Recordings - Video of City Council, MB/CSD Joint Meetings 10 years (Mag) Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 City Clerk CC-039 Records Destruction Authorization Forms 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090City Clerk CC-040 Records Retention Schedules / Amendments to Records Retention Schedules P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No GC §34090 et. seq.

City Clerk CC-041 Resolutions: City Council, MB/CSD Joint Meetings P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 37 of 154 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING Page BLD-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Page 38 of 154 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING Page BLD-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Building &
Safety BLD-007 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Site Plans Only for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Building &
Safety BLD-008 Certificate of Occupancy (CofO) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Building &
Safety BLD-009 Certificate of Occupancy (CofO) - TEMPORARY Expiration + 2 years Yes (until expired) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Building &
Safety BLD-010
Construction Notices / Inspection Notices(correction notices, compliance orders, stop work notices, etc.) Until Cleared
or Project
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD The finalled permit is the final / official record; Preliminary Drafts; GC §34090 Building &
Safety BLD-011 Reports: Building Activity
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary Drafts (the database is the original); GC §34090 Building &
Safety BLD-012 Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Building &
Safety BLD-013 Uniform Building Codes / California Building Codes Minimum
While
Ordinance is
in Force
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §50022.6
MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 39 of 154 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: CODE ENFORCEMENT Page CE-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

CODE ENFORCEMENT
Lead Dept. CE-001 Administrative Citation Hearings / Hardship Waivers Minimum Resolution + 2 years Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Code
Enforce-ment CE-002
Code Enforcement / Abatement Case Files / Administrative Citations / Vehicle Abatement (Includes appeals and Code Enforcement Complaint Letters) Excludes Liens (Send to City Clerk) Minimum
Resolution +
2 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; Case is open until satisfactorily resolved (some cases are not resolved); GC §34090 Code
Enforce-ment CE-003 Code Enforcement Database
Indefinite -
Minimum 2
years
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 40 of 154 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE / ACCOUNTING
Finance /
Accounting FIN-001 1099's / 1096's / DE542 (California Report of Independent Contractors) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090, 29 USC 436 Finance /
Accounting FIN-002
Accounts Payable / Invoices and Backup / Copy of Check ("Non-negotiable") - GRANTS(Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) Close / Last Expenditure
Report + 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference for Grant Auditing purposes; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §8546.7 Finance /
Accounting FIN-003
Accounts Payable / Invoices and Backup / Copy of Check ("Non-negotiable")(Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 Finance /
Accounting FIN-004
Assessment Rolls / Lighting and Landscape Districts / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Accounting FIN-005
Audit Reports / Annual Comprehensive Financial Report (ACFR) and related Audit Opinions P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 90 days Department Preference (copies); GC §34090.7 Finance /
Accounting FIN-006 Audit Work Papers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; GC §34090 Finance /
Accounting FIN-007
Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing standards; GC §34090, 26 CFR 31.6001-1 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 41 of 154 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Accounting FIN-008
Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure ReportsSee Bank Statements for statement retention.

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

Finance /
Accounting FIN-009 Budgets - Adopted / Final P
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
90 days
Department preference; GC §34090 et seq.

Finance /
Accounting FIN-010 Budgets - Preliminary, Proposed, Backup Documents When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance /
Accounting FIN-011 Escheat (Unclaimed money / uncashed checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance /
Accounting FIN-012 FEMA Reimbursement / OES Reimbursements 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Accounting FIN-013
Citizens Finance Oversight & Advisory CommitteeAGENDAS, AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Finance /
Accounting FIN-014
Citizens Finance Oversight & Advisory CommitteeAUDIO RECORDINGS of Meetings / Audio Tapes 2 years (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 42 of 154 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Accounting FIN-015
Citizens Finance Oversight & Advisory CommitteeMINUTES, RESOLUTIONS, & BYLAWS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department preference; GC §34090 Finance /
Accounting FIN-016
Citizens Finance Oversight & Advisory CommitteeVIDEO RECORDINGS of Meetings / Audio Tapes 2 years (Mag)
Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 Finance /
Accounting FIN-017 Financial Services Database
Indefinite -
Minimum 5
years
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Finance /
Accounting FIN-018 Fixed Assets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (bond auditing purposes; IRS regulations state, "…material records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090 Finance /
Accounting FIN-019
Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; FTC Reg's rely on "self- enforcement"; GC§§ 34090, 43900 Finance /
Accounting FIN-020 Journal Entries / Journal Vouchers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; GC §34090, CCP § 337 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 43 of 154 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Accounting FIN-021
Reports, Finance Reports created from Database: Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090 Finance /
Accounting FIN-022
Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance /
Accounting FIN-023 Transportation Audits / PERS Audit, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 Finance /
Accounting FIN-024 Treasurer's Reports & Backup 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Accounting FIN-025 W-9s
Vendor
Inactive + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Meets IRS auditing standards; GC §34090

BUSINESS LICENSE, UTILITY BILLING & REVENUE
Finance /
Business
License,
Utility
Billing &
Revenue
FIN-026
Accounts Receivable - Miscellaneous -
Damage to Public Property, Invoices to Outside Entities, Transient Occupancy Tax (TOT), etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Page 44 of 154 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Business
License,
Utility
Billing &
Revenue
FIN-027 Accounts Receivable - Utility Billing, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Business
License,
Utility
Billing &
Revenue
FIN-028 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Finance /
Business
License,
Utility
Billing &
Revenue
FIN-029 Bankruptcies - Where a claim is filed 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Finance /
Business
License,
Utility
Billing &
Revenue
FIN-030 Business License & Permit Database
Indefinite -
Minimum 5
years
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Finance /
Business
License,
Utility
Billing &
Revenue
FIN-031
Business License Applications and Renewals - CURRENT (Regulatory and Revenue Licenses)Includes Dance, Massage, Taxi and all other Business Licenses 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Page 45 of 154 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Business
License,
Utility
Billing &
Revenue
FIN-032
Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Business
License,
Utility
Billing &
Revenue
FIN-051
Checks deposited to Bank (City scans them for the Bank, rather than physically taking the checks to the bank to deposit them.) Follow Bank
Instructions
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD These are bank instruments, and not City records; per bank agreement.

Finance /
Business
License,
Utility
Billing &
Revenue
FIN-033 Checks / Warrants (Cashed / Paid) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; GC §34090, CCP § 337 Finance /
Business
License,
Utility
Billing &
Revenue
FIN-034 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq.

Finance /
Business
License,
Utility
Billing &
Revenue
FIN-035 Leak Letters
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 46 of 154 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Business
License,
Utility
Billing &
Revenue
FIN-036 Returned Checks / NSF Checks 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance /
Business
License,
Utility
Billing &
Revenue
FIN-037 Turn Ons and Turn Offs
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Finance /
Business
License,
Utility
Billing &
Revenue
FIN-038 Utility Billing Database
Indefinite -
Minimum 5
years
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Finance /
Business
License,
Utility
Billing &
Revenue
FIN-038.1 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final Decision + 2 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Finance /
Business
License,
Utility
Billing &
Revenue
FIN-038.2
Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) When No
Longer
Required
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 47 of 154 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Business
License,
Utility
Billing &
Revenue
FIN-038.3 Water Billing: NSF Checks / Adjustments to Customer accounts When No Longer Required Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Finance /
Business
License,
Utility
Billing &
Revenue
FIN-038.4
Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc.

Expiration or
Completion of Payment
Plan
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116910 Finance /
Business
License,
Utility
Billing &
Revenue
FIN-038.5 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When
Superseded;
Minimum 2
years
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD Must post to Website; H&S §116906; GC §34090 Finance /
Business
License,
Utility
Billing &
Revenue
FIN-038.6 Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Must post to Website; H&S §116918; GC §34090 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 48 of 154 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PAYROLL
Finance /
Payroll FIN-039
1095-C, 1094-C (Employer-Provided Health Insurance Offer and Coverage) & Transmittal Form) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Finance /
Payroll FIN-040 Auto Pay Authorization Forms 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-041 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-042
DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns
/ OASDI, Federal Tax Deposits, Adjustments, etc.
5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; 26 CFR §31.6001-1(e)(2), R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 Finance /
Payroll FIN-043 Deferred Compensation (457) Reports, Registers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Payroll FIN-044 Employment Verifications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the Regular Course of Business GC §34090 Finance /
Payroll FIN-045
Payroll Benefit Files / Administration Forms (W-4s, Changes, Personnel Action Form copies, Vacation pay-off requests, etc.) Separation +
5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; IRS Regulation for W4s is four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31.6001-1; GC §34090 Finance /
Payroll FIN-046 Payroll Journals / Payroll Registers / Pay Day Registers (signed by employee) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for CalPERS buy-back purposes; GC §34090 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 49 of 154 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Payroll FIN-047 Time Cards / Time Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but some in Public Works and Community Services do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Finance /
Payroll FIN-048 Time Cards Adjustments / Error Corrections ("Third Party Import - Edit Listing") 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but some in Public Works and Community Services do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Finance /
Payroll FIN-049 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; 26 CFR §31.6001-1(e)(2), R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090

PURCHASING
Finance /
Purchasing FIN-050 Purchase Orders / Requisitions 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 50 of 154 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

FIRE ADMINISTRATION
Fire /
Admin. FR-001
Aboveground CNG Storage Tanks (Agency Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, Repairs 20 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §60201 Fire /
Admin. FR-002 Emergency Operations Plan (includes Office of Emergency Management & Homeland Security) Minimum
Superseded
and
Approved
Yes (all) Mag, Mfr, OD, Ppr S/I
Yes:

After QC
& OD
No
GC §34090
Fire /
Admin. FR-003
Employee Medical File - Fire Only
Includes Respirator Fit Tests, Medical Evaluation Results, Doctors Clearances, etc.

Send to
Human
Resources
Upon
Separation
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
City preference; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 34090; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090 Fire /
Admin. FR-004
Employee Training File (by employee)Individual Training Certificates, Continuing Education for Paramedics Send to
Human
Resources
Upon
Separation
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years for personnel actions; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090 Fire /
Admin. &
Police /
Admin.

FR-005 EOC Activations & Drills 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 51 of 154 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /
Admin. FR-006 Fire Incident RMS Database (Emergency Reporting) Indefinite -
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Data is interrelated; If used for Inspections, California Fire Code requires 5 years or Life of the Structure or Activity for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 – 104.6.4; GC §34090 Fire /
Admin. FR-007 ISO Insurance Ratings 15 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (rated every 10 years); GC §34090 Fire /
Admin. FR-008 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Considered a preliminary draft / copy (the Fire database is the original); GC §34090 et seq.

City Clerk FR-009 Mutual Aid Agreements, Joint Power Authorities Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Originals Maintained by City Clerk or County Clerk of the Board Permanently; GC §34090.7 Fire /
Admin. FR-010
Public Records Requests - Fire - Requests for Fire Incident Reports and Fire Investigation Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Fire /
Admin. FR-011 Ride-A-Long Waivers 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Fire /
Admin. FR-012 Strike Team Reimbursement (OES / FEMA) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 52 of 154 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /
Admin. FR-013 Subpoenas Duces Tecum - Fire and Personal Appearance - Fire Personnel 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Fire /
Admin. FR-014 Training Database / Log (Target)
Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data is interrelated; GC §34090 et seq.

Page 53 of 154 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

EMERGENCY MEDICAL SERVICES
Fire / EMS FR-015 Controlled Substance Logs, Inventories / Ambulance Inventory Logs 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - required for 3 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04; 22 CCR 70263 and 71233; FA §32003(e), B&P 4081; GC §34090 Fire / EMS FR-016 Emergency Medical Database Indefinite Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Fire / EMS FR-017 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations for health providers is 3 years; 13 CCR 1100.7, GC §34090Fire / EMS FR-018 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) Superseded + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 45 CFR 164.530(j) Fire / EMS FR-019
Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS AND JUVENILES Includes e-PCR Database / Electronic Patient Care Report Database Indefinite -
Minimum 20
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §34090; H&S §§1797.98e 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 Fire / EMS FR-020 Patient Refusal for Treatment 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

FIRE MARSHAL / COMMUNITY RISK REDUCTION
MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 54 of 154 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / Fire
Marshal &
Community
Risk
Reduction
FR-021
Fire Inspections / Business Inspection Files / Occupancy Inspections(Approvals, Inspections, Fires, Modification / Alternative Methods or Materials) / Fire Citations / Notice of Violations
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Required for the Life of the Structure or Activity, or Minimum 5 years for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 – 104.6.4 Fire / Fire
Marshal &
Community
Risk
Reduction
FR-034 Fire Citations / Notice of Violations Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Fire / Fire
Marshal &
Community
Risk
Reduction
FR-022 Fire Investigations - Arson & Capital Crimes Only / Possible Arson P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Capital Crimes have no statute of limitations); GC §34090 et seq.

Fire / Fire
Marshal &
Community
Risk
Reduction
FR-023 Fire Investigations - OTHER Than Arson & Capital Crimes Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CFC § 104.6; GC §34090 et seq.

Fire / Fire
Marshal &
Community
Risk
Reduction
FR-024 Fire Sprinkler Plans P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Required to be retained for Completion + 180 days; CFC §106.4; GC §34090 et seq MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 55 of 154 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / Fire
Marshal &
Community
Risk
Reduction
FR-025
Operational Permits / Fire Code Permits / Special Event Permits / Film Permits / Fireworks Permits, etc. (assembly permits, candle permits, tent permits, fire hydrant use, open flame, etc.) Minimum 2
years
Yes:

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

After QC
& OD
Department Preference; GC §34090
Fire / Ops FR-026 Pre-plan Sheets When Superseded Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 et seq.

Fire / Fire
Marshal &
Community
Risk
Reduction
FR-027 Weed Abatement / Vegetation Abatement
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090

OPERATIONS / SUPPRESSION
Fire / Ops FR-028 Apparatus, Equipment & Vehicle Records & Testing Surplus + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to be in compliance with NFPA Standards for in-service automotive fire apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC §34090Fire / Ops FR-029 Daily Journals ("Red Books") P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090Fire / Ops FR-030 Fire Sprinkler Flow / Pressure Tests Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept. FR-031 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 56 of 154 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Lead Dept. FR-032 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Lead Dept. FR-033 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Revision Approved: 10/08/2024

Page 57 of 154 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: HARBOR Page HBR-1
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HARBOR
Harbor HBR-001 Billing System Database
Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Data is inter-related; GC §34090 Harbor HBR-002 Citations: Infractions relating to Harbor Operations 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090Harbor HBR-003 Code Enforcement Resolution + 2 years Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Harbor HBR-004 Dockage Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets auditing standards); GC §34090Harbor HBR-005 Harbor Advisory Board VIDEO RECORDINGS of Meetings
2 years (Mag)
Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 Harbor HBR-006
Harbor Advisory BoardAGENDAS, AGENDA PACKETS
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Harbor HBR-007
Harbor Advisory BoardAUDIO RECORDINGS of Meetings / Audio Tapes 2 years (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) Harbor HBR-008
Harbor Advisory BoardMINUTES & BYLAWS
P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department preference; GC §34090 City Clerk HBR-009 Harbor Lease Agreements / Licenses / Rental Agreements / Tenant Files Copies -
When No
Longer
Required
Yes: Before
Termination
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
Harbor HBR-010 Harbor Logs P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD No Department Preference; GC §34090Harbor HBR-011 Harbor Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets auditing standards); GC §34090 MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 58 of 154 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: HARBOR Page HBR-2
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Harbor HBR-012 Harbor Subleases / Tenant Files Termination + 5 years Yes: Before Termination Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Covers auditing periods and statute of limitations (Errors and Omissions is not applicable); GC §34090, CCP §337 et seq.

Harbor HBR-013 Incident Reports (Harbor) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090Harbor HBR-014 Live-Aboard Permits 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090Harbor HBR-015 Mooring Records / Blocks / Slips Includes Insurance Certificates End of
Tenancy + 2
years
Yes: During
Tenancy
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; Covers auditing periods and statute of limitations; GC §34090.7, CCP §337 et seq.

Harbor HBR-016 Payment Books / Receipt copies for Payments - Parking, Shower, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets auditing standards); GC §34090Harbor HBR-017 Permits: Docks and Piers (Residential & Commercial) Includes Permit Drawings, Dredging permits, Coastal Permits, etc.

P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD No Department Preference; GC §34090 Harbor HBR-018 Spills (Class 3) 30 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Claims can be made for 30 years for toxic subst. exposure; 29 CFR 1627.3(b)(i1, 8 CCR §3204(d)(1) et seq., GC §34090 Harbor HBR-019 Subject Files (Office Files) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090Harbor HBR-020 Vessel Inspections (Surveyor's Valuation Reports) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

MORRO BAY, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 59 of 154 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HUMAN RESOURCES
Human
Resources HR-001
Background File / Recruitment File - Police, Fire Employees & Volunteers (SUCCESSFUL) Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Human
Resources HR-002
Background File / Recruitment File - Police, Fire Employees & Volunteers (UNSUCCESSFUL) 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Human
Resources HR-003 Benefit Plan Documents (CalPERS, Optical, Dental, etc.) Duration of the Contract + 6 years Yes: For Duration of Contract Mag, Mfr, OD, Ppr S / I Yes: After QC & OD EEOC / ADEA (Age) requires 1 year after benefit plan termination; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 12960, 34090 Human
Resources HR-004
Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Human
Resources HR-005 Compensation Surveys & Studies Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 Human
Resources HR-006
California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Final
Disposition +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All State and Federal laws require retention until final disposition of formal complaint; State requires 4 years after "fully and finally disposed"; 2 CCR 1101(c); GC §§12946, 12960, 34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 60 of 154 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-007 DMV Pull Notices (DOT Required)
When
Superseded,
or Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Human
Resources HR-008 DMV Pull Notices (Fire Personnel)
When
Superseded,
or Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Human
Resources HR-009 Drug & Alcohol Test Results (All - Positives and Negatives) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Human
Resources HR-010 I-9s Separation + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 Human
Resources HR-011 Job Descriptions / Classification Specifications Minimum Superseded + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 1 year Department Preference; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 61 of 154 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-012
Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Human
Resources HR-013
Personnel Files - Employee File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc.

Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5 Human
Resources HR-014 Personnel Files - Grievance / Complaint Files Minimum Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5 Human
Resources HR-015
Personnel Files - Medical File (all employees) Pre-employment Medical Clearances, ADA Accommodations, Respirator Fit Tests, etc.

Whichever is
Longer:

Separation +
30 years; OR
Termination
of Benefits +
5 years; OR
Death of
Employee + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
After
Separation +
1 year
Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 62 of 154 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-016
Recruitment and Testing File(Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.)
Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 4 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 11013(c), GC §§12946, 12960, 34090 Human
Resources HR-017
Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Human
Resources HR-018
Verifications of Employment, Child Support, etc. (From lenders or other outside companies) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Not an Agency record / Content does NOT relate in a substantive way to the conduct of the public's business; GC §34090 et seq Human
Resources HR-019
Workplace Violence – Hazard identification, evaluation, correction, incident logs, investigations, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 63 of 154 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

INFORMATION TECHNOLOGY
Information
Technology IT-001 Backups / Computer Backups (ALL Disaster Recovery Computer Backups) When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §34090 et seq.

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

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

Information
Technology IT-004
Video Recordings - Public Activity (Doors, Hallways, Parks, Public Areas, etc.)See City Clerk's schedule for City Council Video Recordings When No
Longer
Required
Mag Does not record regular ongoing operations of the City; GC §34090.6(a) Information
Technology IT-005
UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP / WORM / DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes P OD
For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq.

Page 64 of 154 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

PLANNING
Planning PL-001 Alcohol Beverage Control License Applications (ABC Applications) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (Non-Records) Planning PL-002 Annexations / Boundaries / Consolidations / LAFCO P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Planning PL-003 Census, Demographics
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD (Non-Records - Census Bureau is OFR) Planning PL-004
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundaries P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Planning PL-004.1
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project
Approval or
Denial + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090 Planning PL-005
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.)Outside City boundaries When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records; EIRs and Negative Declarations within the City Boundaries are with the project file MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 65 of 154 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Planning PL-006
General Plan, Elements and Amendments, Local Coastal Plan (Coastal Land Use Plan) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk Maintains all Agenda Packets Permanently; GC §34090.7 Planning PL-007 Historic Preservation Survey, Evaluations and Designations P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-008 Master Plans, Specific Plans, Land Use Plans, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-009 Materials Boards
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Planning PL-010
Planning CommissionAGENDAS & AGENDA PACKETS
P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 Planning PL-011
Planning CommissionAUDIO RECORDINGS of Meetings / Audio Tapes 2 years (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) Planning PL-012
Planning CommissionMINUTES, BYLAWS & RESOLUTIONS
P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No GC §34090 Planning PL-013
Planning CommissionVIDEO RECORDINGS of Meetings
10 years (Mag)
Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 Planning PL-014 Planning Project Log of Applications, Database Indefinite - Permanent Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - Data is interrelated; GC §34090, H&S §19850 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 66 of 154 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Planning PL-015
Planning Project Files - Approved Permanent Entitlements(Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) Examples: Conditional Use Permits (CUPs), Correspondence, Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc.

P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 Planning PL-015.5
Preliminary Application Form (required for a
housing development project that includes residential units; form is provided by California Department of Housing & Community Development 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Various benchmarks are placed using the number of residential dwelling units on the project site within the last five years; GC §34090, Planning PL-017 Special Studies Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-018
Temporary Entitlements / Temporary Permits (Approved & Unapproved):

Christmas Tree Lots, Pumpkin Lots, Banner Permits, etc.

Minimum 2
years
Yes:

During
Event
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC§§34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 67 of 154 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Planning PL-019 Zoning Maps (Historically Significant) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department Preference; GC §34090.7 Planning PL-020
Zoning Ordinance Amendments, Reclassifications / Zone Change / Coastal Commission Approvals P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 1 year Department Preference (copies); GC §34090.7 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 68 of 154 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE CHIEF / ADMINISTRATION
Police /
Chief /
Admin.

PD-001
Background File / Recruitment File - Police Employees & Police Volunteers (SUCCESSFUL) Send to
Human
Resources
Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD City preference; 8 CCR §11040.7(7)(C) ; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113 Police /
Chief /
Admin.

PD-002
Background File / Recruitment File - Police Employees & Police Volunteers (UNSUCCESSFUL) Send to
Human
Resources
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090 Police /
Chief /
Admin.

PD-003 Carry Concealed Weapon Permits (CCW Permits) - APPROVED Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Chief /
Admin.

PD-004 Carry Concealed Weapon Permits (CCW Permits) - DENIED 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Chief /
Admin.

PD-005
Department Policies & Procedures / Operation Directives / General Orders / Lexipol (Department Policies and Procedures) Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Superseded
Department Preference; GC § 34090 et seq.

Police /
Chief /
Admin.

PD-006 Detention Log - Non-secured Detention of Juveniles 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Chief /
Admin.

PD-007 False Alarm Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 69 of 154 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Chief /
Admin.

PD-008
Internal Affairs Investigations - Individual Officers / Complaints Against Officers - WITHOUT Sustained Finding of Misconduct as defined in PC §832.7(May include criminal acts, moral turpitude, complaints generated from a civilian) Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Lexipol Policy; State requires for at least 5 years for Civilian complaints; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; PC 801.5, 803(c).; EVC § 1045(b)(1), GC §§12946, 12960, 34090; VC §2547 Police /
Chief /
Admin.

PD-008.1
Internal Affairs Investigations - Individual Officers / Complaints Against Officers - WITH Sustained Finding of Misconduct as defined in PC §832.7 Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §832.7; GC §34090
Police /
Chief /
Admin.

PD-009 Internal Pursuit Critiques Incident + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Chief /
Admin.

PD-010 Neighborhood Watch 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Chief /
Admin.

PD-011 Personnel Training Evaluations / Daily Observation Reports When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.

Police /
Chief /
Admin.

PD-012 Pitchess Motions Notifications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Chief /
Admin.

PD-013 Regulatory Permits & Backgrounds (Solicitors, Massage, Taxi, etc. Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Page 70 of 154 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Chief /
Admin.

PD-072
Reports: Report to POST Commission of peace officer employment, compliant, finding, disposition, or judgement pursuant to §PC 13510.9 Report of data regarding the number, type, or disposition of complaints made against its officers (optional) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Chief /
Admin.

PD-014 Subpoenas (Personal Appearance - Police Personnel) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Chief /
Admin.

PD-015 Training Files - Police Department Employees / Training Files (By Employee) Send to
Human
Resources
Upon
Separation
Before
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113 Police /
Chief /
Admin.

PD-016 Use of Force Review Incident + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §§12946, 12960, 34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 71 of 154 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CAD / DISPATCH
Police /
Commun. PD-017
Audio Recordings or Tapes - (CAD/RMS) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) Minimum
180 days (Mag)
Department Preference (consortium standard); (legally mandated for 100 days); (may be discoverable or made public in some circumstances), GC §§34090, 34090.6

DETECTIVE BUREAU
Police /
Detectives PD-018 Informant Files Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Informant information; Does not contain criminal intelligence information concerning individuals; Department preference GC §34090 Police /
Detectives PD-019 Intelligence Files (Criminal Intelligence Files) No Longer than 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal conduct or activity and the information is relevant to that criminal conduct or activity.Misleading, obsolete or unreliable information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 Police /
Detectives PD-020 Investigation Files and Arrest Files Transfer to Records Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Final reports and records are transferred to the case file stored in Records; GC §34090 et seq.

Police /
Detectives PD-021 Narcotics Buy Fund Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Detectives PD-022 Registrants: Arson - Adults P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 5 years Department preference; Pursuant to PC §457.1 et seq.; required to register for life; If released from DOJJ, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 72 of 154 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Detectives PD-023 Registrants: Arson - Juveniles released from Division of Juvenile Justice Age 25 or Sealing Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Pursuant to PC §457.1 et seq.; If released from DOJJ records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police /
Detectives PD-023.5 Registrants: Gang Adults & Juveniles Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.3(a)); GC §34090 Police /
Detectives PD-023.6 Registrants: Gang Adults Shared Gang Databases 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.30(a));11 CCR 773.8; GC §34090 Police /
Detectives PD-023.7 Registrants: Gang Juveniles Shared Gang Databases 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.30(a)); Records are destroyed pursuant to W&I §781; 11 CCR 774; PC §186.30; GC §34090 et seq.

Police /
Detectives PD-025 Registrants: Sex Offenders - Adults P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq; Police /
Detectives PD-026 Registrants: Sex Offenders - Juveniles P
or Sealing
Date + 5
years (or
Court Order)
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781(d) PATROL
Police /
Patrol PD-027 Canine (Police Service Dogs) Program Files / Training Files: Animal Files Separation + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 3 years is required for animal care / treatment records; FA §32003(e), PC §597.1(d); GC §34090 et seq.

Police /
Patrol PD-028 Canine (Police Service Dogs) Program Files: Action Reports, Monthly Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Patrol PD-029 Special Events / Ops Plan Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 73 of 154 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Patrol PD-030 Traffic Control: Radar Calibration Records 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol PD-031 Watch Commander Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.

Page 74 of 154 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PROPERTY & EVIDENCE
Police /
Property &
Evidence
PD-032 Crime Report Photos
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
1 year
Department Preference; GC §34090
Police /
Property &
Evidence
PD-033 Field Property Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Property &
Evidence
PD-034 Forfeiture Notification 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090 Police /
Property &
Evidence
PD-035 Gun and Narcotics Destruction Log (Documents related to) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-036 Lost & Found Property (Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Property &
Evidence
PD-037 Property Auctions 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

RECORDS
Police /
Records PD-038 Arrest Log 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-039 Citations & Warnings - Parking, Marijuana / Cannabis & Moving 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-073 Citations - Payment Plans for outstanding parking citations received by indigent persons Fully Paid,
Written off,
or Forgiven
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (the Statute of Limitation for collections is 5 years from the date of the last violation); CVC 40222(b); GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 75 of 154 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-040
CRIME REPORTS / INCIDENT REPORTS: ALL FELONIES & MISDEMEANORS, Except Those Specifically Mentioned in the Schedulee.g., 5150, Detention Reports, etc. 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; Domestic Violence
incident reports are required or a minimum of 5 years; Provided there are no outstanding warrants, unrecovered weapons, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq, FC 6228(d) Police /
Records PD-041
CRIME REPORTS / INCIDENT REPORTS:Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearms Date of
Arrest + 3
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a) Police /
Records PD-042
CRIME REPORTS / INCIDENT REPORTS:Firearms entered into CLETS (if not Permanent Retention) - Found / Recovered Firearms Firearm
Found or
Recovered
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC PC§ 11108.2(b); GC§ 34090 Police /
Records PD-043
CRIME REPORTS / INCIDENT REPORTS:Capital Crimes / Homicides / Major Crimes / Serious Felonies / Sex Crimes / Child Abuse / Fatals / Felony DNA (Crimes Subject to the Death Penalty), Sex Crimes (PC §288, 290, WIC 707(b)), PC 803(h) P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; others have no limitations on commencement of action; Courts keep permanently PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, 290, 799, 803(h), 11169 et seq.; 11170(a); WIC 707(b) MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 76 of 154 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-044
CRIME REPORTS / INCIDENT REPORTS:Juvenile Child Abuse or Severe Neglect Date of
Incident + 10
years,
If No
Subsequent
Reports
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §§11169(i); 11170(a); GC §34090 Police /
Records PD-045
CRIME REPORTS / INCIDENT REPORTS:Misdemeanor or Infraction - Adult Marijuana / Cannabis - H&S §11357(b)(c)(d)(e) or H&S §11360(b) (with procedure in H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms 2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD ("Shall" Destroy); GC §§68152(c)(8), 34090; H&S §11361.5 Police /
Records PD-046
CRIME REPORTS / INCIDENT REPORTS:Misdemeanor or Infraction - Juvenile Marijuana / Cannabis - H&S §11357- Except those with outstanding stolen property, including firearms, or lost firearms Conviction
or Arrest (if
No
Conviction)
+ 2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD (Courts and other Agencies "Shall" Destroy); H&S §11361.5; GC §34090 Police /
Records PD-047
CRIME REPORTS / INCIDENT REPORTS:Misdemeanor or Infraction Marijuana / Cannabis §11357(d) - Juvenile on School Grounds during School Hours (with procedure in H&S §11361.5) Offender is
18 Years
Old
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(d) Police /
Records PD-048
CRIME REPORTS / INCIDENT REPORTS:Missing Persons (Returned) Until CLETS
Entry No
Longer
Exists -
Minimum 2
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 77 of 154 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-049
CRIME REPORTS / INCIDENT REPORTS:Sealed Adult, Juvenile and Ward Cases - Except those with Except Childhood Sexual Assault Child Abuse or Severe Neglect, (Substantiated), outstanding stolen property, including firearms, or lost firearms Sealing Date
+ 5 years (or
Court Order)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Sealed records for juveniles and wards of the Court must be destroyed 5 years after sealing date; CCP §§340.1, GC §34090; W&I §§389(a), 781(d) Police /
Records PD-049.1
CRIME REPORTS / SEALED RECORDS:Sealed Juvenile and Ward Cases - Childhood Sexual Assault - Before January 1, 2024 Age of
Majority + 22
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference to accommodate statute of limitations for victims; CCP §§340.1, GC §34090 Police /
Records PD-049.1
CRIME REPORTS / INCIDENT REPORTS:Vacatur Relief Granted by Court - Victim of Human Trafficking (Nonviolent Crimes) Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k) Police /
Records PD-050
Crime Statistics / National Incident-Based Reporting System (NIBRS) / Uniform Crime Reports (UCR) - Summaries (BCS) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Filed on line with the State; GC §34090 Police /
Records PD-051 Due Diligence Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-052 Field Investigation Cards (FI's) - After Entry into RMS After Entry into RMS Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Drafts; GC§ 34090 et seq.

Police /
Records PD-053 Logs: Arrest Packet, JDIC 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.

Police /
Records PD-054 NCIC Validation 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 78 of 154 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-054.5 Officer Recordings: Automated License Plate Reader Data / ALPR Recordings When No Longer Required Mag Recordings that become evidence are stored with evidence; Does not record regular and ongoing operations; GC §34090.6 et seq; Police /
Records PD-055 Officer Recordings: Body-Worn Cameras – LOGS of Access or Deletion of Data P (Mag) PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Records PD-056
Officer Recordings: Body-Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints Follows the
Retention of
the
Evidence,
Minimum 2
years
(Mag) PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Records PD-057 Officer Recordings: Body-Worn Cameras - that are NOT evidence Minimum 60 days (Mag) PC§ 832.18(b)(5)(A); GC §34090.6 et seq.

Police /
Records PD-057.5 Officer Recordings: Drone (Unmanned Aerial Vehicle) Recordings When No Longer Required (Mag) Recordings that become evidence are stored with evidence; Does not record regular and ongoing operations; GC §34090.6 et seq; Police /
Records PD-058 Officer Recordings: Mobile Audio Video (MAV) Recordings - that are NOT evidence 1 year (Mag) Lexipol Section 446.10.1 requires 1 year; Those segments of videos that are determined to be evidence are copied onto a different tape and retained for the same length of time as the crime report (see crime reports for legal citations); GC §34090.6 et seq.

Police /
Records PD-059 PAS Device Calibration Logs 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Records PD-060 Pawn Slips 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to provide information to other agencies; Non-records used for investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 79 of 154 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-061 Police RMS Database
Indefinite -
Follows
Retention of
the Crime
Report
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 Police /
Records PD-062 Press Logs / Daily Calls For Service
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Police /
Records PD-063 Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-064 Public Records Requests / Information Requests - Police 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-065 Repossession Notices
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Police /
Records PD-066 Ride-A-Long Waivers 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Records PD-066.1 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC §§12525.5, 34090 Police /
Records PD-067 Subpoenas (Records) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-068 Vacation House Checks / Extra Patrol requests 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.

Police /
Records PD-069 Video Recordings - Parking Lots, Public Areas When No Longer Required (Mag) Does not record "regular and ongoing operations"; GC §34090.6 Police /
Records PD-070 Video Recordings - Police Operations 1 year (Mag) Records "regular and ongoing operations"; GC §34090.6 Police /
Records PD-071 Warrants (Recalled or Served) 2 years Mag Department preference;; GC §34090 et seq.

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Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

PUBLIC WORKS / ENGINEERING
Public Works /
Engineering PW-001 Aerial Maps (Analog / Historical) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department Preference; GC §34090 Public Works /
Engineering PW-002 Benchmarks P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-003 Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit) Release of Bond / Letter of Credit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 Public Works /
Engineering PW-004
Capital Improvement Projects (CIP): Administration File / NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc.

Completion +
10 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

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Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Engineering PW-005
Capital Improvement Projects (CIP): Maintenance Projects (All Records)Examples of Maintenance Projects: Painting, Pavement Overlays, Repairs, Ramps, Re-Roof, Sidewalk Repairs, Slurry Seals, etc.

Completion +
5 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is not applicable; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Public Works /
Engineering PW-006
Capital Improvement Projects (CIP): Permanent File / Scanned RecordsSpecifications & Addenda, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Photos, Soil Reports, Studies, Submittals, Surveys, etc.City Clerk maintains originals of Agreement / Contract, Notice of Completion, Deeds, Dedications, Rights of Way Life of
Facility
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
Complet.
+ 10 years
Department preference; retained for disaster preparedness purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

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Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Engineering PW-007 Construction Inspection
Completion +
10 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Public Works /
Engineering PW-008
Correspondence - Regulatory Agencies
Not Related to a CIP (State & Federal Agencies, EPA, Health Department, etc.) Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After QC Department preference; Some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §34090 City Clerk PW-009
Deeds, Easements, Dedications, Rights of WaySend all originals to the City Clerk P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Finals are maintained by City Clerk; Department file may include correspondence; GC §34090 et seq.

Public Works /
Engineering PW-010 Design & Construction Standards - Authored by the City P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-011
Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Survey Record Maps, Capital Improvement Project "As-Built" P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7 Public Works /
Engineering PW-012
Encroachment Permits / Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.)Includes Insurance Certificates Final /
Completion +
2 years
Yes: Until
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC § 34090
MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 83 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Engineering PW-013
Encroachments - STANDARD / Permanent (Permanent structures in the City's Right of Way) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-014 Engineering Permits Database Indefinite - Permanent Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; Some permits are Permanent; GC §34090 Public Works /
Engineering PW-015
Engineering Studies / Surveys - Preliminary Studies / Project Assessments / Landslide Reports P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-016 Geotechnical and Soil Reports; Hydrology Reports (Authored on behalf of the City) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-017 Grading Plans / Public Improvement Plans P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-018
Master Plans: Bikeway, Park, Pavement, Sewer, Traffic, Transportation, Water Master Plan, etc.

P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Drafts should be destroyed; GC §34090 Public Works /
Engineering PW-019
Permits (Temporary): Banner Obstruction Permits, Dumpster Permits, Transportation Permits, Heavy Load Permits, Wide Load Permits Expiration +
2 years
Yes: Until
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC § 34090
Building PW-020 Plan Checks for Building Permits
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 et seq.

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Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Engineering PW-021
Private Land Development Projects / Public Improvement / Job Files: Administration FileConstruction Inspections, Correspondence, Photos, Private Lab Verifications, Testing Lab Final Reports, etc.Examples: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, TPMs, TSMs Completion +
10 years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Public Works /
Engineering PW-022
Private Land Development Projects / Public Improvement / Job Files: Permanent Files Drainage, Driveway, Grading Plans, Soil Reports, Stormwater, etc.City Clerk maintains originals of Dedications, Easements, Abandonments, Rights of WayExamples: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, TPMs, TSMs P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 Public Works /
Engineering PW-023
Public Works Advisory BoardAGENDAS, AGENDA PACKETS.

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

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Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Engineering PW-024
Public Works Advisory BoardAUDIO RECORDINGS of Meetings / Audio Tapes 2 years (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) Public Works /
Engineering PW-025
Public Works Advisory BoardMINUTES & BYLAWS
P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department preference; GC §34090 Public Works /
Engineering PW-026
Public Works Advisory BoardVIDEO RECORDINGS of Meetings / Audio Tapes
2 years (Mag)
Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 Public Works /
Engineering PW-027
Subdivisions: Administration FileCalculations, Correspondence, etc.

Recordation
or Expiration
+ 2 years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Public Works /
Engineering PW-028
Subdivisions: Permanent FilesGeotechnical Reports, Soils Reports, Surveyors Reports, etc.

P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 Public Works /
Engineering PW-029 Traffic Counts 15 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Engineering PW-030 Traffic Speed Surveys 15 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

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Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Lead Dept. PW-031 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 87 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

MAINTENANCE OPERATIONS / FLEET
Public Works /
Maint. PW-032 APCD Permits (Generators, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works /
Maint. PW-033 Facility Inspections 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. PW-034 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; GC §34090Lead Dept. PW-035 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works /
Maint. PW-036 Hazardous Waste Manifests / Certificates of Disposal P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (City has "cradle to grave" liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Lead Dept. PW-037 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq.

Lead Dept. PW-038
Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 13 CCR 1234(e); VC 34505.5(c); 49 CFR 396.11; GC §34090 Lead Dept. PW-039 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 88 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Maint. PW-040
Underground Storage Tank (City Owned) UST Monitoring, Inspections and Maintenance, Release Detection Systems, Cathodic Protection Maintenance Records 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Monitoring and Maintenance records are required on site for 3 years, 6 ½ years for cathodic protection maintenance, 5 years for calibration & maintenance of release detection systems; 23 CCR 2712(b); H&S §25284.2(i) Public Works /
Maint. PW-041
Underground Storage Tanks - USTs (City Owned)Repairs, Lining, Upgrades Life of the
Tank
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
1 year
23 CCR 2712(b), H&S §25284.2(i)
Public Works /
Maint. PW-042
Underground Storage Tanks (City-Owned) Location, Soil Remediation, Monitoring Well Records P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §34090 et. seq.

Public Works /
Maint. PW-043 Used Oil Disposal 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Maint. PW-044
Vehicle & Equipment History Files, AQMD Certifications, Maintenance, New Vehicle Inspections, Registrations, Safety Certifications, etc.

Disposal of
Vehicle or
Equipment +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090 Division
Providing
Service / Work
PW-045
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Division
Providing
Service / Work
PW-046
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 89 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Division
Providing
Service / Work
PW-047
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 90 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

TRANSPORTATION / TRANSIT
Public Works /
Transportation PW-048
Driver's Logs (Starting and ending vehicle mileage, riders by fare category paid, recording riders by hour in the day they rode, and pick up / drop off information for Call-a-Ride trips) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets municipal government auditing and grant funding requirements; GC § 34090 Public Works /
Transportation PW-049
Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks - TRANSIT VEHICLES 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 13 CCR 1234(e); VC 34505.5(c); 49 CFR 396.11; GC §34090 Public Works /
Transportation PW-050 Transportation Audits: DMV & CHP, TDA Fiscal Audit, Triennial Performance Audit 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Consistent with CHP requirements; OSHA requires 1 year; 8 Ca. Code Reg. § 3203(b)(1); GC § 34090 Public Works /
Transportation PW-051 Transportation Development Act (TDA) Claims 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets municipal government auditing and grant funding requirements; GC § 34090 Public Works /
Transportation PW-052 Transportation Dispatch System / Morro Bay Transit Database Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §§ 34090 & 26202 Public Works /
Transportation PW-053 Transportation Master Plans Superseded + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC § 34090 Public Works /
Transportation PW-054 Transportation Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

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Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

UTILITIES / SOLID WASTE
Public Works /
Solid Waste PW-055 Solid Waste Liens / Garbage Liens & Releases P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Public Works /
Solid Waste PW-056
Solid Waste Reduction / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) / Tonnage Reports 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; SB 1383 compliance is required for 5 years; 14 CCR § 18995.2; GC §34090

UTILITIES - STORMWATER / NPDES
Public Works /
Utilities /
Stormwater
PW-057 Stormwater Illicit Discharges
Expiration of
Permit + 5
years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
2 years
Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works /
Utilities /
Stormwater
PW-058 Stormwater Monitoring / NPDES Monitoring and Inspection Expiration of Permit + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.

Public Works /
Utilities /
Stormwater
PW-059 Stormwater: Business Inspections
Expiration of
Permit + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works /
Utilities /
Stormwater
PW-060 Stormwater: NPDES Annual Reports
Expiration of
Permit + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44 Public Works /
Utilities /
Stormwater
PW-061 Stormwater: NPDES Permits
Expiration of
Permit + 5
years
Yes: Until
Expiration
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.

Public Works /
Utilities /
Stormwater
PW-062
Stormwater: Operation & Maintenance (Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater Treatment Measures and Trash Cleaning) Expiration of
Permit + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 92 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Utilities /
Stormwater
PW-063 Stormwater: TMDL Plan (Total Maximum Daily Load) Plan Expiration of Permit + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works /
Utilities /
Stormwater
PW-064 Street Sweeping
Expiration of
Permit + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.

Page 93 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

UTILITIES - WASTEWATER / SEWER
Public Works /
Utilities / Waste
Water
PW-065
FOG (Fats, Oil & Grease) / Source Control / Pretreatment Annual / Semi-Annual Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Monitoring records required for 3 years; POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 Lead Dept. PW-066 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; GC §34090Lead Dept. PW-067 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works /
Utilities / Waste
Water
PW-068 Sanitary Spills and Overflows (SSOs) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; SWRCB Order 2002-0103-DWQ & 2006-03; 40 CFR 122.41(j)(2); GC §34090 Public Works /
Utilities / Waste
Water
PW-069 SCADA Database (Supervisory Control and Data Acquisition) Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7 Public Works /
Utilities / Waste
Water
PW-070
Sewer System Management Plans (SSMP) / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; SSMPs are required to be updated every 6 5 years; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB General Order 2006-03; & 2022-0103-DWQ; GC §34090 Lead Dept. PW-071 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 Division
Providing
Service / Work
PW-072
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 94 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Division
Providing
Service / Work
PW-073
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division
Providing
Service / Work
PW-074
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, , GC §34090

UTILITIES - WATER
Public Works /
Utilities / Water PW-075 APCD Permits (Generators, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works /
Utilities / Water PW-075.1 Backflow Testing / Cross Connection Testing 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; exceeds SWRCB Cross-Connection Control Policy Handbook Section 3.5.1 requires records be retained for the previous three calendar years; 17 CCR 7605(f); GC §34090 Public Works /
Utilities / Water PW-076 Confined Space Entries 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Public Works /
Utilities / Water PW-077 Conservation Program Grants & Rebates (Toilets, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference - meets auditing standards; GC §34090 Public Works /
Utilities / Water PW-078
Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints (Correspondence regarding Potable Water) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

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Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Utilities / Water PW-079 Fire Hydrant Flow / Pressure Tests (Development or Maintenance) Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept. PW-080 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; GC §34090Lead Dept. PW-081 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works /
Utilities / Water PW-082 Groundwater Extraction (Reported to County Water Basin Master) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Utilities / Water PW-083 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq.

Public Works /
Utilities / Water PW-083.5 Public Notices - Potable Water (Tier 1, 2, or 3) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR §64470; GC §34090 Public Works /
Utilities / Water PW-084
Regulatory Agency Compliance - Correspondence, Supporting Documentation (DPH, EPA, etc.) When No
Longer
Required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC Department Preference; GC §34090 Public Works /
Utilities / Water PW-084.6 Reservoirs: Dive Videos 10 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Department preference (covers 2 mandated cycles); GC §34090 Public Works /
Utilities / Water PW-084.7 Reservoirs: Flushing, Disinfection and Cleaning Minimum 3 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Flushing, Disinfection, Inspection and Cleaning is required for 3 years; 22 CCR §64604(c); GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 96 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Utilities / Water PW-084.8 Reservoirs: Inspection Reports, Maintenance Records P Mag, Mfr, OD, Ppr S Yes - After QC & OD Department preference; GC §34090 Public Works /
Utilities / Water PW-085 SCADA Database
Indefinite -
Minimum 5
years
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 Public Works /
Utilities / Water PW-086 Surveys of Water System 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC 22 CCR §64470; 40 CFR 141.33© Public Works /
Utilities / Water PW-087 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert
Software; the Excavator, Operator and the
Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 Public Works /
Utilities / Water PW-088 Variances / Exemptions Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (5 years is required); 22 CCR §64470; 40 CFR 141.33(d); GC §34090 Public Works /
Utilities / Water PW-089 Violations & Corrections Correction + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 40 CFR 141.33(b)(3) Public Works /
Utilities / Water PW-103
Vulnerability Assessment / Emergency Response Plan / Risk & Resiliency Assessment / Hazard Mitigation Plan When
Superseded -
Minimum 5 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Confidential; 42 USC 300i-2(c); GC §34090 et seq.

Public Works /
Utilities / Water PW-090 Water Liens 10 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Liens are good for 10 years from recording date, and may be extended by re-recording lien; WC 36729; 37212(b) Public Works /
Utilities / Water PW-091 Water Main Break Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

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Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Utilities / Water PW-092 Water Production Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Utilities / Water PW-093 Water Quality - Lab Reports & Chains of Custody: Bacteriological and Organics 5 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD 40 CFR 141.33(a); and (b)(1); 22 CCR §64470 Public Works /
Utilities / Water PW-094
Water Quality - Lab Reports & Chains of Custody: Chemical (Includes Chlorine Residuals, Disinfectant Residuals,
Disinfection Byproducts, and Disinfection Byproduct Precursors) 10 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department preference (10 years is required); 40 CFR 141.33(a); 22 CCR §§64470, 64537, 64692 Public Works /
Utilities / Water PW-095 Water Quality - Lab Reports & Chains of Custody: Lead & Copper 12 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Required for 12 years or 2 compliance cycles; 22 CCR 64400.25; 22 CCR §64470; 22 CCR 64690.80; 40 CFR 141.33(a); 40 CFR 141.91 Public Works /
Utilities / Water PW-096 Water Quality Reports / Annual Consumer Confidence Reports P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Required for 12 years or 2 compliance cycles; 22 CCR §§ 64400.25; 64470, 64483(g), 40 CFR 141.33(a); 40 CFR 141.91 City Clerk PW-097 Water Rates (Drafts, Copies)
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Adopted by Resolution; GC §34090.7 Public Works /
Water &
City Clerk
PW-098
Water Rights(Send final contracts and agreements to City Clerk) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 10 years Department Preference; GC §34090 et seq.

Public Works /
Utilities / Water PW-099 Wells: History & Operations (Includes Abandoned or Destroyed Wells) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 10 years Department Preference; GC §34090 et seq.

Page 98 of 154 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Utilities / Water PW-100
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Public Works /
Utilities / Water PW-101
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Public Works /
Utilities / Water PW-102
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 99 of 154 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: RECREATION Page REC-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

RECREATION
Recreation REC-001 Registration Database (Active Net)
Indefinite -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; data is interrelated; GC §34090 Recreation REC-002
Activity / Special Programs / Special Event / Trips Children's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc.

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Recreation REC-003
Childcare / Kids Club / Kids Camp - Licensed Participant Files: Registration / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions Licensed Childcare only End of
Participation
+ 7 years
Yes:

During
Class or
Program
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Meets State Licensing requirements; May have grant funding; GC §34090 Recreation REC-004 Evaluations/Surveys (Program Evaluations) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference (Transitory record not retained in the ordinary course of business); GC §34090 Recreation REC-005 Facility Use Permits / Field Use Permits Expiration + 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090Recreation REC-006 First Aid Reports / Minor Incident Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090Recreation REC-007 Lifeguard Certifications Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113Recreation REC-008 Master Plans: Parks Master Plans, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 100 of 154 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: RECREATION Page REC-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Recreation REC-009 Park History Files P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Recreation REC-010
Recreation & Parks Commission VIDEO RECORDINGS of Meetings / 2 years (Mag)
Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 Recreation REC-011
Recreation & Parks CommissionAGENDAS, AGENDA PACKETS.

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Recreation REC-012
Recreation & Parks CommissionAUDIO RECORDINGS of Meetings / Audio Tapes 2 years (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) Recreation REC-013
Recreation & Parks CommissionMINUTES & BYLAWS
P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No GC §34090 Recreation REC-014
Registration Forms / Reservation Forms / Classes / Application Forms / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions / etc.: Camps, Field Trips, Authorization to give Medicine, etc. 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets Adult Softball requirements) GC §34090 Recreation REC-015 Season Brochures / Recreation Brochures Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Recreation REC-016
Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§ 12960, 34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 101 of 154 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: RECREATION Page REC-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Recreation REC-017
Volunteer / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive /
Separation +
3 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
1 year
Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12960, 34090 Recreation REC-018 Waivers of Liability 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 102 of 154 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

RISK MANAGEMENT
Risk Manag. RM-001
Accident / Incident / Injury Reports (Potential Claims - medical and nonmedical that do not result in a claim.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CCP §340.5, GC §34090 Risk Manag. RM-002 Claims Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Settled Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers within 5 years; Statute of Limitations for contracts is 4 years; wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b) Risk Manag. RM-003 Insurance Polices (City-owned policies) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090Risk Manag. RM-004 JPA / JPIA Reports / General Liability Claim Runs 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090Risk Manag. RM-005 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), GC §34090.7; LC §6429c Risk Manag. RM-006 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090Risk Manag. RM-007 Workers Compensation Claim Runs / Monthly Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 MORRO BAY, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 10/08/2024

Page 103 of 154 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Risk Manag. RM-008
Workers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) Whichever is
Longer:

Separation +
30 years; OR
Termination
of Benefits +
5 years; OR
Death of
Employee + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes: After

Page 104 of 154 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: TOURISM Page TRSM-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

TOURISM
Tourism TRSM-01
Tourism Projects, Programs, Subject & Issues / Economic Development (Issues and/or projects will vary over time) Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Tourism TRSM-02 Speech Notes / PowerPoint Presentations When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Notes, drafts, or preliminary documents; GC §34090 et seq.

Page 105 of 154 ends

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

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

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

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

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

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

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

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

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

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) Page 106 of 154
Prepared By: ___AS____ Dept Review: ____AS_____
City Manager Review: ________ City Attorney Review: __ RWS__ Staff Report
TO: Honorable Mayor and City Council DATE: March 5, 2025 FROM: Airlin Singewald, Community Development Director
SUBJECT: Adoption of Resolution No. 11-25 approving the forming the Waterfront Master Plan Advisory Committee (WMPAC)

RECOMMENDED ACTION
Adopt Resolution No. 11-25 approving the formation of the Waterfront Master Plan Advisory Committee (WMPAC).

ALTERNATIVES
The Council could authorize the Mayor to sign a revised resolution appointing an eighth member to the WMPAC to represent the Morro Bay Commercial Fishing Organization.

FISCAL IMPACT
There is no significant or immediate fiscal impact associated with the creation of the WMPAC. Staff time forming and presenting to the WMPAC is reimbursable under the California Coastal Commission grant for the Waterfront Master Plan Update.

BACKGROUND
The City’s Waterfront Master Plan has not been updated since it was first adopted in 1996. The Waterfront Master Plan is a vision for the future development, land use, circulation, and infrastructure for both sides of the Embarcadero from Tidelands Park to Morro Rock.

The City’s “blueprint” for future growth and development – the General Plan / Local Coastal Program (“Plan Morro Bay”) - was updated in 2021. Policy LU-8.1 of Plan Morro Bay directs the City to update the 1996 Waterfront Master Plan with a focus on addressing issues of sea level rise and future planning for Morro Rock.

On August 20, 2024, the City Council authorized City staff to apply for a $750,000 Local Coastal Program planning grant from the California Coastal Commission. The Council also directed staff to expand the Waterfront planning area to include the former wastewater treatment plant and areas potentially affected by offshore wind development. The City was awarded this grant and signed a grant agreement with the California Coastal Commission on January 16, 2025.

On January 14, 2025, the City Council approved the formation of a WMPAC to include a total of seven members, including one representative from each of the City’s five existing advisory bodies/commissions; one representative from the Embarcadero Master Leaseholders group; and one representative from the Morro Bay National Estuary Program.

AGENDA NO: 7.c
MEETING DATE: March 11, 2025

Page 107 of 154 ends

2 DISCUSSION
The WMPAC will meet over the next two years to guide the development of the Waterfront Master Plan Update. The WMPAC’s work will result in a recommendation to the Planning Commission. The Planning Commission will make a recommendation to the City Council. Since the Waterfront Master Plan is part of the City’s Local Coastal Program, the California Coastal Commission will need to approve the Waterfront Master Plan Update, after its adopted by the City Council.

Following Council direction on January 14, 2025, the Community Development Director attended meetings for each of the five advisory bodies/commissions and the Embarcadero Master Leaseholders (EML) group to receive their WMPAC nominations. Staff also asked the Morro Bay National Estuary Program for their nomination to the WMPAC. This resulted in the following nominations:

1. Recreation and Parks Commission (RPC) nominated James Costanzo on January 16, 2025.

2. Planning Commission nominated Mary Witkowski on February 4, 2025.

3. Harbor Advisory Board (HAB) nominated Gene Doughty on February 6, 2025.

4. Citizens Finance Advisory Committee nominated Stephen Peck on February 18, 2025.

5. Public Works Advisory Board nominated Paul Donnelly on February 19, 2025.

6. The Morro Bay National Estuary Program nominated Melodie Grubbs on February 20, 2025.

7. Embarcadero Master Leaseholders nominated Cherise Hansson on February 27, 2025.

Two of the nominees for the WMPAC have advisory committee terms that expire before the Waterfront Master Plan Update is scheduled for completion in November 2026. RPC Commissioner Constanzo and HAB Member Doughty both have terms expiring on January 31, 2026. Since the attached resolution does not specify that WMPAC members must remain current advisory committee members, Commissioner Constanzo and Board Member Doughty would be able to remain on the WMPAC (after their terms expire) provided they continue to stay engaged as a liaison to their respective advisory committee.

Staff received comments from HAB and EML that WMPAC should include a representative from the Morro Bay Commercial Fishing Organization (MBCFO). The HAB’s MBCFO representative did not seek nomination to the WMPAC. As such, the WMPAC, as currently proposed, does not include a commercial fishing representative.

The Council could authorize the Mayor to sign a revised resolution appointing an eighth member to the WMPAC to represent the MBCFO. This is an alternative to the staff recommendation. While this would result in an even number of WMPAC members, staff will strive to reach consensus on most decisions.

Regardless of WMPAC representation, the commercial fishing industry is an essential stakeholder on the waterfront and will be engaged throughout the Waterfront Master Plan Update process.

CONCLUSION
The WMPAC will guide the development of the Waterfront Master Plan Update. In particular, the WMPAC will provide policy direction as staff and the selected consultant prepare a draft Waterfront Master Plan Update to present to the public and Planning Commission.

Page 108 of 154 ends

3 The attached resolution would recognize the creation of the WMPAC and appoint seven (7) WMPAC members consistent with Council direction on January 14, 2025. Regarding the two members whose advisory committee terms will expire before the WMPAC’s work is complete, staff’s interpretation of Council direction would allow these members to remain on the WMPAC after their terms expire, provided they remain engaged as liaisons to their respective groups.

City staff and the Council have heard public comments requesting a member of the commercial fishing industry be included on the WMPAC. As an alternative to the staff recommendation, the Council could authorize the Mayor to sign a revised resolution adding a commercial fisherman as an eighth member to the WMPAC. While this would result in an even number of WMPAC members, staff does not believe this is an obstacle since staff would strive for consensus in most WMPAC decisions.

ATTACHMENT(S)

1. Resolution No. 11-25 authorizing the formation of the WMPAC.

Page 109 of 154 ends

01181.0001/254860.1
RESOLUTION NO. 11-25

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF MORRO BAY, CALIFORNIA,

AUTHORIZING FORMATION OF A WATERFRONT MASTER PLAN

ADVISORY COMMITTEE (WMPAC)

T H E C I T Y C O U N C I L
City of Morro Bay, California
WHEREAS, the City of Morro Bay’s Waterfront Master Plan, which is part of the City’s Local Coastal Program, has not been updated since it was first adopted in 1996; and WHEREAS, Policy LU-8.1 of the City’s General Plan / Local Coastal Program states that the City will update the 1996 Waterfront Master Plan with a focus on addressing issues of sea level rise and future planning for Morro Rock; and
WHEREAS, on August 27, 2024, the City Council authorized the Community Development Director to submit a grant to the California Coastal Commission under the Local Coastal Program Planning Assistance Grant Program for $750,000 to update the Waterfront Master Plan; and WHEREAS, while authorizing the grant application, the City Council directed the Waterfront Master Plan Update to include both sides of the Embarcadero from Tidelands Park to the pedestrian bridge across Morro Creek, the old wastewater treatment plant property (pending discussions with the Cayucos Sanitary District), and offshore wind; and WHEREAS, on January 14, 2025, the City Council approved the formation of a Waterfront Master Plan Advisory Committee (WMPAC) to include a total of seven members, including one representative from each of the City’s five existing advisory bodies/commissions; one representative from the Embarcadero Master Leaseholders group; and one representative from the Morro Bay National Estuary Program; and
WHEREAS, on January 16, 2025, the City signed a grant agreement (LCP-24-04) with the California Coastal Commission to update the Waterfront Master Plan; and WHEREAS, each of the seven identified groups have nominated a WMPAC representative following the applicable bylaws and procedures for each group.

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Morro Bay, California, as follows:

A. The City Council appointments to WMPAC are:
i. James Costanzo – Recreation and Parks Commission
ii. Stephen Peck – Citizens Finance Advisory Committee
iii. Gene Doughty – Harbor Advisory Board
iv. Paul Donnelly – Public Works Advisory Board
v. Mary Witkowski - Planning Commission
vi. Cherise Hansson - Embarcadero Master Leaseholders
vii. Melodie Grubbs - Morro Bay National Estuary Program

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01181.0001/254860.1
PASSED AND ADOPTED, by the City of Morro Bay City Council, at a regular meeting held on this 11th day of March 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSE:
_______________________________
Carla Wixom, Mayor
ATTEST:
____________________________
Dana Swanson, City Clerk

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Prepared By: ___CM Dept Review: __ _
City Manager Review: ________ City Attorney Review: __ _RWS___ Staff Report
TO: Honorable Mayor and City Council DATE: March 5, 2025 FROM: Chris Munson, Harbor Director
SUBJECT: Harbor Department Reclassification – Business Division

RECOMMENDED ACTION

1. Approve reclassification of the Harbor Business Coordinator classification to Harbor Business Manager and consolidation of two part-time temporary Office Assistant positions to one fulltime Office Assistant IV, and

2. Adopt Resolution No. 12-25 approving the new Harbor Business Manager Job Classification and Job Description, and.

3. Adopt Resolution No. 13-25 amending the Management Salary and Benefits, and

4. Adopt Resolution No. 14-25 approving updated FY 2024-25, 2025-26, and 2026-27 Pay Schedules.

ALTERNATIVES
Prior proposals for restructuring included backfilling the Harbor Business Coordinator position in addition to creating the Harbor Business Manager position. Due to budgetary constraints, staff is not recommending it at this time. Without the creation of a Harbor Business Manager position, many of the responsibilities would be undertaken by the Harbor Vitality Director.

FISCAL IMPACT
The Harbor Business Coordinator and part-time temporary positions are 100% funded in the Harbor Operating Fund, and the Harbor Business Manager and Office Assistant IV positions would also be 100% funded in the Harbor Operating Fund. Should these two recommended actions be approved, the effective date would be March 16, 2025. For fiscal year 2024-2025, the cost of the reclassification of the Harbor Business Coordinator to Harbor Business Manager, step 5, would be approximately $7,300 and the cost of the conversion of the part-time/temporary position to full-time Office Assistant IV, step 1, would be approximately $9,900. At the time of this writing, it is estimated there is sufficient available adopted expenditure budget in the Harbor Operating Fund to absorb these costs so a budget amendment resolution is not required.

Based on the adopted three-year pay schedule, the fiscal impact for fiscal year 2025-26 and 2026- 27 would be approximately $26,000 and $27,500, respectively, for the Harbor Business Manager, and $42,700 and $50,500 for the Office Assistant IV. The impact is greater for the Office Assistant position due to the combined impact of the step increase and pay schedule increase.

AGENDA NO: 9.a
MEETING DATE: March 11, 2025

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BACKGROUND
As recently as November 2024, reclassification of positions within the Harbor Department has been under consideration. During the most recent consideration, the matter was delayed until the new Harbor Vitality Director had an opportunity to evaluate the department.

These reclassifications were intended to address both the Harbor Patrol and Business Divisions within the Harbor Department. A reclassification within Harbor Patrol is currently delayed while the Harbor Vitality Director and City administration determine what is allowable through PERS and SEIU, and what is defensible for the Department long term. For this reason, the focus of this current reclassification will be the Business Division of the Harbor Department only.

The Business Division of the Harbor Department currently includes a Harbor Business Coordinator and a part-time temporary Office Assistant. A second part-time temporary Office Assistant was also budgeted to assist with the onboarding of Harbor Department’s lease management software, but that position was not filled since those responsibilities are currently being fulfilled by the lone Office Assistant in addition to the responsibilities of the other position.

In the past, the Harbor Department has had a Harbor Business Manager and a full-time Office Assistant. During the hiring process of the current Harbor Business Coordinator, the Harbor Business Manager position was demoted to Harbor Business Coordinator by the City Council at the time to reduce costs. When the Harbor Department previously had a full-time Office Assistant, the person in that position was transferred to another department and the role was backfilled with a part-time temporary position.

DISCUSSION

1. Reclassifying Harbor Business Coordinator to Harbor Business Manager - In addition to the traditional harbor revenue generating activities such as moorings, dockage, and launch fees; the Harbor Department oversees 37 master leaseholds and over 80 businesses. There are multiple business/finance tasks completed within the department such as budgeting, grant management, AR/AP, and financial reporting. In addition to the financial component, this position participates in setting and implementing Harbor policies, procedures, goals and objectives and a capital improvement program. Along with providing support to Harbor Patrol and the Harbor Advisory Board and maintaining relationships with stakeholders and outside (local, state and federal) agencies. These demands have significantly increased over the years.

2. The Department needs a manager who is focused on the lease sites and other department business duties including supervision of the Administrative Assistant. Most of these duties are not listed as responsibilities of the Harbor Business Coordinator but are listed in the updated job description of the Harbor Business Manager. The Embarcadero Master Leaseholders released a position paper which emphasized the need for the Harbor Business Manager positions. Similarly, the Organizational Assessment Report which was conducted in 2022 by The Centre for Organizational Effectiveness concluded that the position should be created.

This assessment went a step further and maintained the Harbor Business Coordinator position as well. However, backfilling this position is not recommended due to budget constraints.

3. Reclassifying two part-time temporary Office Assistant Positions to one full-time position – The Office Assistant is usually the first person that the public interacts with the Harbor Department at the office, on the phone, and by email. In addition to providing harbor services to the public 5-days a week, this position addresses many key duties for the department such as invoicing, receiving payments, public announcements, procurement, and supporting

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department staff. The current part-time temporary Office Assistant has gone above and beyond to increase efficiencies in lease management, dockage, and billing.

4. The part-time temporary status for this position is unsustainable since the current employee works 40 hours a week. To maintain having someone at the front desk to interact with the public without creating a full-time position, the department would either need to change employees at this position regularly or reduce the hours and the days the front desk is staffed.

If the department were to regularly change employees, it would take significant time to retrain them each time and diminish relationships and continuity with the public and other staff. With a reduced schedule, other department staff are required to cover the front desk, usually a supervisor or the Harbor Vitality Director. This new full-time Office Assistant IV will be represented by the Service Employees International Union Local 620.

The City has successfully completed the meet-and-confer process with the Service Employees International Union (SEIU) Local 620 regarding reclassifying the Harbor Business Coordinator position to the Harbor Business Manager position and creating a new Office Assistant IV position.

While SEIU will no longer represent the Harbor Business Coordinator position due to its reclassification to management, this change is balanced by the addition of the Office Assistant IV position within the bargaining unit.

As the new Harbor Vitality Director, I have identified many significant needs of the department, harbor, and the tidelands which I would like to address. I envision expanding the Harbor Department in time.

However, the Harbor Department does not have sufficient revenue or budget allocated to make many of these changes at this time and remain fiscally responsible.

At an upcoming City Council meeting, the unaddressed reclassifications and the long-term vision of the Harbor Department are to be addressed. For now, the Habor Department is seeking the reclassification of the Harbor Business Division positions which is both defensible and necessary.

CONCLUSION
Staff recommends the City Council approve the recommended action and adopting the associated resolutions.

ATTACHMENTS

1. Resolution No. 12-25 Approving New Job Classification and New Job Description for the Harbor Business Manager

2. Resolution No. 13-25 Amending Management Salary and Benefits 2024-27

3. Resolution No. 14-25 Adopting Updated FY 2024-25, 2025-26, and 2026-27 Pay Schedules a. Exhibit A – FY 2024-25 Pay Schedule
b. Exhibit B - FY 2025-26 Pay Schedule
c. Exhibit C - FY 2026-27 Pay Schedule

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RESOLUTION NO. 12-25

RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF MORRO BAY, CALIFORNIA,

APPROVING A NEW JOB CLASSIFICATION AND

NEW JOB DESCRIPTION
WHEREAS, the Council desires to approve new “Harbor Business Manager” job classification, set compensation range for the classification, and adopt a job description for the unrepresented Management classification; and
NOW, THEREFORE, BE IT RESOLVED the City Council of the City of Morro Bay does hereby attest:

1. The unrepresented full-time classification of “Harbor Business Manager” is hereby created.

The classification will be included within the City’s Unrepresented Management Employee Group.

The job description for this new classification, attached hereto, is hereby adopted. The initial annual compensation for the Harbor Business Manager classification shall be as follows:

Step 1 Step 2 Step 3 Step 4 Step 5
95,451 100,214 105,227 110,490 116,022

2. This resolution shall be effective as of the date of its adoption PASSED AND ADOPTED by the City Council of the City of Morro Bay at a regular meeting thereof held on the 11th day of March 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSE:
______________________________
CARLA WIXOM, Mayor
ATTEST:
_____________________________
DANA SWANSON, City Clerk

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HARBOR BUSINESS MANAGER

DEFINITION
Under administrative direction of the Harbor Vitality Director, the Harbor Business Manager is responsible for overseeing and managing the harbor's business operations, including lease management, budgeting, and revenue generation. This role ensures harbor facilities' financial sustainability and operational efficiency, fosters positive relationships with stakeholders, and coordinates waterfront services with local organizations. The position includes financial operations, facilities, and strategic planning management, ensuring the harbor's business practices align with City policies and long-term goals.

This is a management-level position with diverse responsibilities in lease and financial management, policy development, and revenue generation, and requires the ability to make independent decisions and provide leadership for business functions within the Harbor Department.

ESSENTIAL DUTIES & RESPONSIBILITIES
• Assists the Harbor Vitality Director in managing the Harbor Department’s business operations, including financial planning, budgeting, and policy execution.
• Oversees the management of harbor leases, ensuring adherence to the City’s Lease Management Policy and negotiating complex lease agreements with tenants.
• Ensures timely billing, accounts receivable, and other financial activities, coordinating with the City’s Finance Department as needed. • Develops, monitors, and analyzes the Harbor Department's operating and capital improvement program (CIP) budgets, identifying opportunities for cost savings and revenue enhancement. • Collaborates with the Harbor Operations Manager on special projects, including waterfront events, dredging projects, facility maintenance, and capital improvement initiatives.
• Acts as a liaison between the Harbor Department, City staff, the public, and external agencies, providing clear and timely information on harbor business matters.
• Conducts market and financial analyses to support decision-making on harbor operations, leases, and new revenue opportunities. • Pursues grant funding opportunities and manages grant applications, ensuring alignment with Harbor goals and City priorities. • Manages and assists the Harbor Vitality Director in the administration

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and business operations of the Harbor Department.
• Collects, analyzes, interprets, and reports on data relating to departmental or City-wide projects, policies, and procedures. • Analyzes and recommends resources necessary for meeting current and future Harbor Department needs, including personnel, equipment, facilities, and funding.
• Performs the analytical tasks necessary to determine the feasibility of obtaining proper authorization and funding for developing new programs, systems, or procedures.
• Assists in determining the feasibility of participation in grant programs and develops, submits, and monitors assigned grant applications. • Assists in compiling, analyzing, and administrating the Harbor Fund budget.
• Makes written and oral presentations and act as departmental representative to the City Council, Harbor Advisory Board, various individuals, commissions, boards, and other groups.
• Coordinates and performs special assigned programs and projects, consultant tasks, and contracts.
• Analyzes and makes recommendations on departmental administrative procedures and harbor operations.
• Participates in the development of departmental goals and policies and provides for the execution of those policies.
• Communicates with tenants and subtenants to provide lease site and development information, resolve disputes, and interpret lease contracts.
• Reviews and analyzes legislation affecting the City or a department, determining its impact and recommending appropriate action. • Oversees and manages departmental clerical and technical staff, including hiring, training, and performance management. • May serve as acting Harbor Vitality Director on an as-needed basis.

QUALIFICATIONS:

Knowledge of:
• Business management principles, focusing on public sector operations, including budgeting, financial analysis, and lease management. • Best practices in commercial and municipal lease agreements and property management.
• Techniques for grant writing and program management.
• Relevant federal, state, and local laws governing harbors, environmental regulations, and state-granted tideland properties.
• Financial software systems and standard office software such as:
spreadsheets, databases, and word processing.

Ability to:
• Analyze complex financial data, develop budgets, and manage contracts.

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• Negotiate and administer lease agreements with a variety of stakeholders.
• Prepare detailed reports and present business recommendations to City leadership and external groups.
• Establish and maintain positive relationships with harbor tenants, stakeholders, and City departments.
• Lead and supervise staff, delegating tasks effectively and ensuring accountability.
• Manage multiple projects, prioritize tasks, and meet deadlines in a fastpaced environment. • Understand and apply regulations relevant to harbor and waterfront operations.

Education and Experience:
• Equivalent to graduation from an accredited four-year college or university with a degree in Business or Public Administration, Economics, or a related field; OR
• Any equivalent combination of education and progressively responsible experience with additional work experience substituting for the required education on a year-for-year basis; AND
• 5 years of experience performing as a Harbor Business Coordinator, Management Analyst, or equivalent.

The Fine Print
The job description does not constitute an employment agreement between the employer and employee and is subject to change as the employer's needs and job requirements change.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

TOOLS & EQUIPMENT USED
Computer and relevant software, including word processing, spreadsheet, graphic, and database software; telephone; copy machine; UHF/VHF radio; and vehicle.

PHYSICAL DEMANDS
The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities this job requires close vision and the ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually low to moderate in office settings, with varying levels of interference from UHF/VHF radio traffic.

Approved by the Morro Bay City Council on July 26, 1999.

Approved by the Morro Bay City Council on June 28, 2010.

Approved by the Morro Bay City Council on March 13, 2012.

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01181.0004/991190.1
RESOLUTION NO. 13-25

RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF MORRO BAY, CALIFORNIA,

AMENDING AND RESTATING THE PREVIOUSLY ADOPTED

COMPENSATION AND BENEFITS FOR THE UNREPRESENTED MANAGEMENT

DESIGNATED EMPLOYEES OF THE CITY OF MORRO BAY

WHEREAS, Section 36506 of the California Government Code requires the City Council to fix the compensation of all appointive officers and employees by resolution or ordinance; and
WHEREAS, Morro Bay Municipal Code Section 2.20.020 also provides the salaries and compensation of officers and employees of the City of Morro Bay (“City”) shall be as fixed and determined by resolution of the City Council, except as specifically fixed in Chapter 2.20 of the Morro Bay Municipal Code; and WHEREAS, the City has established a system of classification for all positions within the City service with descriptive occupational titles, used to identify and distinguish classifications and/or positions from one another, based on job duties, essential functions, knowledge, skills, abilities, and minimum requirements; and WHEREAS, the Meyers-Milias-Brown Act (“MMBA”) (Government Code sections 3500 et seq.)
1 governs labor relations between local government employers and employees and Section 3507.5 thereof permits a public agency to adopt local rules and regulations providing for the designation of the “management” employees of the public agency and restricting such employees from representing any employee organization, which represents other employees of the public agency, on matters within the scope of representation; and
WHEREAS, the City’s Employer-Employee Relations Resolution, Resolution No. 08-17, represents the City’s adoption of local rules and regulations for the administration of employer-employee relations, including, but not limited to, the designation of “management” employees, summarized in brief from that resolution as generally defined as meaning those employees who have significant responsibilities for formulating and administering City policies and programs and the authority to exercise independent judgment to hire, discipline, promote discharge; assign, or transfer other employees or who have the responsibility to use independent judgment to direct such employees, adjust their grievances, or recommend personnel action; and
WHEREAS, the City has designated such “management” employees as more fully identified and listed herein below, and

1 Unless otherwise stated, references to Sections will be to the Government Code.

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Resolution No. 13-25

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01181.0004/991190.1
WHEREAS, the “management” employees identified and listed herein are “unrepresented,” meaning that they are not part of any City Council determined appropriate bargaining unit nor represented by any recognized employee organization as defined by the City’s Employer-Employee Relations Resolution and the MMBA; and

WHEREAS, the City Council deems it is in the best interest of the City to adjust the compensation of the unrepresented management employees, whose titles are listed herein, by a Cost of Living Adjustment (COLA) salary increase established by City Council for these employees for FY 2024/25, FY 25/26, and FY 2026/27.

NOW, THEREFORE, BE IT RESOLVED the Morro Bay City Council does hereby adopt this Resolution, amending and restating the previously adopted and amended schedule of compensation and benefits for the City of Morro Bay’s unrepresented management employees and superseding and replacing any prior compensation and benefits resolutions, contracts, agreements or memorandum for such employees, including, but not limited to, Resolution No. 33-17 as follows:

A. CLASSIFICATION/POSITION LIST
The following is a list of authorized management classifications:

Accounting Manager
Administrative Programs Manager
Assistant to the City Manager/Public Relations Manager
City Clerk
City Engineer
Deputy Chief/Fire Marshal
Harbor Business Manager
Human Resources/Risk Manager
Information Technology Manager
Maintenance Division Manager
Management Analyst
Planning Manager
Police Commander
Recreation Services Manager
Senior Civil Engineer
Senior Planner
Support Services Manager
Utility Division Manager
B. NORMAL WORK HOURS
Management employees are expected to work during normal City business hours and may be required to work longer hours (more than an eight-hour day and more than five days per week). However, they are not subject to overtime compensation, as they are considered exempt employees within the definition of the FLSA. The occasional use of alternative work schedules can be implemented upon approval of the City Manager.

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Resolution No. 13-25

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01181.0004/991190.1
C. EXEMPT TIME OFF
As stated in B above, management employees are considered exempt employees. However, the City provides various leave banks for employees’ use, with accrual and use record-keeping being required to properly maintain the leave banks.

Time off of less than two continuous hours in a day does not need to be recorded by exempt employees. Abuses of this exception, such as daily use or random periods within a day, will not be allowed. This exception is also not allowed to be combined with any leaves.

D. ADMINISTRATIVE LEAVE
Management employees receive up to seventy-two (72) hours annually in paid administrative leave in a lump sum accrual at the beginning of each fiscal year.

The City Manager or designee, upon recommendation by the management employee’s Department Head, may grant additional administrative leave to the management employee. The administrative leave bank may never accrue more than ninety-six (96) total hours, which may limit the number of hours credited to the employee’s administrative leave bank on July 1st of each year.

New management employees will be provided a pro-rata share of the annual seventy-two-hour administrative leave bank upon employment.

Administrative leave time must be taken off on an hour-for-hour basis equaling employee actual time off, regardless of accumulation rates. Administrative leave is a compensable leave, and any remaining hours in the employee’s bank will be paid out upon separation from City service, at the employee’s current hourly rate of pay.

E. VACATION LEAVE
Management employees accrue vacation, based on the schedule below. The City Manager shall have the authority to decide service years as the they see fit.

Service Years Entitlement in Days
1 thru 2 10
3 thru 4 11
5 thru 6 12
7 thru 8 13
9 thru 10 14
11 thru 12 15
13 thru 14 16
15 thru 16 17
17 thru 18 18
19 thru 20 19
21 or more 20

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Resolution No. 13-25

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01181.0004/991190.1
Vacation leave time must be taken off on an hour-for-hour basis equaling employee actual time off, regardless of accumulation rates.

Management employees are subject to a maximum leave accumulation of three hundred (300) hours. Any hours exceeding the maximum accumulation as of November 1st of each year will be paid out in the pay period including December 1
st
.

Management employees will be provided an option to convert up to 40 hours of vacation into compensation per calendar year, subject to meeting the following requirements, provided that at the time of the conversion request at least 20 hours of vacation time remains in the employee's vacation bank. To be eligible for cash out of accrued vacation leave, an employee must pre-elect the number of vacation hours they will cash out, up to a maximum of 40 hours, by December 15 of the preceding calendar yea. The election will apply only to vacation hours accrued in the next calendar year. The election to cash out vacation hours in each designated year is irrevocable. Management employees who elect to cash out vacation leave hours must cash out the number of accrued hours pre-designated on the irrevocable election form provided by the City. Employees who pre-designate cash out amounts may request a cash out at any time in the designated calendar year by submitting a cash out request at least 30 days in advance to Human Resources. Human Resources will confirm the cash out amount has accrued and is consistent with the amount the employee pre-designated, then forward to payroll to complete the cash out request. If the full amount of hours designated for cash out is not available at the time of cash out request, the maximum available will be paid.

For Management employees who have not requested payment of the elected cash out amount by November 1 of each year, payroll will automatically cash out the pre-designated amount in a paycheck issued on or after the payroll date including November 1. Additionally, the City may, prior to the end of the calendar year, automatically cash out the vacation leave accrued each pay period by an employee such that the vacation leave cash out is consistent with the employee’s pre-elected number of vacation leave cash-out hours for that year.

Employees who do not pre-designate vacation leave cash-out hours or who decline the cash opt option by the December 15 deadline will be deemed to have waived the right and will not be eligible to cash out any vacation leave in that year.

Vacation accrual is a compensable leave, and any hours remaining in the employee’s vacation bank will be paid out upon separation from City service, at the employee’s current hourly rate of pay.

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Resolution No. 13-25

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01181.0004/991190.1
F. HOLIDAYS
The following days are paid holidays for management employees:

New Year's Day January 1st
Martin Luther King, Jr. Day 3
rd Monday in January
Spring Break Holiday Observed the Friday before Easter weekend Washington's Birthday 3
rd Monday in February
Memorial Day Last Monday in May
Juneteenth June 19th
Independence Day July 4th
Labor Day 1st Monday in September
Veteran's Day November 11th
Thanksgiving Day 4
th Thursday in November
Day after Thanksgiving Friday after Thanksgiving
Christmas Day December 25th
Floating Holiday Varies
Floating Holiday Varies
Any holiday, which falls on a Saturday or Sunday, will be officially designated as a “HOLIDAY” on the prior Friday (if Saturday) or Monday (if Sunday).

For management employees, one holiday equals eight hours, unless the employee is working the 9/80 alternative work schedule where one holiday may equal eight or nine hours depending on the normally scheduled workday being either an eight- or nine-hour work day for that employee.

Floating holiday hours are recorded in a bank in July of each fiscal year and may be carried over to the next fiscal year, to a maximum accumulation of fortyeight (48) hours of holiday time. Hours of holiday time accumulated over fortyeight (48) hours will be paid out in December. All leave time (vacation, sick leave, holiday, etc.) will be taken off on an hour-for-hour basis equaling employee actual time off from work during normal business hours, regardless of accumulation rates.

Floating holiday pay is a compensable leave, and any remaining hours in the employee’s bank will be paid out upon separation from City service, at the employee’s current hourly rate of pay.

G. SICK LEAVE
All employees accrue ninety-six (96) hours per year in a sick leave bank to be used for employee illness, forty-eight (48) hours of which may be used to care for the employee’s family member for illness or any other reason mandated by law. All leave time (vacation, sick leave, holiday, etc.) will be taken off on an hour-for-hour basis, equaling employee actual time off from work during normal business hours, regardless of accumulation rates.

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Morro Bay City CouncilMarch 11, 2025

Morro Bay City Council
March 11, 2025